# Projects > Group one job's invoices, payment schedules, credit notes and bills to see what you've invoiced, been paid and spent — and the profit, straight from your books. Source: https://www.accountfun.com/docs/guides/projects/ A **project** groups the invoices, payment schedules, credit notes and bills for **one job for one customer**, so you can see at a glance what you’ve invoiced, been paid, are still owed, have scheduled and have spent — and the profit. A project never posts anything to your books itself; it reads the documents you put in it. Find it under **Sales → Projects** or **Purchases → Projects** (both open the same list). The list shows each project’s **Project #**, **Name**, **Customer**, **Contract**, **Invoiced**, **Costs**, **Profit** and **Status**, with **All / Active / Completed** tabs and a **Search** button. Amounts exclude tax. ## Create a project 1. Go to **Sales → Projects** and click **New Project**. 2. Fill in the dialog: | Field | Notes | | -------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------- | | **Project name** | Required — e.g. “Office fit-out”. | | **Customer** | Required. Type a new name to create the customer on the spot. | | **Currency** | The currency the project’s figures are shown in. Defaults to your base currency; documents in the project can be in **any** currency. | | **Contract value (excl. tax, optional)** | The agreed price — drives the progress bar. | | **Cost budget (excl. tax, optional)** | What you expect to spend — drives the budget bar. | | **Start date (optional)** / **Target finish (optional)** | For your reference. | 3. Click **Create Project**. It starts as **Active** and opens straight away. Project numbers look like `PRJ-0001`; change the prefix under **Settings → Financial → Project Prefix**. Click **Edit** on the project page to change any of these later. Once documents are in the project its customer is locked; the currency can still change (all figures recalculate). ### Start a project from a quote Open an **Accepted** quote and click **Start Project**. AccountFUN creates an Active project with the quote’s customer and currency, names it after the quote’s reference, and uses the quote’s total (excl. tax) as the contract value. Invoices already converted from the quote move into the project, and any you **Convert to Invoice** later join it too. ## Add documents to a project Invoices, payment schedules, customer credit notes and bills can belong to a project. Invoices, customer credit notes and payment schedules must be for the project’s customer; bills can be from any supplier. There are three ways in: * **Add to Project** on the project page: * **New Invoice**, **New Payment Schedule** or **New Bill** opens the form already filled in with the project, its customer and currency. The form shows a **Project** box — click its × (**Don’t add to this project**) to leave it out. * **Add Existing…** lists documents that aren’t in this project yet. Pick **Invoices**, **Payment Schedules**, **Credit Notes** or **Bills**, search by number or contact, and click **Add**. A document already in another project moves here. * **From the document itself** — on an invoice, bill or credit note page, open the **…** menu and choose **Link to Project** (or **Change Project**). Pick an active project, or **No Project** to take it out. * **Automatically**: * Every invoice a [payment schedule](https://www.accountfun.com/docs/guides/payment-schedules/) issues joins the schedule’s project (move or remove the schedule, not its invoices). * A credit note applied to a project’s invoice or bill joins that project. * Invoices converted from a quote that started a project join it. To take a document out, click **Remove** on its row. The document itself isn’t changed — it just stops counting towards the project. Completed projects You can only add documents to an **Active** project. Click **Reopen** to add more work to a completed one. ## The figures | Card | What it shows | | ------------------------------ | ------------------------------------------------------------------------------------------------------------------------------------------- | | **Contract value (excl. tax)** | The agreed price, with a bar of how much is invoiced (and scheduled). Tells you what’s left to invoice, or if you’re over the contract. | | **Invoiced (excl. tax)** | What you’ve invoiced, with **Received** and **Owed** (cash, incl. tax) and **Scheduled** (payments in a schedule that aren’t invoiced yet). | | **Costs (excl. tax)** | Expenses and cost of goods sold for the job, with a bar against your **Cost budget** if you set one. | | **Profit** | Invoiced minus costs, with the margin. | **What counts:** only approved documents — approved or paid invoices and bills, and approved or applied credit notes. Drafts are listed in a note (“Not counted until approved…”) and voided documents are ignored. **Profit matches your Profit & Loss.** Invoiced and Costs are read from what each approved document actually posted to your income and expense accounts. So: * Stock you bought for the job (tracked items) isn’t a cost until it’s sold; the cost of goods sold on the project’s invoices is. * Bills recorded as fixed assets or prepayments aren’t costs. * Credit notes reduce invoiced (or costs) exactly as they do in your books. **Received** is cash paid on the project’s invoices (credit notes applied to an invoice aren’t cash; cash refunds are subtracted). **Owed** is the open invoice balances less unused customer credit. ### Documents in other currencies Documents can be in any currency. Each approved document converts into the project currency **at the rate it was posted at**; drafts and unissued scheduled payments use the latest rate. The documents table shows each amount in its own currency with ”≈” the project-currency amount. If no exchange rate is available for a document, it’s left out and the page says so (”… left out — no exchange rate … was available”); the list marks the profit with `*`. ## Payment schedules on a project Payment schedules are how you invoice a job in stages — a deposit, progress payments and a final payment. The project page has a **Payment Schedules** card: each schedule shows its status and **Paid X of Y**, and each payment shows its due date, amount and either its invoice or an **Issue Now** button. See [Payment schedules](https://www.accountfun.com/docs/guides/payment-schedules/). ## Complete, reopen or delete * **Mark Complete** when the work is done (the page suggests it once everything is invoiced and paid). A completed project accepts no new documents. * **Reopen** brings it back to **Active**. * **Delete** is only offered for an empty project — remove its documents first. ## Who can use projects Anyone with the **Projects** permission can see projects (the built-in Admin, Accountant and Standard roles have it). Creating, editing and linking also needs **Create Drafts**; deleting needs **Delete Documents**. Adding a payment schedule needs the **Payment Schedules** permission. See [Roles & permissions](https://www.accountfun.com/docs/guides/roles/). ## Worked example: a fit-out job Northwind wins an office fit-out for Blue Harbor at **HKD 100,000** (excl. tax). 1. **Sales → Projects → New Project**: name *Office fit-out*, customer Blue Harbor, contract value 100,000, cost budget 70,000. 2. **Add to Project → New Payment Schedule**: split it 30% deposit, 40% at midway, 30% on completion. Each invoice is issued from the schedule and joins the project. 3. **Add to Project → New Bill** for materials (HKD 25,000) and subcontractors (HKD 30,000) as they come in. 4. Midway, the project shows **Invoiced 70,000**, **Received 30,000**, **Scheduled 30,000**, **Costs 55,000** (79% of budget) and **Profit 15,000**. 5. When the final invoice is paid, click **Mark Complete**.