📍 Where can I find this module?
Main menu > Projects
Introduction #
The Projects module lets you plan, track, and manage your projects in Kafinea. Each project includes tasks, milestones, and participants to help you organize your work in a structured way. It is accessible via Project Management > Projects.
1. Create a project #
Click on Add a project from the module list.
Key information:
- Project Name: The title of the project (required)
- Client account: the client for whom the project is being carried out
- Start Date and Expected End Date: the planned period
- Status: the project's status (planned, in progress, completed, on hold, canceled)
- Priority: the priority level (low, normal, high)
- Budget: the budget allocated to the project
- Progress: the percentage of completion
- Description: Details of the project and its objectives
2. Project Structure #
A project consists of:
- Tasks: specific actions to be carried out (see Project Tasks)
- Milestones: key steps and important deadlines (see Project Milestones)
- Participants: the people involved and their roles (see Project Participants)
3. Tracking Progress #
The project is monitored through:
- The overall percentage of project completion
- Task status: view completed, in-progress, and upcoming tasks
- Milestones: Make sure key deadlines are met
- Documents: Centralize project deliverables and files
4. Automatic generation of sales documents #
Kafinea allows you to automatically generate sales documents from a project using workflows. The following documents can be created:
| Generated document | Description |
|---|---|
| Quote | A customer quote is created based on the project information |
| Customer Order Form | A sales order is created from the project |
| Invoice | A invoice is created based on the project |
How it works:
When the workflow conditions are met (for example, when the project reaches a certain status), the sales document is automatically generated with the project’s item lines. This mechanism establishes a direct link between project management and the sales cycle.
Good to know: This automation is particularly useful for service-based businesses: once a project is completed or a milestone is reached, the invoicing be triggered without having to re-enter any information.
It is also possible to generate an invoice a quote using a similar workflow. The quote is then automatically converted into invoice all line items and information carried over.
5. Frequently Asked Questions #
How do I create a project from a sales opportunity?
Use the "Convert Opportunity to Project" feature. Field mapping can be configured in Settings > Data Mapping > Deal to Project.
Can I link a project to a purchase order?
Yes, the project can be linked to a customer account and sales documents to ensure traceability between the sale and its execution.
How do I track time spent on a project?
Time is tracked at the project task level. Each task records the estimated time and the actual time spent.