Tired of hunting down every invoice linked to a job? Projects in Invoice Master group all quotes, invoices, bills, tasks, time and files in one place—so you never lose context, miss a charge, or delay billing again.
Why use Projects (and how it improves cash flow)
- Single source of truth: Quotes, invoices, bills, tasks, notes and files live together.
- Real‑time job costing: Budget vs actual, revenue, costs and net profit update automatically.
- Faster billing: Convert accepted quotes and completed tasks to invoices in one click.
- Cleaner hand-offs: Keep notes, files, and status changes in one place so everyone working in the account has full context.
- Audit‑ready: Every action (send, pay, edit) is time‑stamped and searchable.
Speed approvals and billing with Convert Quotes to Invoices Instantly and Kanban Your Cash Flow.
Set up a project in 2 minutes
- Projects → New Project → add client, name, start/end dates.
- Set Budget (fixed price or hourly + cap).
- Link existing docs (quotes, invoices, bills) or create new ones inside the project.
- Add tasks/time entries and attach files or SOWs. Done.
Link everything to your project
| Item Type | What You Get | |---|---| | Quotes | Scoped pricing, expiry, acceptance status; one‑click convert to invoice. | | Invoices | Project tag auto‑applied; payments roll into revenue metrics. | | Bills/Expenses | Costs feed job‑costing and profit in real time. (Pair with Zero‑Stress Expense Tracking.) | | Tasks & Time | Track project tasks on kanban boards and turn finished work into invoice line items. | | Notes & Files | Store SOWs, approvals, assets; searchable history. |
Project insights
- Financial rollups: Link invoices and bills to see total revenue and costs per project.
- Status at a glance: View project stage, linked documents, and recent activity from a single tabbed overview.
- Multi‑currency context: Track client currency and note exchange rates in your documents when needed.
Need portfolio analytics? Open Dashboard for high-level trends in Dashboard Deep-Dive.
A simple project workflow (quote → cash)
- Quote: Create in the project and send.
- Approve: Client accepts online → status flips to Accepted.
- Deliver: Track tasks/time on your Kanban board.
- Invoice: Convert the quote or selected tasks to an invoice (payment link included).
- Collect: Payment updates project revenue and profit instantly.
- Report/Export: Download CSV/PDF or full archive (see Own Your Data).
Collaboration controls
- Account-wide visibility: Project information is available to anyone signed in with your Invoice Master account.
- Commenting: Keep decisions on the record at the card or document level.
- Attachments & notes: Store POs, approvals, and updates so hand-offs stay smooth.
Pro tips for bulletproof projects
- Naming convention:
Client – Project – FY25 Q3to keep lists tidy. - Milestones: Quote by milestone; invoice as each milestone hits Done.
- Tags: Phase (Draft/Active/Complete), department, or region for filtered reports.
- Attachments: Add POs, change orders and approvals directly to the project.
- Recurring work: Duplicate a project as a template for the next phase or retainer cycle.
Project tools you’ll love
| Project Module Feature | What You Get | |---|---| | Linked invoices & bills | Open the financial documents tied to the project without leaving the workspace | | Kanban boards | Move tasks through custom stages and keep delivery on track | | Notes & files | Store approvals, assets, and change orders alongside the project | | Activity feed | See who sent invoices, added notes, or updated project details |
FAQ
What is project‑based invoicing?
Linking all financial docs and work records to a project so you can invoice by milestone, time, or deliverable—and see budget vs actual and profit in real time.
How do I keep an eye on project costs?
Link invoices and bills to the project and review their totals in the project’s financial tab; export data for deeper analysis when needed.
Can I attach subcontractor bills to a project?
Yes—create bills inside the project or link existing ones. They reduce profit and show in cost reports.
Can I migrate existing documents into a project?
Open the project → Link Documents → select quotes, invoices and bills. Tags update instantly.
What about multi‑currency projects?
Invoices appear in client currency; filter reports by currency and reference the documented exchange rate when comparing performance.
How do I close or archive a finished project?
Switch status to Completed. It drops from active views but remains searchable and exportable.
5‑minute action plan
- Create a project for an active job.
- Link the quotes, invoices, and bills that belong to it.
- Add three current tasks to the project board and move one to Done.
- Convert that finished task to an invoice and send it.
- Jot a key decision or update in the project notes so teammates stay aligned.
👉 Try Invoice Master free and keep every quote, invoice and bill organized in one project hub—while your profit stays crystal clear.
