Project header
Name and code
The project name and code appear at the top of the page. The code is made up of the brand code (set when the brand was created) plus a serial number specific to that brand, and optionally the year.
PMs, Team, Brand, Contact, Duration, Billing, Stage, PO
PMs — the responsible project manager and any other project managers assigned
Team — the team the project belongs to
Brand — the brand the project is under, with a link through to it
Contact — the client-side contact person for this project
Duration — the project's start and end dates
Billing — shows whether the project is Fixed price or Time & Materials, and Billable or Non-billable
Stage — Pending, Active, or Lost. If Pipedrive integration is enabled, this can update automatically based on your settings; without it, using Stage is manual and optional. It's commonly used to filter forecasts elsewhere (e.g. in the Invoicing Plan) by confidence level — Pending projects are often still in a presale phase, Active are running, Lost didn't convert.
PO — shows the Purchase Order number tied to this project, if one exists. A PO is created and managed from the Documents tab, as an "Order" type document — it can be saved as just a number, with no attachment, or with the actual order PDF attached.
👉 See Documents in Projects.
Notes
Any note added to the project appears right under the header. If the note is long, click it to open the full text in a modal. Links inside notes are active, so you can use this field as a shortcut to a Drive folder or any other external tool.
Edit Details
Use the Edit Details button to change any of the information above, including the note. Everything can be edited except the project type, which locks once a budget has been assigned to the project.
You can also change the project's brand after creation. If the new brand belongs to the same client, Allfred re-links existing invoices automatically. If it belongs to a different client, this isn't possible.
👉 See How to change the brand in the project? for what to do with the client contact person after changing the brand.
Actions menu
From here you can duplicate the project, invoice it, issue a pro forma invoice or credit note, and close (finish) the project — this moves it from the active list to Finished projects. Deleting a project is only possible if it has no tracked hours or expenses, and only team leaders, managing directors, or finance managers can do it.
Timeline chart
The chart plots the project's Budget against its Tracked spending over time — use the checkboxes above the chart to toggle either line. It's a quick way to see how the budget has evolved and how spending compares to it, either for the whole project or a specific budget item.
The three summary boxes
Work
Shows the budget for work against the tracked amount, with a progress bar (turns red once tracked exceeds budget) and a separate progress bar for hours worked.
Billing
Shows the invoiced amount against the total expected billing, broken into three columns: Outgoing invoices (paid vs. planned), Proforma invoices, and Prepayments (used vs. unused).
👉 For a full breakdown of every figure here, see Understanding the Billing Info in Project Detail.
Expenses
Shows the combined budget for Production and Media expenses, with a progress bar for used vs. unused budget.
Budget item table
Below the three boxes, the item-level table has its own tabs: Work, Expenses (Production), and Expenses (Media).
Work tab
Each budget item shows tracked vs. budgeted hours and value, and how much has been invoiced on it. Tasks are created under each item — blank, from scratch, or from a task template.
👉 See Task Group Templates.
If an item was priced using the hourly-rate icon (a specific number of hours sold), Allfred automatically pre-fills a new task's positions and hours from what's left in the budget — once nothing is left, the next task won't pre-fill, telling you you've planned more hours than you sold. This only applies to items priced by hours. Items priced as a flat amount (the $ icon) don't get this auto-fill; you manage the hours manually.
⚠️ Average time rate: for flat-rate items, Allfred estimates the number of hours you can spend by dividing the budgeted amount by the average time rate set in the project's Settings tab — make sure this rate is filled in correctly; otherwise the estimate shown will be off. When time is actually tracked, the amount deducted uses each person's real rate, not the average — the average only drives the initial estimate.
Expenses (Production) and Expenses (Media) tabs
Each row shows total price with commission, client price, buy price, and profit estimate. The progress bar's light grey portion is the expected buy price (cost you expect to receive); the dark grey portion is the expected profit (client price minus buy price).
Use Close on an item once you don't expect any further expenses on it. This prevents new expenses from being added to it, and also finalizes the commission figures used in exports (accounting split / budget split).
Show done tasks / gear icon
The Show done tasks toggle at the top right shows or hides completed tasks (hidden by default). The gear icon lets you reorder or hide budget items —
⚠️Note: this only works for Work items, not for items under Expenses (Production) or Expenses (Media).
Budget item code
Hovering over an item shows its unique code, a copy-link icon (useful when referencing this specific item in a support or accounting conversation), and a deadline calendar you can set for internal tracking.
Plan Expenses
For costs the agency wants to plan internally that shouldn't appear in the client-facing budget (e.g. a freelancer cost the agency absorbs itself), use Plan Expenses instead of adding it to the budget. Clients never see planned expenses.
👉 See Planned Expenses.
Other project tabs
Tasks — 👉 How to use List of Tasks
Budgets — all budget versions with their approval and assignment status. 👉 How to create a Budget or Budget Proposal
Documents — where contracts, purchase orders, other documents, and external links live, and what powers the PO field above. 👉 Documents in Projects
Invoicing plan — every project has its own invoicing plan. 👉 How to create an automated or manual invoicing plan
Time report — group by User, Position, Budget item, or Time Breakdown. Project Managers and Team Leads don't see the Personal expense per user or User profitability columns; the same restriction (Managing Director and above) applies to those figures when grouping by Time Breakdown. 👉 Time Breakdown. Filters use the tracking date, not today's date — if tracking seems to be missing, check whether it falls outside the project's start/end date range.
Settings — set individual position rates and the average time rate (see note above). For Time & Materials projects, you can also apply a rate card here — this recalculates rates for all tracking, past and future, on that position. If you need different rates over time for the same role, create a new position instead (e.g. "Account Manager (100)") rather than changing the existing one. You can also disable time tracking for specific budget items, or limit tracking to a date range — useful for retainer-style projects with monthly items.