On the Overview start page of the project card, you will find the project's basic information.
Through other tabs, you can access all project-related information, such as quote, resourcing, finance, activities, as well as memos and attachments.
Basic Information
On the left side of the project card, you can see the basic information of the project, some of which can be edited through the Edit button.
At the top, a summary that includes, among other things.
- Project color
- Project status
- Project invoicing method
- Project name, number, and account
- Deal value, which rises from the quote or the deal value field if no quote exists
- Editable information such as:
- deal closing date
- sales agent and project manager
- pipeline (funnel) and stage
Project details
This section includes the project name, type, category, duration, allocated hours, budget, etc., as well as any additional fields you may have defined in the settings.
You can update the information:
- Click Edit → A slider will open where you can complete the information.
- Fill in the information.
- Save.
Note! A data field that has not been filled will not appear on the project basic information card. For example, if tags have not been defined, the field will only be visible in Edit mode.
Field descriptions:
- Company: Only in the Enterprise+ plan. Indicates your own company to which the project is created.
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Account: Select the account from the dropdown menu. You can search by typing the account name in the field and selecting it, or you can add a completely new account if the account is not found in the list.
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Project color and name: Name the project and change its color if desired by clicking on the color. The default color is dark blue. Note: the color is project-specific, not user-specific.
- Category: Select from the dropdown menu.
- Project type: Select from the dropdown menu.
- Account group: Select from the dropdown menu.
- Project duration: Start and end dates
- Event dates: Timestamp deviating from the project's start and end date, which can be used to indicate, for example, the dates of a trade show event. Information to be activated from Settings > Feature settings > Projects.
- Expected close date: Date of the deal signature
- Budgeted hours: Total number of hours planned for the project.
- Allocated hours: Hours allocated to the project based on resourcing (if resourcing is enabled).
- Deal value: The value of the agreement from the quote (VAT 0%). If no quote is added to the project, the deal value can be added manually.
- Deal margin: Estimated project margin €
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Tags: Tags can be used to group and classify projects. Tags can be added by all users or they are pre-defined depending on your settings.
[Settings > Feature settings > Tags] - Notes: Internal notes field
- Additional information: Additional information about the project.
Additional information:
Project card custom fields defined by the Admin user in the project settings [Settings > Feature settings > Projects - Custom fields]
Invoicing details
In the invoicing settings, you define whether the project is Billable, Non-billable, or a Vacation/Leave project, as well as what material will be invoiced for the project, the grouping of the invoicing material and some additional information.
- Click Edit → A window will open on the right
- Make the necessary changes
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Save.
Field descriptions:
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Invoicing status
- Billable: A won project is automatically a billable project.
- Non-billable: Adding a project as an internal project automatically makes it a non-billable project.
- Vacation/leave: An internal project can be defined separately as a leave/absence project. In this case, the hours marked for the project will appear in the Absences column on the billing rate report.
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Active billable items:
- Hours: The hours logged for the project will count as billable starting from the specified date.
- Expenses: Allows invoicing for expenses from the defined date onwards
- Scheduled invoicing: Project can be invoiced in installments
- Bills: Defines approved bills (purchase invoices) to be charged to the customer
- Quote: Allows invoice creation from the quote
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Invoice row grouping: With the grouping of invoice rows, you can define already on the project card how the billing material is grouped for the sales invoice, which has the same grouping options available.
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Project and task grouping
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Hours
- Travel expenses
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Sales quote
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- Mass invoicing: You determine whether the invoicing material for the project will be raised to mass invoicing if the feature is enabled (Settings > Feature settings > Invoices and bills - Allow mass invoicing)
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E-invoice target: If electronic bills are enabled, the project's subcontractor must add this number to their electronic invoice. Heeros PSA connects the bill directly to the project using the number.
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Your reference: The invoice recipient's invoice reference, which is automatically added from the project details to the invoice.
- Our reference
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Note to invoice
- Agreement nr
- Order nr
Note! Only projects that have been defined with the billing method "Billable" can be invoiced using project material (hours, quote, expenses and bills).
Addresses
Invoicing Address
You can retrieve the invoicing address for the project from the account card, or add a different address for this project. If necessary, you can also specify a different account for invoicing than the project's client customer or divide the invoicing for this project into percentage shares for multiple different accounts/addresses. Read more here.
Delivery address
Define the address to which products for the project will be delivered.
Team
Add the project team members individually or as pre-created teams in the settings (if the team is edited in the settings, the changes will automatically update in account and project teams).
Contact person
You can attach contact persons of customers or partners related to the project.
- Go to Contacts on the Project card
- Click Add, either on the Project contacts or Partners tab depending on which you are adding.
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Select the contact person or partner either by choosing from the dropdown list or by typing the name in the search field.
Hourly Rates
You can define hourly rates for the project by jobtype, professional title, user or exceptional title.
Job types are factors for classifying hours that can be defined in the settings. Work types can be utilized in the classification of hours, in reports, as well as in pricing. It is a mandatory field in time entry.
Professional titles can be utilized in the classification and pricing of hours. Job titles can be defined in the settings and users can be added to professional title groups in the settings. They may include, for example, SKOL classes, etc.
Users can be defined with specific hourly rates to be used on the project.
It is also possible to define a so-called Exceptional Title, where a different professional title is defined for the user from the default settings for the project.
Note!
In a situation where there are set prices for both account and project pricing based on jobtypes, professional titles, and users:
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The user-assigned hourly rate overrides the defined prices for job type and professional title
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if the user does not have a price, the price of the professional title overrides the price of the job type
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If the user and professional titles do not have prices, Heeros PSA uses the price defined for the job type.
Hour tracking settings
You can edit the hour multiplier, by which the hours tracked on this project will be multiplied for hour balance. You can also define whether to allow all users to allocate work hours for this project and the project's tasks.
Project Statistics
In the Project Statistics overview section, you can see the dealvalue of the project's quote, the project margin, activities allocated to the project, as well as time entries and invoices.