BillGrid

Features / Clients and projects

One client. The whole picture.
Every project in its place.

Keep the work and the money together. Open a client's workspace to see their projects, manage the day's tasks and find what is ready to invoice.

BillGrid project workspace with project work organized on the client's page
Open a project where you already manage the client. View full screen.
  1. 01 / SET THE SCOPE

    Give each job its place.

    Open the client and choose New project. Name the work, choose its billing arrangement, add dates and select the staff working on it.

  2. 02 / DO THE WORK

    Keep the details together.

    Break work into milestones, tasks and subtasks. Assign tasks, track time and add expenses right alongside the work they belong to.

  3. 03 / PREPARE THE BILL

    See what is ready.

    When the project has work ready to bill, choose Create invoice. Review what the draft would include before making it.

The client workspace

Less searching. More context.

The balance and the next action.

The overview brings together outstanding invoices, overdue balances, available client credit and work ready to invoice, when there is something to show. Record a payment or follow up without searching through unrelated client records.

Follow the money through payments.

The documents behind the relationship.

Switch between the client's invoices, payments, estimates and subscriptions below the projects. Open a document to review its details, conversation and next action.

With several projects, opening one narrows these tabs to that project. Clear the project filter to see the whole client's documents again.

One workspace. Different agreements.

Bill the way you agreed.

A website build, a new campaign and ongoing support can all belong to the same client. Choose New project for each scope. Give each its own dates, staff and billing arrangement; open a project row to work in it, and click it again to close it.

Hourly.

Set the rate and an optional budget. Log the time as the work happens, then prepare the bill from the hours.

Explore time tracking

Fixed fee.

Split the agreed fee into milestones and invoice in stages. For an upfront payment, make the first milestone the amount you want to bill before work begins.

Start with an estimate

Retainer.

Set a monthly or quarterly fee, with included hours if needed. Track time against the allowance, set an optional carry-over cap and choose how to bill extra hours.

Explore project retainers

Enter the work where it belongs

A task, an hour, an expense.
Start on the same line.

Open a project and use its add line. Type the entry and press Enter. To put the entry under a particular task, use the add line beneath that task instead.

Add a task.

Type a namePrepare print handoff

A task is added to the project. Paste several names to add a list of tasks.

Break a task into subtasks, assign it using its avatar, and check it off when done.

Log time.

Type the work and durationDesign 1.5h

Logs one and a half hours. You can also type Design 1h 30m.

Prefer a timer? Click play on a task and stop the running timer to log the time.

Record an expense.

On a dollar project, type$40 Taxi

Records a $40 expense against this project. Use the project's currency.

Put costs beneath the task they support, or record them at project level.

Make the change where you see it.

Check off a completed task, double-click a row to edit it, or click its avatar to assign it. Start a timer from a task; stop it there to log the time. Row menus let you move work between milestones or tasks.

Find the work that matters now.

Use Tasks, Time, Expenses and Mine to narrow the work list. Keep staff assignments and the entries behind the bill in the same project, without maintaining a second task list elsewhere.

From this page to the invoice

Review the work.
Make the draft.

Use the invoice action on a project row when work is ready to bill. The review panel shows the work it would include and the total before you create anything.

Check the selected time, expenses or milestones, then choose Create draft. The invoice opens for you to review its lines, terms and recipients before sending.

Hourly projects bill time; fixed-fee projects bill milestones. Retainers have their own fee schedule and hours allowance.

Explore the complete invoice workflow.

Real BillGrid Create invoice review panel: two hours of project time and one expense, a $340 total and Create draft control
Review project work and its total before creating the draft. View full screen.

When a job is finished

Clear the active list.
Keep the record.

Mark complete.

Open the project's menu and choose Mark complete. It moves to Finished. Reopen it there if work resumes.

Completing a retainer stops its linked fee schedule after the current period. Reopening the project does not restart that schedule.

Archive the project.

Choose Archive in the open project's menu. Review the impact first: BillGrid shows affected unpaid invoices, subscriptions, scheduled emails, timers and unbilled work.

Archiving hides its records from everyday lists, pauses recurring billing and stops invoice reminders. Running timers stop and save their time. The project remains under Finished, where you can restore it.

Archiving keeps the history: reports still include it, and clients can still open and pay invoices already sent. Restoring brings back what was archived with the project; missed recurring dates are not back-billed. Read the archive and restore guide.

Good to know.

Read the projects guide
Is this a workspace my clients sign in to?

This workspace is for you and your staff inside BillGrid. Clients receive the estimates and invoices you share with them; the client page is where your business manages the relationship and the work.

What can my staff see and do?

Staff reach projects through the clients assigned to them. Their money permissions determine whether they can see amounts or handle billing. Project activity history is available to the owner. Staff logins are available on Pro and Team.

Can I archive the entire client?

Yes. Choose Archive client in the client's menu and review the impact first. The client moves to Archived in the Clients list, with their projects and records. Restore the client there when work resumes; projects you archived separately stay archived until you restore those too.

Does estimate approval create projects automatically?

No. Choose Set up the work on the approved estimate and confirm. Once the projects exist, invoice their milestones. Project fees come from the estimate's lines before estimate-level discount and tax, so review the amounts when setting up the work.

Full-size screenshot