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Felix Rusby avatar
Written by Felix Rusby
Updated yesterday

In simple terms, a project describes an open piece of work with a customer.

Essentially a project acts like a folder, where you can access all the different processes needed to manage that customer's sales journey.

It is possible to have multiple projects open with any one customer. These projects represent different independent pieces of work that are in progress for that customer.

For example, one project might track work on a new roof while another project might be tracking the installation of a new boiler.

Both pieces of work are independent and priced differently, meaning they are stored in different projects.

What can I do in a project?

Within a project, you can complete many different functions.

Here is a list of some of the tools included within a project:

  • Quoting

  • Invoicing

  • Payment records

  • Job forms

  • Certificates

  • Images

  • Files

  • Notes

  • Job booking

  • Reminders

  • Tasks

  • Materials required

  • Purchase orders

  • Timelogs

All of this you can access and interact with within a project.

Navigating your projects

There are essentially two different interfaces you can use to view all your projects. These are either the pipeline view or the table view and you can change between either of these by using the pipeline and table buttons.

Pipeline view

From this view, you can see all your projects distributed across different pipeline stages.

Each stage represents how far any given piece of work has progressed and what still needs to be completed.

You can also create custom pipelines each with their own unique stages that you can customise.

This allows you to maintain multiple pipelines (each containing many different projects) for different types of work

Table view

The table view allows you to see a list of all your projects that can be scrolled through quickly.

This view is usually used when you want to view all your projects. If you click the "View all" button, this will allow you to see all your projects from all your pipelines, in one place.

Using filters

There are a number of filters you can use to create a more targeted view of specific projects.

Use the pipelines drop-down button to switch between your different pipelines.

Use the stage drop-down to filter between different stages of a pipeline.

Use the owner view to reveal projects that are assigned to a specific person.

Use the tags drop-down to filter projects according to their tags.

Creating and managing custom pipelines and their stages

Custom pipelines allow you to create a workflow that matches your specific processes.

How to create a custom pipeline

To create a custom pipeline, click on the default drop-down button and select "Create custom pipeline"

Choose a current pipeline to use as the template for your new pipeline (we recommend starting with the default pipeline).

Choose a name and click "Create".

How to create customised pipeline stages

Go to a custom pipeline (you cannot edit the default pipeline).

Click on the cog icon.

From this screen, add stages by pressing any of the + icons between stages.

Choose your stage name by typing the name into the displayed box. Or you can choose from one of the available names by clicking in the displayed box and choosing from the dropdown list.

Deleting pipeline stages

To delete a stage press on the bin icon.

Once you're happy click "Save".

Deleting a pipeline

To delete a pipeline click "Delete pipeline".

How to create a project

In a browser

Click "Create Project".

Click in the customer box to search for an existing customer or create a new one.

To create a new customer, click "Create a new Customer".

Payaca Create a new Customer project

Enter your new customer details, and click "Save".

Payaca create new customer

Choose the correct pipeline for your new project.

payaca create new project

Apply a template if needed, and click "Create Project".

Payaca Create New Project

On the mobile App

From the Project view, click the Plus icon to create a new project.

Payaca app create new project

Click "Add Customer"

Payaca Create new project on app

Search for an existing customer by name, or click the Plus icon to create a new customer.

Payaca app add new customer

Enter your new customer details, and click "Save".

Choose the correct pipeline for your new project and click "Create Project".

How to delete a project

Any deleted project can be restored from the archive section.

To delete a project, first, click on the project you want to delete. This will open the project.

Next, click on the three dots - these can be found just below the add tags button.

Click "Delete project".

Confirm that you want to delete the project by clicking "Delete".

Deleting this project will also delete/archive any proposals, invoices, events, tasks, forms and payments you have created under this project.

This action will not be reflected in any third-party integrations.

How to restore a deleted project

Deleted projects can be restored via the archive.

To access the archive, use the following link:

This will take you to a page displaying a yellow banner with the words, "You are currently viewing your archived projects".

The pipeline now displayed will show you all your previously deleted projects. Navigate between pipelines to find the project you're looking for, or click on "View all" to see all your deleted projects in one place.

Click into the project you want to restore.

Within the open project click on the three dots.

Click "Restore Project".

Read the notification and if you're happy click "Restore".

The project will be restored to your pipeline.

How to change a project name/reference


To change the name of the project, click the 3 dots which can be found on the far right side of your screen just below the add tags button.

Choose "Edit Reference".

A pop-up will open with a "Project reference" editing box and a "Project description" box.

Edit and fill out these boxes as you see fit.

Any description will be displayed directly below the project reference.

When you are happy, click "Save".


To change the name of the project, click the "Edit" button in the top right corner.

Enter your new project reference and hit "Save".

Using project templates

Templates are used to quickly create projects that share similar characteristics.

Rather than having to assign the same tags and create the same tasks each time you complete a similar piece of work, you can use a template to save you from repeating this process.

How to create a project template

Create a new project, and add the tasks and tags you want included in the template.

Click the 3 dots (found below the add tags button).

Click "Create template".

A pop-up will open with a summary of the templated information that will be saved.

Use the box to name your template.

You can also choose to override and update an existing template by searching for and selecting it in the box.

If you don't want to save all the tags and tasks included, use the drop-downs and tick boxes to select which tags and tasks you want to save to the template.

When you're happy, click "Save Template".

How to add notes and events from a project

You can easily create a note or add a new event from any tab in your project by using the notes or events buttons.

Creating, viewing and editing notes

Your notes are displayed in your activity feed and will appear in chronological order.

If you want to view all your notes together you can filter your activity feed to just show your notes.

On the right side of your screen, you will see a drop-down box that says "Filter by activity type".

Clicking on this will open a drop-down with several different options including:

  • Project Info

  • Communications

  • Automations

  • Notes

  • Proposals

  • Change Proposals

  • Invoices

  • Payments

  • Purchase Orders

Clicking on any of these options will filter your activity feed to only show that category of activities.

To filter for just notes click "Notes".

Creating new notes

Within any open project, you will see a pencil and a calendar icon just below the project value display.

Click on the pencil icon. This will open the note editor pop-up.

Add your notes and select "Create Note".

Editing notes

To edit an existing note, first locate it in your activity feed. Use the activity type filters to help you.

Click on the note you want to edit, this will open the editor pop-up.

Creating events

Click on the calendar icon which can be found at the right-most point in line with your project tabs.

This will take you to your schedule project tab and open the "Create an Event" pop-up.

For full steps on creating events see our scheduling article on creating events.

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