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How does the projects module work?
How does the projects module work?
Updated over 4 months ago

Introduction

By recording all the elements of a project, you keep an overview of your projects. The project contains all the important information to keep track of your project and complete it successfully. Think about:
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  1. Dividing the project into milestones with overviews for each milestone.
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  2. Recording all contact moments and notes during the project.
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  3. Providing insight into the hours spent and the remaining hours in a budget.
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  4. Making external costs transparent.
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  5. Adding a project team with project members who can be internal or external.
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  6. Invoicing from within the project.
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  7. Handy dashboards and planners.
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In this article, we will explain the daily use of the projects module in a few steps.
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  1. How do I create a project?
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  2. The project screen
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  3. How do I create milestones?
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  4. How do I manage a project?
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  5. How do I add hours to a project?
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  6. How do I add external costs to a project?
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  7. Invoicing from a project.
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  8. Adding work orders to a project.
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  9. Completing a milestone or a project.
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1 How do I create a project?

  1. Click on the + Button in the top right-hand corner of the blue bar
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  2. Click on Project. Enter the subject, relationship and key details of the project. If the relation is not yet in CRM, you can create it directly. Click save and open to complete further details of the project. It is also possible to create a project directly from the relation. To do so, open the relation and click + Project in the toolbar.
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    Creating a project in Tribe CRM
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Did you know?

You can also start a project from a won sales opportunity? As soon as the sales opportunity gets the won status, the +Project button is available. Clicking this button will create the project and transfer all important data from the sales opportunity into the project.
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2 The project screen

The project screen gives a complete overview of your project's status, budget consumed, invoiced, time spent and profit.
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  1. Subject: The subject of the project is displayed in the top bar of the project and can be modified under Details.
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  2. Project overview: clicking on Project overview displays the dashboard of the entire project.
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  3. Budget consumed: A Budget can be entered in the Details of the project, the Budget consumed dashboard shows how much of this budget has been consumed. When you click on the tile, further details are displayed:
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    Details budget consumed in Tribe CRM
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  4. Invoiced: The total of invoices already invoiced. Click on the tile for further details.
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  5. Time spent: An Hours budget can be entered in the Project Details, in the Time spent dashboard you can see how much of this budget has been consumed. Click the tile for more details.
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  6. Profit: The total of To be invoiced and Invoices minus External costs. Click the tile for more details.
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  7. Start date: Enter the date the project starts here.
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  8. End date: Estimated end date of the project.
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  9. Phase: In progress, completed or expired: The current phase of the project. By default, these are the available phases. These can be modified in the configuration.
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  10. Owner: Here you can select the employee who owns the project.
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  11. Number: Each project is assigned a number for easy reference.
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  12. Project members: Overview of the employees involved in the project. Click the +Button to add project members.
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  13. Involved parties: Overview of external stakeholders involved in the project. Click the +Button to add a relation.
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  14. Milestone: Milestones can be defined per project. Each milestone has its own budgets, start and end phase. Each milestone has its own dashboard. Click on the milestone tab to see these overviews.
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  15. Activities, Hours, External costs, To be invoiced, Invoices: Overview these elements of the entire project. When selecting a milestone, only the elements within the selected milestone are displayed.
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  16. Planner: Overview of completed and planned activities of the project.

    The project screen in Tribe CRM
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Did you know.

In the article What do I see on my screen? you will find more general information about the structure of the activity form.
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3 How do I create milestones?

A milestone is a phase within the project. A milestone has its own start and end date and budgets. Each milestone has its own statements.
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  1. Select the project and click +Milestone, enter the Details and click Save or Save and Open if you want to continue working on the milestone. In the Details screen of the milestone, you can enter a start date, an end date , an hours budget and a budget.
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    Creating a milestone in a project in Tribe CRM
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4 How do I manage a project?

You book all activities, hours, external costs and invoices directly on a project to have and keep a complete overview. When using milestones, it is useful to select the relevant milestone first so that the relevant element is booked directly on this milestone:
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  1. Activities: Select the milestone and click on the Activities tab. Under this tab you can record all communication and agreements around your project such as notes, tasks and appointments. You can send emails and add documents.
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  2. Hours: In the Hours tab (add hyperlink), you can book hours on the project. A distinction is made between Hours to be processed that are yet to be invoiced or processed and Hours Processed for hours that have already been invoiced or processed.
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  3. External costs: This is where external costs can be booked such as materials rental, for example. All costs booked here are deducted from Profit .
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  4. To be invoiced: All booked hours can be moved to To bill pending the final invoice. Also, product lines that still need to be invoiced can be added here.
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  5. Invoices: Here you find an overview of all invoices per phase: draft, sent or reminder. When selecting the line, the details of the invoice are displayed. Any draft invoices can be sent from this screen.
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  6. Planner: The planner gives you an overview per day, week or month of the completed and planned activities of the project concerned. By clicking on the planner, you can directly add an appointment, task, work order or time sheet to the project.
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    Managing a project in Tribe CRM

    The project scheduler in Tribe CRM
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Did you know.

