Functions in Projects

Let us have a look at some of the functions that can be performed in the Projects module.

Log Time

Once you create a task for a project, you can log time for the time spent on each task.

You can also log time in two other ways:

Record Manually

You can enter the time you’ve spent on a project manually. Here’s how:

Log Time


Choose the start and end time by clicking the Enter time duration instead option. 

Projects Time Spent New Entry
Insight: The option to select users will be available only for **Admins**.

Start Timer

You can log time for a particular project using the timer. Here’s how:

start timer for projects Start timer disable timer

Once you stop the timer, you can enter the project details in the following popup.

Associate Projects

Track Project Cost and Revenue

When accounting for a project based company, you might want to track the project’s cost and revenue, and also summarize it accordingly.  In Zoho Billing, this process can be done by associating projects with transactions. Once the projects are associated with transactions, you can view the summary of the project’s profitability from the Reports module.

Create and Send Project Quotes

  Before you begin working on the project, you can send a quote of the project and the prices to your customers. They can either accept, reject, or comment on the quote. After a quote is confirmed, it can be converted into an invoice. To create a quote for a project:

New Quote

 You can also create a quote from the Quotes module and associate a project to it. Here’s how:

Select project to associate with the quote

The total expense will be created and the projects details will be available in the timesheets module.

Invoice customers for projects

  You can create an Invoice and send it to your customers for partial or full completion of a project. 

Insight: You can associate multiple project to an invoice. 
  You can create an invoice for a project from the Project details page. Here’s how:

New Invoice Invoice Projects
Billing Method Available Options
Fixed Cost for Projects Only Single line for the project option will be shown.
Based on Task Hours The option Group by users will not be shown.
Based on Staff Hours The option Group by users will not be shown.
Based on Project Hours All the options will be shown.

Similarly you can associate other sales transactions such as Sales Orders and Credit Notes to a project.

Record Project Expenses

Projects have certain expenses. It can be anything from buying a coffee for your user to purchase tools for a task.  To record expenses for a project:

Insight: The Customers and Projects fields will be automatically populated.
  Projects Expense

You can also create an expense for a project from the Expense module. Here’s how:

 Projects Expense

Create Retainer Invoices for Projects

At times you might have to take an advance payment to arrange the resources for the project you are going to work on. Create a retainer invoice for the project and accept advance payments. You can later adjust them with the invoice you create from the project.

To record an advance payment for a project:

Projects Retainer Invoice

You can also record advance payments from the Retainer Invoices module. Here’s how:

Retainer Invoice Projects
Insight: All the sales transaction can be viewed in the Sales tab under the respective module names.

Once the Retainers are in the paid status, you can choose to apply them to your invoice. Here’s how:

Apply retainers to projects

The retainer amount will be deducted from the invoice. You can then view this in the total section.

Bulk Update Line Items

You can bulk associate projects to line items of an invoice. You can select multiple items and associate projects easily in just one click.  To bulk update projects:

Bulk Update Line Item Update Projects Update Projects

Tracking Transactions

The transactions that you’ve recorded for a project can be tracked in the project module. Here’s how:

 Projects Sales

Projects Revenue Summary Report

Based on the project you’ve worked on for the client, invoices are raised along with the progress of the project. The total revenue raised on each project can be viewed in the form of a report in Zoho Books. Here’s how:

Project Revenue Summary Report

The report contains the following fields such as Project Name, Description, Customer Name, Actual Revenue, and Budget Amount. You can pick different date ranges from the calendar dropdown.

To customize the report:

Customize Project Revenue Summary Show or Hide Columns Project Revenue Summary

Once you run the report, the Actual Revenue will be shown. By clicking on a revenue amount of a project, you can view the drilled-down report with the list of sales transactions created for the project.

Project Revenuew Summary Drilldown

Also, you can export the report to Zoho Sheet and in PDF, CSV, XLS, and XLSX formats.

Next >
Manage Projects


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