Billed projects
Purpose
Tracks fixed‑scope deliverables (websites, audits, research reports) that are billed at a lump‑sum price rather than hourly. Projects can be attached to invoices, rolled into cash‑flow, and analysed alongside time‑based work.
Fields
| Type | Field | Key Options / Formula | Notes |
|---|---|---|---|
| Name | — | Short project slug. Combine client + deliverable if helpful (“ACME – SEO audit”). | |
| Delivery Date | Format l | Marks completion milestone; used for revenue recognition & cash-flow timing. | |
| Price | Precision 0 | Enter in native currency below. | |
| Currency | ▫︎ EUR ▫︎ CZK ▫︎ USD | Must match the currency used in Price. | |
| Price (USD) | FormulaIF({Currency}='EUR',{Price}*1.136,IF({Currency}='USD',{Price},BLANK())) | Converts into USD for consolidated reporting. | |
| Client | — | Drives currency defaults via lookup; used for grouping dashboards. | |
| Invoice | — | Attach once the project is billed. | |
| Invoice Status | from Invoice → Status | Reflects billing state (Draft / Sent / Paid / Overdue). | |
| Paid | FormulaIF(ARRAYJOIN({Invoice Status}, '')='Paid', TRUE(), FALSE()) | Auto-checks when linked invoice is paid. | |
| Currency (from Client) | Lookup from Client → Currency | Shows the client's default currency for QA. | |
| Currency (from Invoice) | Lookup from Invoice → Currency | Ensures invoice uses same money unit. | |
| Cashflow items | — | Auto-generated via automation after invoice approval. |
Relationships
- Clients (linked via Client)
- Invoices (linked via Invoice)
- Cashflow items (linked via Cashflow items)
Gotchas
- Enter Price in native currency; Price (USD) is derived, do not overwrite it.
- Currency mismatch between Project and Invoice will break rolled‑up totals—ensure they're identical before sending.
- If a project is split across multiple milestone invoices, duplicate the record or create child line‑items elsewhere; this table assumes one‑invoice per project.
- FX rate (1 EUR → 1.136 USD) is static in the formula. Update periodically or switch to live rates.
- Deleting an invoice will unlink the project (but does not delete it) → project reverts to "unbilled".
Calculated & AI fields
The Price (USD) field automatically converts project values to USD using fixed exchange rates for consolidated reporting. The Paid checkbox dynamically updates based on the linked invoice's payment status, providing real-time visibility into project payment completion.