Project management

03How it works

How it works step by step.

1. 1

   From quote to project and plan

   Convert an accepted quote into a project in a single step. The project inherits the customer and description, and the quote and project cross-reference each other.

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   The work plan is generated from a task template for that project type. The template can run automatically when the project is created, and running it again will not duplicate tasks. Assignees and deadlines are set by template rules; any task without a designated assignee is assigned to the project manager. View the plan as a board, a grouped plan, or a Gantt chart where subtasks can be nested under parent tasks.

2. 2

   Lifecycle and deadline tracking

   A project has a status (draft, active, on hold, completed, cancelled, archived) and, independently of it, a stage: inquiry, NDA, analysis, scope approval, contract phase, technical preparation, development, internal testing, client testing, acceptance, deployment, and handover. Every status and stage change triggers an event that you can link to automation rules.

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   Based on the due date, the system calculates the deadline status: on track (more than 30 days), warning (11–30 days), and critical (10 days or fewer). In the project list, this is reflected in the row color. Every morning at 7:00, the system sends a one-time alert for projects that have entered their final 10 days.

3. 3

   Payment schedule and milestone billing

   The project payment schedule splits the contract amount into milestones by percentage or fixed amount. The schedule moves through draft, approved, active, and completed statuses. Mark a milestone as ready for billing, issue an advance invoice from it, and then issue the final invoice. A paid advance is automatically deducted on the final invoice, while an unpaid advance blocks the final invoice from being issued.

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   Each milestone can have at most one invoice and one valid advance invoice. Once the first invoice is issued, the contract amount can no longer be changed, and the sum of percentages cannot exceed the contract total. Custom rules for when a milestone may be billed (for example, only after all mandatory documents have been supplied) can be added for your company.

4. 4

   Costs, revenues, and project overview

   Costs and revenues are tracked by project, with a breakdown by cost type showing plan, forecast, and actuals. Billed amounts, amounts ready for billing, costs, and margin are continuously updated on the project.

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   The project overview is a dedicated workspace featuring key metrics, billing, deadlines, and monthly plans. It is accessible to administrators and to the teams or roles you configure.

5. 5

   Customer communication and collaboration

   Emails and meetings are linked to the project. Every day at 5:30, the system assigns new email threads and updates project contacts. From meeting notes, the system suggests tasks for a person to confirm; it never creates tasks on its own.

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   You can send your customer a read-only public link to the task board with custom status names and hidden columns, and revoke it at any time. Projects also include a mandatory document checklist, handover protocols, roadmaps, satisfaction surveys, and knowledge base articles.