Project Management

Organize your work in projects with stories, time tracking, and material costs.

Overview

A project in Slonge Billing includes:

• Stories: Tasks or work packages
• Time Entries: Recorded work hours
• Material Costs: Materials purchased for the project
• Invoices: Generated invoices

Permissions

Employees and accountants can record time but cannot create or modify projects.

Creating a Project

There are two ways to create a project:

Manually

1. Navigate to Projects
2. Click on New Project
3. Fill in the form:

4. Click Save

Import from Document (AI)

Create a project automatically from a project proposal, quote, or project plan:

1. Navigate to Projects
2. Click on Import from Document
3. Upload a PDF or DOCX file
4. The AI analyzes the document and extracts:
   • Project name and description
   • Client data (with automatic matching to existing clients)
   • Hourly rate and budget
   • Start and end dates
   • Tasks/work packages as stories
5. Review and edit the extracted data
6. Select the desired tasks
7. Click Create Project

Automatic Client Matching: The system compares the extracted client name with your client database and suggests matching clients. With high similarity (>70%), the client is automatically assigned.

Supported Formats: PDF, DOCX, TXT

Privacy: Sensitive data (emails, phone numbers, IBANs) are automatically anonymized before AI analysis.

Note: This feature requires the Standard or AI Pro plan.

Project Status

Changing Status

1. Open the project
2. Select the new status
3. Save the change

Note: If "Approval for project completion" is enabled in settings, an approval request will be created.

Stories (Tasks)

Stories divide a project into work packages.

Creating a Story

1. Open the project
2. Click on New Story
3. Enter:
   • Story name
   • Description (optional)
   • Estimated hours (optional)
4. Save the story

Story Status

Time Tracking

See Time Tracking for details.

Quick Recording

1. Open a story
2. Click on Record Time
3. Enter date, hours, and note
4. The hourly rate is automatically taken from the project

Material Costs

Record materials purchased for the project.

Adding Material Costs

1. Open the project
2. Go to the Material Costs tab
3. Click on Add
4. Fill in:
   • Description
   • Quantity
   • Unit (pcs, kg, m, etc.)
   • Unit price
   • VAT rate (optional)
   • Supplier (optional)

Billing

Material costs can be billed together with time entries when creating an invoice.

Project Overview

On the project detail page you see:

• Summary: Total hours, total amount, unbilled
• Stories: All tasks with progress
• Time Entries: List of all recorded times
• Material Costs: All material items
• Invoices: Generated invoices

Related Features

• Time Tracking
• Invoicing
• Expenses – Project-related expenses

Frequently Asked Questions

Can I copy projects?

Currently not. You need to create a new project.

How do I transfer a project to another client?

That's not possible. Projects are permanently linked to clients.

What happens to time entries when a project is deleted?

All time entries are also deleted. Create an invoice or export first.

Can I have multiple hourly rates per project?

The hourly rate is set per time entry. You can adjust it when recording.