Who can use this page: depends on the role (see Project Roles). Find it under Projects in the side menu: All projects, My tasks, Approvals and Board templates. On the phone it is the Projects tab.

What it is for

A project is a job: the kitchen renovation, the office fit-out, the retainer. It has a team, a board where the work is tracked card by card, a customer, a budget and a status — and, as the work happens, the invoices you raised, the money you collected and the costs you booked against it. The point is to run the job and see its margin while it is still going, not after.

Where projects come from

  • Accepted quotations. With Settings → Organization → Quotations → Open a project when a quotation is accepted on (the default), the moment a customer accepts — on the emailed link or when you press Customer accepted — a project PRJ-2026-000001 opens with the customer, the job name and the quoted total as the budget. The lead, if there was one, is marked Won. The customer's acceptance is the sign-off, so no approval is needed.
  • By hand. All projects → New project: a code, a name, optionally the customer, budget, currency and dates. A hand-made project starts as a Draft. Choose Save & submit for approval (or open it later and press Submit for approval); it opens — becomes Planned — once a reviewer and then an approver sign it off. Nobody approves their own request. A draft that should not go ahead can be deleted.

The project page

Open a project from the list. The header shows its status, your project role and any request waiting for sign-off (red when it was sent back — open it to read why). The tabs:

  • Board — the cards (below).
  • List — the same cards as a table you can sort, filter, bulk-move and export to CSV or Excel.
  • Overview — budget, invoiced, collected, costs and margin, and the description.
  • Team — who is on the project and in which project role.
  • Approvals — every sign-off request for this project and where it stands.
  • Documents, Expenses, Profitability — the money side (only for people with project finance access).
  • Activities — the CRM timeline of notes, calls and follow-ups (needs CRM access).

The board

Columns are the stages of the work — To do, In progress, Review, Done by default, or whatever a template set up. A column can be marked done: cards dropped there count as complete; moving them out reopens them.

  • Add a card at the bottom of any column, or New card in the toolbar.
  • Drag cards between columns and up and down inside one. On a keyboard: focus a card, press Space, move with the arrow keys, press Space again. If someone else moved the same card a moment before you, the board tells you and refreshes instead of overwriting their change.
  • Group by a select or person field (for example Trade or Owner) to see one lane per value; dropping a card into a lane sets that value. The No … lane holds cards without one.
  • Filter by assignee, priority, label, due date, done/open and any custom field; Search looks in titles, descriptions, labels and fields. Filters are yours alone; sort, grouping and which fields show on cards are shared by everyone on the board.
  • Card limit (WIP): a column can carry a limit; its header turns amber when it holds more cards than that.
  • Hidden columns fold into a strip at the end of the board and still accept dropped cards.

Each card shows its labels, title, the fields chosen for cards, priority, due date (red when overdue), checklist progress, comments, files and the assignee. Open it to edit everything in one place: column, assignee, start and due dates, priority, labels, estimate in hours, custom fields, a description (with bold, lists and links), a checklist, comments, files and photos, and the card's activity history. Changes save as you make them. The assignee is notified when a card is given to them or someone comments on it, and reminded when it is due today, tomorrow or overdue.

Board settings

Project managers open Board settings to add, rename, colour, reorder, hide or delete columns (deleting asks where its cards should go), to add card fields — text, number, select (one or many, with coloured options), date, checkbox, link or person — and to work with templates: start an empty board from Standard delivery, Renovation job or one of your own, or save this board's columns, fields and (optionally) its open cards as a template for the next project. Saved templates are listed under Projects → Board templates.

My tasks

Projects → My tasks lists every open card assigned to you across your projects, grouped as Overdue, Due today, Next 7 days, Later and No due date. Open a card right there.

Decisions that need sign-off

Day-to-day status moves — Start, Put on hold, Back to planned — are direct. These need a reviewer and then an approver:

  • Opening a hand-made project.
  • Changing the budget of an open project (Change budget — the request shows the old and new amount).
  • Completing or cancelling a project. The request shows what is still open — cards not done, unposted invoices, bills and expenses, and (with finance access) the money so far. Once closed, the board becomes read-only.

Requests appear under Projects → Approvals and on the phone under Approvals. A rejected request comes back to the person who raised it with the comment; they edit and submit it again.

Tagging work to a project

  • Invoices, quotations, sales orders: the Project field on the form.
  • Expenses: the Project field on the expense. When the expense is posted, its ledger lines carry the project.
  • Journal entries: the project column on each line.

On the phone

The Projects tab has My tasks, the project list and each board, one column per screen. Hold a card to pick it up, move it within the column or to the edge of the screen to reach the next column, and let go to drop it. Open a card to change any of its details, tick the checklist, comment, or add a photo from the camera. Project managers can add, rename, hide and reorder columns with Edit columns.

On the dashboard

The Projects card shows your projects by status, your open and overdue cards, cards due this week and done this week, and requests waiting for you. With finance access it adds the open budgets, invoiced and costs, and up to three projects at risk (negative margin, or costs at 90% of the budget).

Plan usage

Projects are unlimited on every plan, Free included: projects, board cards, checklists and comments never count against your plan's posted-transaction allowance (see Subscription & Billing). Only the accounting records tagged to a project — invoices, bills, expenses — count when they post.

Common mix-ups

  • "I can't see a project." You are not on its team and your role only shows your own projects. Ask the project manager to add you under Team.
  • "I can see the board but cannot move cards." You are a stakeholder on that project, your role is read-only, or the project is closed.
  • "Invoiced is zero but I sent the invoice." Only posted invoices count; a draft or one still in review does not.
  • "The budget field is greyed out." The project is open; use Change budget to propose a new amount for approval.
  • "My card jumped back after I dropped it." Someone else changed it a moment earlier; the board refreshed with their change. Drop it again.
  • "I accepted a quote and no project appeared." The setting under Settings → Organization → Quotations is off, or the quotation already had a project (one project per quotation).