Projects

Manage all your projects and events in one place — from initial proposal to completed work. Track values, deadlines, venues, expenses, quotes, contracts, and invoices across your entire pipeline.

Key Features

• Two Views: Switch between a visual card grid (default) and a sortable list view
• Clickable Stats: Dashboard cards show Active, Proposed, In Production, and Completed project counts — click any card to instantly filter the view
• Project Types: Categorize work as Single Event, Multi-Day Event, Production, Rental, Service, Retainer, or Custom
• Status Tracking: Move projects through Proposed → Contracted → Planning → In Production → Completed (or On Hold / Cancelled)
• Priority Levels: Flag projects as Low, Normal, High, or Urgent
• Payment Column: The list view shows invoiced and paid amounts so you know where each project stands financially
• Events: Add individual event dates and times within a project (Ceremony, Reception, Rehearsal, Setup, Breakdown, Meeting, Performance, or Other)
• Quotes: Create and send quotes for a project; designate each as a primary quote or an option, and track status from Draft through Accepted
• Documents: Attach contracts, questionnaires, subcontracts, lead forms, and proposals — and generate invoices directly from signed contracts
• Invoices & Payments: View and create invoices tied to a project, and record payments directly (Stripe, PayPal, bank transfer, check, cash, Venmo, Zelle, or other)
• Expense Tracking: Log project expenses as Direct Expenses, Vendor Bills, or Resource Costs; categorize by equipment, labor, venue, travel, materials, subcontractor, software, insurance, or marketing; optionally link to a vendor and mark items as billable to the client
• Budget: Log project expenses (by type, category, and vendor); set annual revenue and expense targets; view a live profit/loss summary per project
• Fullscreen Detail: Expand any project detail panel to fullscreen for distraction-free review
• Resources: Assign team members or equipment to a project, track their confirmation status, and sync their costs to project expenses
• Activity Log: See a chronological record of actions taken on each project
• Filtering: Narrow results by status, project type, or priority in both card and list views
• Search: Find projects by name, description, venue name, or account name

How to Use

1. Click New Project to open the project form
2. On the General tab, enter the project name, linked account, type, status, priority, estimated value, primary contact, and description
3. On the Dates & Venue tab, set start date, end date, deadline, and venue details
4. On the Notes tab, add any internal notes
5. Click Save Project — the project appears in your card grid immediately
6. Click a project card (or the eye icon in list view) to open the full project detail panel, where you can manage:
   • Events — schedule specific dates and times within the project
   • Quotes — view linked quotes or create a new one; toggle any quote between primary and option roles
   • Documents — view contracts, questionnaires, subcontracts, lead forms, and proposals; generate an invoice directly from a signed contract
   • Invoices — view payment status, create a new invoice, or record a payment directly
   • Resources — see assigned team members or equipment and their confirmation status
   • Activity — review the full action history
   • Budget — log expenses by type and category; optionally link to a vendor and mark as billable; set annual targets and see your live profit/loss
7. Switch to List View (list icon in the toolbar) to see all projects in a sortable table with payment columns and event counts

Tips

• Click any stat card at the top to instantly filter projects by that status — click again to clear the filter
• Use the toolbar filters to narrow by status, type, or priority without leaving the main view
• Mark expenses as Billable to flag costs that should be passed on to the client when invoicing
• Use Sync Resource Costs on the Resources tab to automatically pull assigned team or equipment costs into the Budget tab
• The Budget tab shows estimated value, contracted value, total expenses, amount paid, and a live profit/loss — review it before sending a final invoice
• Click the expand icon in the project detail header to open the panel in fullscreen mode
• Filter by Urgent priority to surface the projects that need immediate attention