The projects module in Tribe helps you organise and manage all aspects of your projects in one place. It allows you to track milestones, hours, costs, invoices, and team activities, ensuring nothing is overlooked. You typically use the projects module to plan, monitor, and complete projects efficiently. By following this guide, you will learn how to create projects, manage milestones, record hours and costs, invoice work, and track progress to completion.
Table of Contents
How Do I Create A Project?
Understanding The Project Screen
How Do I Create Milestones?
How Do I Manage A Project?
How Do I Add Hours To A Project?
How Do I Add External Costs To A Project?
How Do I Invoice From A Project?
How Do I Add Work Orders To A Project?
How Do I Complete A Milestone Or Project?
How Do I Create A Project?
Click the + button in the top right-hand corner of the blue bar.
Select Project.
Enter the Subject, Relationship, and other key details. If the relationship does not exist, create it directly from this screen.
Click Save and Open to add further project details.
You can also create a project directly from a won sales opportunity. Once the opportunity has a won status, the +Project button becomes available and will transfer all relevant data into the new project.
Alternatively, open a Relation and click + Project in the toolbar to start a project for that contact.
Understanding The Project Screen
The project screen provides a complete overview of the project’s status, budget, invoicing, time, and profit.
Subject: Displays the project name and can be edited under Details.
Project Overview: Opens the dashboard for the entire project.
Budget Consumed: Shows how much of the project budget has been used. Click the tile for detailed information.
Invoiced: Displays the total of all invoices sent. Click for details.
Time Spent: Tracks hours against the project budget. Click the tile for details.
Profit: Calculated as hours and invoices minus external costs.
Start/End Date: Define the project timeline.
Phase: Indicates progress (In Progress, Completed, Expired) and can be configured.
Owner: Assign the project owner.
Number: Unique project reference number.
Project Members: Add internal or external team members using the + button.
Involved Parties: Add external stakeholders using the + button.
Milestones: Define phases with their own budgets and dashboards.
Activities, Hours, External Costs, To Be Invoiced, Invoices: Overview of all elements for the project or selected milestone.
Planner: View completed and scheduled activities by day, week, or month.
Did you know? For more general information on activity forms, see the article How Do I Understand Relation And Activity Forms In Tribe?
How Do I Create Milestones?
A milestone represents a phase within a project, with its own start and end dates and budgets.
Open the project.
Click +Milestone.
Enter the milestone details and click Save or Save and Open to continue editing.
Add start date, end date, hours budget, and monetary budget as needed.
How Do I Manage A Project?
Record all project activities, hours, costs, and invoices directly on the project to maintain a complete overview. When using milestones, select the relevant milestone first to ensure entries are correctly allocated.
Activities: Record communication, tasks, appointments, and notes under the Activities tab. You can send emails and add documents.
Hours: Log hours under the Hours tab. Distinguish between Hours to Be Processed and Processed Hours.
External Costs: Record external expenses such as materials or rentals. These reduce the project profit.
To Be Invoiced: Move hours and product lines here when ready for billing.
Invoices: Review draft, sent, or reminder invoices. Draft invoices can be sent from this screen.
Planner: View scheduled and completed activities and add new tasks, appointments, work orders, or timesheets directly from the planner.
Did you know? For task and appointment management, see How Do I Follow Up On Tasks And Appointments?
How Do I Add Hours To A Project?
Open the project and select a milestone if necessary.
Click the Hours tab.
Click +Hour Registration.
Select Hour Type, Employee, Date, and Duration.
If hours are billable, slide the Billable slider to the right.
Did you know? The Time Registration Module article provides detailed information about logging and processing hours.
How Do I Add External Costs To A Project?
Open the project and select a milestone if needed.
Click the External Costs tab.
Click +External Costs.
Enter a Description, Amount, and VAT Code.
How Do I Invoice From A Project?
Adding Product Lines
Open the project and select a milestone if required.
Click the To Invoice tab.
Click +Product.
Select the product and enter the quantity.
Processing Hours
Open the Hours tab to view running, to be processed, and processed hours.
Choose one of the following options for hours to be processed:
+Hour Registration: Enter additional hours.
Without Invoicing: Move non-billable hours to Processed.
To Billable: Temporarily store hours for future invoicing.
To New Invoice: Create a new invoice directly.
To Existing Concept Invoice: Add hours to an existing draft invoice.
Creating and Sending Invoices
In the To Invoice tab, tick the lines to invoice.
Select Invoice x Lines, complete the details, and click Save and Open.
Preview the invoice and click Send.
Did you know? For full details on invoicing see this article on how to create and send an invoice.
How Do I Add Work Orders To A Project?
Click +Work Order in the project main screen.
Enter the work order details and select a template.
Click Save or Save and Open to continue working on it.
Did you know? More information about work orders is available in this article about the work order module.
How Do I Complete A Milestone Or Project?
Completing a Milestone
Open the Milestone tab.
Slide the Completed slider to the right.
The milestone bar turns green and the next phase updates to blue.
Completing a Project
Ensure all milestones are completed and invoices sent.
Open the project and click Completed or the Check Mark at the end of the milestone bar.
To close an expired project, click Expired.
Quick Summary
The projects module in Tribe allows you to create and manage projects, track milestones, log hours and costs, and invoice work. You can monitor project progress, team activities, and financials in one central screen. Using the module helps maintain clear oversight and ensures projects are completed efficiently and accurately.