An introduction projects on mobile

Welcome to projects! This article is an introduction to projects on the FreeAgent mobile app.

Projects are pieces of work that you undertake for one particular customer. For example, if you're a publisher, a project could be the process of publishing a new book with one of your author customers.

You can use the FreeAgent mobile app to create a new project and view existing projects.

Creating a new project

Tap the green ‘+’ button on the FreeAgent mobile app home screen and select 'Project' from the menu.

Enter the relevant details and select ‘Save’ to complete the process. Find out more about how to create a project using the FreeAgent mobile app.

Once you’ve created a project, you can view the project using the FreeAgent mobile app.

Viewing existing projects

Tap the three-lined 'hamburger' icon at the top-left of the FreeAgent mobile app and select 'Projects'.

You can search for a specific project using the search bar.

You can also filter the projects by ‘All’, ‘Active’, ‘Completed’, ‘Cancelled’ or ‘Hidden’ using the drop-down menu in the top-right and selecting the relevant option.

To view a project, select the project from the list.

You can track the time, income, costs and profitability of the piece of work. You can also edit or delete the project.

Track time

The ‘Breakdown’ section allows you to keep track of the time you spend on a particular contract for a particular customer, on a daily or weekly basis.

Time is tracked against different tasks within the project. For example, if you’re a publisher you might have tasks like designing the layout of a book or proofreading a manuscript.

Tasks can be set as billable or unbillable. Unbillable tasks would be those that you won't charge your customer for.

Once you've tracked time against a project, you can then add that time to an invoice so that you never forget to charge your customers for your time.

Track income, costs and profitability

You can track the income and costs recorded for the project, and its overall profitability, in the ‘Project profitability’ section.

Income

You can record income for the project by creating an invoice and selecting the project. Please note that it’s not possible to link a bank transaction explained as ‘Sales’ to a project.

You can see how much your customers have paid you for invoices you've issued for a project in the 'Income’ figure.

Costs

When you're working on a project, you'll incur costs. This might be mileage travelled to visit the customer, or in-house tasks such as paper and binding for books and then transporting the finished books to bookshops.

You can track these costs against projects in FreeAgent by creating bills or out-of-pocket expenses, or explaining bank transactions, and linking them to the project. You can then charge some of these costs to your customer, either at cost, with a mark-up, or at a specified price.

You can see how much costs you’ve incurred for a project in the 'Expenses’ figure.

Profitability

You can see the profitability for a project, which is the income you’ve received minus the costs you’ve incurred, in the ‘Profit’ figure. If the project is making a loss, the figure will be negative.

Editing a project

You can either change the status of the project or edit the project details.

Changing the project status

To change the project status, tap the three dots in the top-right corner and select the relevant status from the menu. You can mark the project as completed, cancelled or hidden.

Editing the project details

To edit the project details, select ‘Edit project’.

Make the relevant changes and select ‘Save’ to complete the process. Find out more about how to edit a project using the FreeAgent mobile app.

Deleting a project

To delete a project, tap the three dots in the top-right corner and select ‘Delete’ from the menu.

Please note that a project can only be deleted if it has no estimates, invoices, bills, bank transactions, timeslips or expenses allocated to it.

Select ‘Delete’ to complete the process. Find out more about how to delete a project using the FreeAgent mobile app.