Project List

Flowtly Editorial Team5 min

In the Projects item in the main menu, you will find a list of all projects ever created within your organization. This list is organized by the current status of each project, whether active, partially active or inactive, ensuring easy navigation and management.

For each project, you will see the following details:

  • Name

    Note: Project phases (sub-projects) will be displayed under their corresponding Parent Project. Multi-level project hierarchy is supported.

  • Status: Current status of the project.

    Note: required, if you want to add a rate for employees.

  • Employees: Assigned employees, if any.
  • Action Buttons:
    • Go to Hours View: Direct access to the project's hours tracking.
    • Go to Projects View: Direct access to the detailed project view.

At the top of the page, users can filter by Project Name, Project Type, and Client using the available filters. If a project has phases (sub-projects), you can view them by clicking the expand button located to the left of the project name.

How Project status is determined in the Project List view

Projects are categorized as Active or Inactive based on their start and end dates configuration and the dates configuration of their associated phases.

1. Active and Inactive Projects Display

  • When a project is Active or Partially Active, it will appear in the Active tab.
  • When a project is Inactive, it will be shown in the Inactive tab.

2. Impact of Inactive Phases on Parent Project

  • If any phase of a project becomes Inactive, the Parent Project's status will automatically change to Partially Active. Even if all phases of the project are Inactive, but the Date to of parent project is not yet reached - it will stay as Partially active.

3. When a Parent Project becomes Partially Active

  • If project phases are active, but the Date To of the Parent Project is reached, then the Parent Project status will change to Partially Active.

4. When a Project Becomes Fully Inactive

  • A project will only become Inactive when all its phases and the Parent Project itself are marked as Inactive (Date to is reached).

Go to Hours View

By clicking on the Go to Hours View button, you will be directed to the Working Hours Report page. This page is designed to help managers to monitor the time logged for specific projects over a selected period. It provides valuable insights into time management and project progress, ensuring effective tracking and resource allocation.

To review who worked on a project, when, and for how long, follow these steps:

  1. Select the Desired Period: Choose the range for which you want to view the working hours.
  2. Select the Project: Choose the project(s) you want to review.
  3. Click on "Show Project Working Hours": This will display the detailed working hours for the selected project and period.

Generating Invoices in Flowtly

If your organization has the Invoices module active, you can generate invoices based on logged hours.

If the selected project has a client attached, you can directly generate an invoice for a specific period by clicking the "Generate Invoice" button. Each employee who has logged time under the selected project(s) during the specified period will appear as a separate row on the invoice. Flowtly automatically pre-fills known data, reducing manual input and ensuring accuracy. Flowtly automatically assigns the appropriate VAT rate based on the client's country of registration:

  • Polish Clients (PL VAT payers) → The VAT rate is set to 23% by default.
  • Clients from Other EU Countries → The VAT field is automatically set to "nd." (not defined), meaning VAT will not be applied unless manually adjusted.

If there's a Missing project rate label displayed, next to the user name, it means that user should have project rate added to proceed with successful calculation. To add it, you can click on the label. After that you'll be redirected to the Rate tab of Employee page. After project rate for employee is configured, you can proceed with Invoice creation for this employee. Note, that before adding employee rate it's important to assign Client to the Project to ensure that the rates are correctly aligned with the client's specific agreements.

Example use cases

  • Monitor project statuses: Quickly view which projects are active, partially active, or inactive at a glance to manage your portfolio effectively.
  • Find specific projects: Use filters to locate particular projects by name, type, or client, streamlining your search across numerous projects.
  • Access project details and hours: Navigate directly to a project's detailed view or its associated working hours report for in-depth analysis of progress and time tracking.
  • Initiate invoicing: Generate client invoices based on logged project hours directly from the "Go to Hours View" for projects with active invoicing modules, simplifying billing processes.

Connection map

Refers toDerived fromPart ofPlanned vs actual
Documented hereDocumented elsewhere
budget covers project. invoice billed from project. project is of type project-type. project staffed by person. project-rate rates person. project-rate applies on project. time-entry tracked against project. task belongs to project. project-folder groups project. project linked to budget. project needs role. booking planned vs actual time-entry.coversbilled fromis of typestaffed byratesapplies ontracked againstbelongs togroupslinked toneedsplanned vs actualBBudget — The financial envelope an engagement is measured against — what was planned, versus what has actually been spent.BudgetPProject — The core organizational unit for a business initiative, client engagement or internal work. Everything tracked — time, cost, invoicing, profitability — hangs off one.ProjectIInvoice — A sales document issued to a client: line items, dates, tax. It is created, reviewed, previewed and then sent.InvoicePProject type — Fixed-price, Time & Material, Non-billable or Internal. It decides how the project's tracking and reporting behave.Project typePPerson — An employee. The central record the rest of the workforce data hangs off — profile, documents, leave, benefits, rates.PersonMMember rate — A team member's billing or cost rate on a project. Rates are per member, so the same person can cost differently on two projects.Member rateTTime entry — What actually happened — work time logged against a project.Time entryTTask — A unit of work inside a project.TaskPProject folder — A grouping of projects, for organisations running more than a handful.Project folderRRole — One job to be done on a project. It may be open, partly filled, filled or over-filled, and it exists whether or not anyone is booked on it.RoleBBooking — One person committed to one role for a stretch of weeks, at a percentage of their time. A booking is a plan, not a record of work done.Booking