Understand Projects and the End-to-End Workflow
Projects is the operating workspace for work that has a beginning, a planned outcome and accountable delivery. It connects commercial hand-off, team execution, client collaboration, billing checkpoints and final release without replacing the records that already own financial or scheduling truth.
Know what a Project owns
Section titled “Know what a Project owns”A Project owns its lifecycle, configuration snapshot, members, milestones, tasks, documents, deliverables, reviews, client collaboration and audit history. Other modules remain authoritative:
- A Proposal records the versioned scope narrative and the client’s response.
- An Estimate owns accepted commercial pricing and GST treatment.
- An Invoice, Credit Note and recorded Payment own billed and collected amounts.
- Appointments own scheduled service activity.
- Approved Project time and allocated expenses feed Project economics, but do not rewrite payroll or accounting records.
Follow the operating flow
Section titled “Follow the operating flow”- 1Win the workProposal, Estimate or direct agreement
- 2Set upBasics, tasks, team and commercial controls
- 3StartAgreement, intake, approval and payment gates
- 4DeliverTasks, appointments, files and client actions
- 5ApproveExact deliverable versions and review decisions
- 6Collect & releaseAuthoritative Invoice, Payment and final release
- 7CompleteClose required outcomes and retain the history
- Win or confirm the work through a Proposal, a Project-intent Estimate, or direct Project creation.
- Build a Draft: confirm basics, the plan, the team and commercial controls.
- Finish setup and satisfy any Agreement, intake, internal approval, payment and start-date gates.
- Deliver through tasks, appointments, documents, client actions and structured updates.
- Review exact deliverable versions and record formal client decisions.
- Create canonical Invoices from ready work, collect payment, then release the latest final version under its release policy.
- Complete the required outcomes, archive when appropriate, and create clean follow-on work if needed.
Use the seven Project workspaces
Section titled “Use the seven Project workspaces”Open Projects → All Projects, select a Project, then choose a primary workspace:
| Workspace | Use it for |
|---|---|
| Overview | Summary, setup/start readiness and activity |
| Tasks | Milestones, dense List or Board views, saved views, bulk planning and task workspaces |
| Resource Plan | Optional role effort, staff allocations and capacity-aware planning |
| Delivery | Deliverables, reviews, client collaboration, appointments and Change Orders |
| People | Project team and, when enabled, client stakeholders and access |
| Documents | All Documents plus optional Agreements and Intake Forms |
| Financials | Billing and optional retainer, time, expenses, budget, unbilled work and profitability |
The workspaces and their sections are permission-aware. Optional sections appear only when the capability is available to the business, enabled for the Project and permitted for you.
Read each status independently
Section titled “Read each status independently”The lifecycle—Draft, Awaiting Start, Active, On Hold, Completed, Cancelled or Archived—is only one axis. Yepsta also derives:
- Health: On Track, At Risk or Overdue.
- Waiting on: Our Team, Client, Payment, Scheduled Date or Nobody.
- Journey: Win the Work, Set Up, Deliver, Get Approval, Collect, Release or Complete.
- Commercial state: from Not Billable through Paid.
- Delivery state: from Not Required through Released.
- Next best action: one permission-aware action derived from the current blockers.
These indicators may legitimately differ. For example, an Active Project can be On Track, waiting on Client, commercially Paid and still in Get Approval.
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