Projects

Projects & tasks

Projects are where work gets done. Each project has a task board, file store, time tracker, expense log, messaging, contracts, and activity feed — all linked to a single client.

Creating a project

Go to Projects and click New project. Set a title, client, status, and optional due date. You can also apply a task template to pre-populate the board.

Tip: Projects created from an accepted quote automatically use the quote title. When you mark a quote as accepted, a project is created automatically if the quote wasn't already linked to one.

Project panels

The project page is divided into panels. Click any panel tile to open it:

TasksKanban board — your primary project management view

FilesUpload and share files. Toggle client visibility per file.

TimeLive timer, manual entries, billable toggle, retainer logging

ExpensesLog costs against the project. Mark billable, add to invoices.

MessagesThreaded conversations between your team and the client

ContractsCreate and send contracts for e-signature

ActivityFull log of every action taken on the project

Task board

The task board is a Kanban view with 5 columns: To Do, In Progress, Review, Complete, and Query. Drag tasks between columns to update their status.

The Query column is for tasks blocked pending client input. It stands out visually so nothing gets lost in the noise.

Task detail

Click any task card to open its detail view:

•Description — full details about what needs to be done
•Due date — deadline for this specific task
•Assignee — assign to a team member
•Resources — attach URLs or files from the project as reference material
•Comments — chat-style discussion thread on the task (team only)

Task templates

Create reusable task lists in Settings → Templates. Apply a template when creating a project to pre-populate the To Do column. Great for standard project types like website builds or brand identity projects.

Files panel

Upload any file to a project — briefs, designs, deliverables, contracts. Each file has a visible to client toggle. Client-visible files appear in the client's portal under that project. Files are served via signed URLs (expire after 24 hours) — share via the portal for a persistent link.

Message threads

Create named threads (e.g. “Design feedback”, “Content review”) for structured client communication. Clients read and reply from their portal. Use threads instead of WhatsApp for anything that needs to be on record.

Tip: Keep WhatsApp for quick chats, then paste important decisions into a message thread so they're documented in the project.

Scope creep banner

If actual project costs (time + expenses) exceed the linked quote total by more than 20%, an amber banner appears at the top of the project. This is a prompt to raise a change order before delivering.

Activity feed

The Activity panel shows a chronological log of every action: tasks created, files uploaded, time logged, messages sent, status changes. Useful for project retrospectives.

Feedback requests

When a project is complete, send the client a star-rating feedback request. Their response is stored against the project and visible in the activity feed.

WhatsApp import

Paste a WhatsApp conversation and AI extracts tasks, queries, and decisions — adding them to the board automatically. See WhatsApp import.

Time & expenses →WhatsApp import →Contracts →Client portal →