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: Share a read‑only project link with clients or teammates.
- 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 | Estimated vs logged hours; turn done work into line items. | | Notes & Files | Store SOWs, approvals, assets; searchable history. |
Budget, profit & job‑costing at a glance
- Budget vs Actual: Live progress bar with alerts at 80% and 100%.
- Revenue – Cost = Profit: Auto‑calculated from invoices (paid/unpaid) and bills.
- Hourly projects: Compare estimated hours vs tracked time × rate.
- Forecast to complete: See remaining budget and suggested next invoice amount.
- Multi‑currency aware: Track client currency; reports normalize to your base for totals.
Open Dashboard for portfolio‑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 & client sharing
- Roles & permissions: Limit who can edit quotes, invoices or budgets.
- Client view: Share a read‑only project link for status, docs and totals—no login required.
- Commenting: Keep decisions on the record at the card or document level.
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 widgets you’ll love
| Widget | Shows | Action | |---|---|---| | Revenue vs Cost | Live profit and margin % | Click to open source docs | | Outstanding Invoices | Unpaid totals by age | Send reminders in one click | | Upcoming Bills | Payables next 30 days | Schedule or mark as paid | | Time & Budget | Est. vs logged hours | Adjust scope or rates | | Activity Feed | Quotes sent, invoices paid, notes added | Full audit trail |
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 track project profitability?
Set a budget, log costs (bills/expenses) and revenue (invoices). The Project overview calculates Revenue – Cost = Profit and margin automatically.
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; reports roll up in your base currency using the rate locked on issue date.
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.
- Set a budget and link all existing quotes/invoices/bills.
- Add three current tasks and log today’s time.
- Convert one finished task to an invoice and send it.
- Check the Revenue vs Cost widget—watch profit update live.
👉 Try Invoice Master free and keep every quote, invoice and bill organized in one project hub—while your profit stays crystal clear.
