Once a project exists, you link documents to it. Sales invoices count as billed, and purchase bills and expense receipts count as cost. The project page and the Projects list add these up against the contract value and cost budget you set on the project.
Before you start
Create the project first. See Creating a project.
Tag a sales invoice
1.Create or open the invoice from Sales → Sales Invoices → Add New Invoice.
2.In the Link & Categorize card on the right, pick the project in Project.
3.Save the invoice.
The project applies to the whole invoice, not to individual lines.
Tag a purchase bill or journal entry
- On a purchase invoice, pick the project in Project in the Link & Categorize card.
- On a journal entry, pick it in Select Projects.
Documents you upload through SmartUploads can be tagged with a project when you review them.
Track the project
Go to Sales → Projects and click the project's name. The project page shows:
- Project — the name and code, client, manager, default cost center, status, contract and cost budget.
- Sales invoices — how many invoices are tagged and how much has been billed. Links let you Create sales invoice, Upload sales invoice or open Project invoice details.
- Purchases (expenses) — how many purchase bills and expense receipts are tagged and their total. Links let you Create purchase bill, Upload purchase / receipt or open Purchases by project.
- Journal entries — posted entries tagged to the project, such as accruals and provisions.
- From the books — the cost so far, a bar showing how much of the cost budget is used, and Contract against Billed with the share of the contract billed.
Only non-draft invoices and bills are counted, and only posted journal entries. Billed amounts are invoice totals, and foreign-currency invoices are converted to rupees.
Project health in the list
The Status column in Sales → Projects shows each project's status. For an active project it also flags budget trouble, based on cost divided by cost budget:
- At risk — 85% or more of the cost budget used.
- Over budget — more than 100% used.
The Budget Used column shows the same figure as a bar. Use the chips above the list (All, Active, At risk, Over budget, On hold, Completed, Cancelled) to filter by status, and All centres to filter by cost centre. The cards at the top total your active projects, open contract value, cost budgets, cost and the number of projects over budget.
Profitability reports
Click Project reports on the Projects page. The project reports include:
- Project Summary — revenue billed, cost, profit and margin for each project.
- Project Invoices — the sales invoices tagged to each project.
- Expenses by Project — the costs tagged to each project.
Tips
- Set a cost budget on every live project. Without one, SmartLedger can't show budget used or flag the project.
- Use Export on the Projects page to download the list as CSV or XLSX.
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Creating a project
Set up a project for a job or contract with its client, manager, contract value and cost budget, so you can tag invoices and bills to it.
Creating a purchase order
Raise a purchase order to a vendor before their bill arrives, send it as a PDF, and turn it into a purchase invoice later.
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Upload a bank statement as a PDF, spreadsheet or image, check what SmartLedger read, and add its lines to your books ready to reconcile.
Using SmartUploads templates
Download a SmartLedger-ready Excel template, fill in your invoices, payments or journals, and upload it to bring many records in at once.
Bulk importing invoices from a spreadsheet
Upload an Excel or CSV file of invoices, payments or journals, check how its columns map, fix flagged rows and create everything in one go.
Reviewing, approving and rejecting uploads
Check what SmartLedger read from each upload, then approve it to book it or reject it. Covers sales invoices, bills, bank statements and bulk actions.