Projects let you group transactions by job or engagement. Once enabled, you can assign a project to any invoice and have it print on the PDF using Detail Fields.
What You'll Need
Before you start: Projects are switched off until you turn them on, so Part 1 comes first — there's no Project field on an invoice until you do it. Already see a Project field when you edit an invoice? Then it's on, and you can go to Part 2.
Part 1 — Turn Projects On
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Open the side menu and tap Settings.
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Tap Projects under Invoicing & documents.
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Tick Use projects — "Group invoices and expenses by job. Adds a Projects entry to the menu." It takes effect as soon as you tap it; there is no Save button. A Manage project statuses row sits below if you want statuses of your own.
A Project field now appears on invoices, quotes, sales orders, and cash sales when you edit them.
Tap the Project field and the Pick Project screen opens, listing that customer's projects with a search box. Tap one to assign it, or tap New project in the bottom-right corner to create one on the spot.
Each project can have a name, description, start/end dates, status, billing and shipping addresses, and contact details.
After assigning a project, you can see it linked on the invoice's Details tab.
Part 2 — Show the Project on the PDF
Project data does not appear on PDFs by default. Use Detail Fields in the template editor to add it.
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Open an invoice you've just saved — the invoice screen with Send, Mark paid, Add item and Preview along the bottom.
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Tap Preview in that bottom bar — notice the PDF does not yet show the project. The preview opens on the Full page tab (a Receipt tab sits beside it). Tap Customize to open the template editor. (No Customize button? You're on the quick preview — go back and use the Preview in the bottom bar.)
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Tap the Details Bar section in the template editor. The pill above the layout map shows which document you're editing — tap Invoice to switch to another type first if you need to.
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The Detail Fields screen opens. Each card maps a header label to a data tag — this invoice has two, plus a dashed card at the end of the row for adding another. Swipe the row left to bring the dashed card into view.
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Tap Add Field at the bottom (or the dashed card). The Create Field sheet opens with HEADER LABEL, DATA SOURCE, and ALIGNMENT.
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Enter a Header Label — for example,
Project. -
Tap + TAGS next to Data Source — the What data to show? picker opens. Type
projin the search box to filter to Project Info tags.
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Tap the row for Name (
{PROJ.NAME}, or any project tag you want) — that copies the tag. Paste it into the Data Source box. -
Tap Done, then tap Save in the top bar.
Open any invoice assigned to a project and generate a PDF — the project name now appears in a details bar above the line items.
Available Project Tags
| Tag | What It Shows |
|---|---|
{PROJ.NAME} | Project name |
{PROJ.DESC} | Project description |
{PROJ.STARTDATE} | Start date |
{PROJ.ENDDATE} | End date |
{PROJ.BILLADDRESS} | Project billing address |
{PROJ.SHIPADDRESS} | Project shipping address |
{PROJ.STATUS} | Project status |
{PROJ.CONTACTNAME} | Project contact name |
{PROJ.CONTACTEMAIL} | Project contact email |
{PROJ.CONTACTPHONE} | Project contact phone |
Good to Know
- You can add multiple Detail Fields — for example, one for
{PROJ.NAME}and another for{PROJ.STARTDATE}. Each field becomes a column in the details bar. - Skip fields with no data is checked by default, so columns only print when the project actually has data in that field. If you configure 3 fields but only 2 have data, the PDF shows 2 columns.
- Detail Fields settings are per transaction type — configure invoices separately from quotes if needed.
- Once Projects is on, a Projects entry appears in the side menu — that's where you add and manage them outside an invoice.
Still stuck? Contact Support for help.