You can learn more about using tasks and appointments in the article: How do I follow up tasks and appointments?
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5 How do I add hours to a project?

You can register hours the entire project or on a specific milestone. The hours entered are immediately displayed in the Time spent field.
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  1. Open the project and select a milestone if necessary. click on the Hours tab.
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  2. Click on +Hour registration
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  3. Select the Hour type, employee, date and duration.
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  4. If the registered hours are billable, slide the slider to the right.
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    Adding hours to a project in Tribe CRM
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Did you know.

There is a detailed description of the possibilities of the time registration module in the article Time Registration Module.
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6 How do I add external costs to a project?

External costs may be incurred on behalf of a project. These can be linked to a project. The amount entered is deducted from the profit (3).
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  1. Open the project and select a milestone if necessary. click on the External Costs tab.
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  2. Click on +External costs
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  3. Enter a description, amount and the VAT code.
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    Adding external costs to a project in Tribe CRM
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7 Invoicing from a project

Booked hours can be invoiced directly from the project. In addition to the hours, product rules can also be added to the invoice.
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Adding product lines to a project
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  1. Open the project and select a milestone if required. click on the tab To invoice.
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  2. Click on +Product.
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  3. Select a product and enter the quantity.
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    Invoicing from a project in Tribe CRM
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Processing hours
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After hours have been registered, they still need to be processed. Even hours that are not declared must first be checked by the person responsible for the entity, e.g. the project manager. To process hours, open the Hours tab.
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Here the Running hours are displayed (in case a time registration has been started via the timer), Hours to be processed and Processed hours. Under Hours to be processed, the following choices can be made:
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  1. +Hour registration: Enter here the hours made can be entered afterwards.
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  2. Without invoicing: Process hours that are not billable. Here they are moved to the tab Processed.
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  3. To billable: This is a temporary collection place of hour records and product lines. Put here the hours that you want to invoice, but don't want to put on the invoice yet. At a later stage, you can invoice the hours at once.
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  4. To new invoice: Directly create a new invoice from the selected lines.
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  5. To existing concept invoice: Choose this option if there is already a concept invoice ready to which these hours should be added.
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Invoicing product lines and hours
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Once you are ready to invoice the hours and product lines created, open the project and the tab To invoice.
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  1. Tick the lines you want to invoice and select Invoice x lines, enter the details and click Save and open.
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    Invoicing product lines and hours in a project in Tribe CRM
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  2. A preview of the invoice is immediately displayed. Click Send to send the invoice.
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    Sending an invoice from a project in Tribe CRM
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Did you know.

The article How do I create and send an invoice describes the features of the invoicing module in detail?
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8 Add work orders to a project

During a project, employees may go on site to deliver products and/or services. A work order is then desirable so that the customer can confirm that the product or service has indeed been delivered.
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  1. You simply create a work order by clicking on +Work order in the project main screen.
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  2. Enter the details and select a template.
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  3. Click Save or Save and Open if you want to continue working on the work order.

    Adding a work order to a project in Tribe CRM
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Did you know.

You can find more information about work orders in the article How do I work with the work order module?
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9 Completing a milestone or project

During the course of the project, you can complete milestones if they have been completed. This clearly shows the progress in a project and every employee can immediately see which milestones have been completed and which are still ongoing.
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Complete a milestone
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Super! You have completed a milestone and now you would like to process it so that it is also clearly visible in a project. To do this, click on the milestone tab (1) and slide the Completed slider to the right (2) . The project's milestone bar turns green and the next phase turns blue (3).
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Completing a milestone in Tribe CRM
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Completing a project
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All milestones have been completed, all invoices have been sent and the project is finished! Now you can also process this officially in Tribe CRM so that everyone knows the project has been completed. To do this, open the project and click Completed or the check mark at the end of the milestone bar (1).
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You can close a project that has expired by clicking Expired (2).
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Completing a project in Tribe CRM

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