Projects
Projects are the central workspace in HeyKazi. They bring together tasks, documents, time tracking, budgets, and invoicing for a client engagement — everything your team needs in one place.
Every project belongs to your organisation and can optionally be linked to a customer. Projects without a linked customer are labelled as Internal Projects, which is useful for non-client work like internal initiatives or administrative tasks.
Vertical terminology: Depending on your industry, projects may be called Engagements (accounting firms) or Matters (legal firms). HeyKazi supports terminology overrides so the platform speaks your language.
Key Concepts
Project Status
Every project has a status that reflects where it is in its lifecycle.
| Status | Description | Badge colour |
|---|---|---|
| Active | The default status. The project is in progress and your team is actively working on it. | Green |
| Completed | Work is finished. The project remains accessible for reference and reporting. | Grey |
| Archived | The project is hidden from default list views. A yellow banner appears on the detail page. Admins can restore archived projects at any time. | Yellow banner |
Projects start as Active when created. Move a project to Completed when the work is done, or Archive it to declutter your project list while keeping the data intact.
Project Roles
Each team member on a project has a project-level role that determines what they can do within that project.
| Role | What they can do | Badge |
|---|---|---|
| Lead | Edit project details, manage members, configure rates and budget. Responsible for the project overall. | Teal |
| Member | Work on tasks, log time, and add documents. | Grey |
Admins and Owners have full access to all projects regardless of their project role. Project roles apply mainly to team members with the organisation-level Member role.
Creating a Project
Step 1 — Navigate to Projects
Click Projects in the left sidebar. If you have no projects yet, you will see: “No projects yet — Projects organise your work, documents, and time tracking. Create your first project to get started.”
Step 2 — Click New Project
Click the New Project button in the top-right corner to open the project creation dialog.
Step 3 — Fill in the details
Complete the form fields:
- Name (required) — a clear, descriptive name such as “Annual Audit 2025” or “Trademark Registration — Acme”
- Description (optional) — a brief summary of the project scope
- Due Date (optional) — pick a target completion date using the date picker
- Customer (optional) — select a customer from the dropdown to link this project. Only Active customers appear in the list.
Step 4 — Create the project
Click Create Project. You are taken directly to the project detail page where you can start adding tasks, documents, and team members.
From scratch
The steps above create a blank project. This is the best choice when starting something new or when each engagement has a unique structure.
The Project Detail Page
Once inside a project, work is organised into tabs along the top. The tabs you see depend on your role and which modules are enabled for your organisation.
Core tabs available to everyone:
- Overview — a health summary with key metrics, setup progress, and status indicators
- Tasks — your task list with statuses, assignees, and filters
- Time — time entry summary and log for the project
- Documents — files, generated documents, and templates
- Activity — a full audit trail of all actions taken on the project
Additional tabs for Leads and Admins:
- Members — add or remove team members and assign project roles
- Customers — view and manage the linked customer
- Budget — configure a budget and track actual spend against the plan
- Financials — profitability reporting for the project
- Rates — billing and cost rate configuration specific to this project
- Expenses, Staffing, Generated, Requests, Customer Comments — additional management tabs depending on your workflow
Managing Projects
Editing a Project
Open the project and update the name, description, due date, or linked customer from the Overview tab. Changes are saved immediately.
Completing a Project
When all work is finished, change the project status to Completed. The project stays accessible for reference, time reports, and invoicing — but it signals to the team that active work has wrapped up.
Archiving and Restoring
Only Admins can archive a project. Archived projects are hidden from the default project list but can be found using the status filter. A yellow banner on the detail page clearly marks the project as archived. To bring a project back, click Restore on the archived project.
Tags and Custom Fields
Tags are colour-coded labels you can attach to projects to categorise them — by department, priority, engagement type, or any system that fits your workflow. Tags appear as coloured badges on the project card and can be shared across projects, customers, and tasks.
Custom fields let Admins capture data unique to your workflow. Field types include text, number, date, single-select, and multi-select. Custom field values appear on the project detail page and as small badges on project cards in the list view.
To learn more, see Custom Fields and Tags.
Tips and Best Practices
- Use clear, consistent names — include the client name and engagement type (for example, “Acme Holdings — Annual Audit 2025”) so projects are easy to find.
- Link a customer early — connecting a customer before logging time ensures billable hours flow smoothly into invoices.
- Check the Overview tab regularly — it combines budget usage, timeline progress, and task completion into one view so you can spot issues early.
- Archive instead of deleting — archiving preserves all project data for reporting and compliance. Use it for completed engagements you no longer need in your active list.
- Use templates for repeating work — if your firm runs the same type of engagement regularly, save time by creating a project template.
Related Features
- Customers — manage the organisations you serve and link them to projects
- Tasks — break projects into trackable work items
- Time Tracking — log hours against tasks for invoicing and reporting
- Invoicing — generate invoices from tracked time
- Rate Cards and Budgets — configure billing rates and project budgets