Project Management PSA
Keep projects, tasks and delivery connected.
Plan client projects, assign tasks and track milestones, dependencies and overdue work through to delivery.
Live
View filterYouStatusPlanningActive
Illustrative records derived from the system specification.
Built around the way your team works
Services firms who staff engagements and bill the hours.
- Defined tables
- 34
- Operational views
- 15
- Defined roles
- 9
- Reports
- 9
Defined in the planned system specification.
What’s inside.
Plan client projects, assign tasks and track milestones, dependencies and overdue work through to delivery.
Engagements
Give every client engagement a clear scope, accountable owner and delivery baseline.
Resources
Match project demand to skills and available capacity before confirming assignments.
Timesheets
Capture time and expenses with the project context needed for independent review and billing.
Changes and subcontractors
Control scope changes and external delivery commitments before they affect the project baseline.
Billing
Prepare invoices from accepted delivery evidence and reconcile financial outcomes with accounting.
Client portal
Give clients the status and decisions relevant to their own engagements.
Keep client delivery and financial context together
View filterYouStatusPlanningActive
View filterSubmittedYou
- TMS-62540 CNS-3793 in 2 d
- TMS-15138 CNS-1972 in 6 d
- TMS-22692 CNS-6310 in 2 d
- TMS-76314 CNS-6374 in 5 d
- TMS-86276 CNS-4613 in 10 d
TMS-62540
- Consultant
- CNS-3793
- PeriodStart
- 24 Sep
- TotalHours
- 40.00
- BillableHours
- 32.00
- SubmittedAt
- 23 Sep
Illustrative preview · actions are unavailable here.
Approval conditions
Accounts: Approve invoice release prepared by another person
Accounts: Manage Invoices, InvoiceLineItems, BillingSchedules, RetainerAccounts and RevenueRecognition
View filterPendingApproval
- INV-24231 PRJ-12658 2 d
- INV-74052 PRJ-11944 1 d
- INV-90630 PRJ-25258 7 d
- INV-65361 PRJ-64230 3 d
- INV-26982 PRJ-69918 3 d
INV-24231
- Project
- PRJ-12658
- Client
- CUS-113
- PreparedBy
- CNS-2074
- InvoiceDate
- 20 Sep
- TotalAmount
- 17,366.29
Approval waits for the accounts.
Illustrative preview · actions are unavailable here.
Approval conditions
Visible to: Client, Practice Lead, Project Manager. Visibility does not establish approval authority.
View filterPending
- CA-72317 PRJ-14178 9 d
- CA-12395 PRJ-21502 in 10 d
- CA-73517 PRJ-75901 10 d
- CA-38427 PRJ-17901 9 d
- CA-44178 PRJ-42994 in 8 d
CA-72317
- Project
- PRJ-14178
- Type
- Timesheet
- RequestedFrom
- CNT-5098
- RequestedAt
- 13 Sep
The CO routes for internal approval (Practice Lead Services Leader over threshold), then to the client via a ClientApproval.
Illustrative preview · actions are unavailable here.
View filterSubmittedYou
- ER-23969 CNS-1482
- ER-61074 CNS-3707
- ER-13125 CNS-2689
- ER-71791 CNS-3543
- ER-74792 CNS-6363
ER-23969
- Consultant
- CNS-1482
- Project
- PRJ-86199
- TotalAmount
- 19,221.87
- PolicyFlag
- None
Consultants submit ExpenseReports with ExpenseItems and receipts; policy flags (over limit, missing receipt) fire at submission.
Illustrative preview · actions are unavailable here.
View filterStatusOpenProposed
View filterdue todayStatusConfirmedActive
View filterStatusSentOverdueoverdue
View filterStatusActiveClosedhas budget cost
View filterStatusPendingInternalPendingClient
View filterStatusPlanningActive
View filterActiveHealthScoreAmberRed
| Project Number | Client | Project Manager | Health Score | End Date |
|---|---|---|---|---|
| PRJ-28668 | CUS-110 | CNS-2611 | 85 | 18 Sep |
| PRJ-31626 | CUS-030 | CNS-8024 | 90 | 28 Sep |
| PRJ-19048 | CUS-093 | CNS-9247 | 30 | 17 Sep |
| PRJ-82751 | CUS-101 | CNS-5467 | 80 | 02 Oct |
| PRJ-73342 | CUS-049 | CNS-9249 | 25 | 20 Sep |
| PRJ-33611 | CUS-164 | CNS-7443 | 75 | 25 Sep |
View filterYou
| Timesheet Number | Period Start | Period End | Total Hours | Billable Hours |
|---|---|---|---|---|
| TMS-51252 | 02 Oct | 09 Oct | 40.00 | 32.00 |
| TMS-39174 | 25 Sep | 29 Sep | 40.00 | 32.00 |
| TMS-69438 | 25 Sep | 01 Oct | 40.00 | 32.00 |
| TMS-86472 | 29 Sep | 08 Oct | 40.00 | 32.00 |
| TMS-23117 | 22 Sep | 01 Oct | 40.00 | 32.00 |
| TMS-64338 | 25 Sep | 30 Sep | 40.00 | 32.00 |
View filterhas subcontractorDate IN current month
| Subcontractor | Project | Subcontractor PO | Hours | Bill Rate |
|---|---|---|---|---|
| SBC-39538 | PRJ-90734 | SP-5349 | 6 | 680.96 |
| SBC-74451 | PRJ-64525 | SP-3628 | 12 | 804.31 |
| SBC-89249 | PRJ-14273 | SP-6162 | 8 | 787.62 |
| SBC-76496 | PRJ-12433 | SP-8435 | 2 | 973.80 |
| SBC-56336 | PRJ-23822 | SP-9159 | 1 | 552.24 |
| SBC-81763 | PRJ-17478 | SP-8885 | 10 | 883.72 |
View filterBillable = trueno active assignment in next 2 weeks
| Full Name | Practice | Role | Utilization Target | Billable |
|---|---|---|---|---|
| Full 131 | PRC-1612 | RLS-7562 | 670 | |
| Full 555 | PRC-6335 | RLS-4943 | 380 | no |
| Full 619 | PRC-5656 | RLS-6635 | 240 | |
| Full 531 | PRC-5429 | RLS-4394 | 300 | |
| Full 164 | PRC-1517 | RLS-7343 | 600 | |
| Full 678 | PRC-6859 | RLS-1282 | 410 |
Connect delivery to CRM and accounting
Project Profitabilitydrill-down
- PRA-10
- PRO-100
- PRO-110
- PRO-120
Revenue recognized vs. cost (labor at CostRate + expenses + subcontractor spend) per project, rolled up to Practice, Office, and Program. Drills into top and bottom 10% margin projects.
opens Projects at Risk| Project Number | Client | Project Manager | Health Score | End Date |
|---|---|---|---|---|
| PRJ-28668 | CUS-110 | CNS-2611 | 85 | 18 Sep |
| PRJ-31626 | CUS-030 | CNS-8024 | 90 | 28 Sep |
| PRJ-19048 | CUS-093 | CNS-9247 | 30 | 17 Sep |
| PRJ-82751 | CUS-101 | CNS-5467 | 80 | 02 Oct |
- Planning
- Active
- OnHold
- Closed
- Cancelled
- ProjectNumber
- PRJ-28668
- Client
- CUS-110
- ProjectManager
- CNS-2611
- ContractValue
- 23,451.76
- EndDate
- 18 Sep
- HealthScore
- 85
- ActualCost
- 28,977.54
ownerServices Leader / COO
Go from the big picture to the records behind it. This example connects a report, its source view and one illustrative record.
Illustrative records. Connections and approval states follow the authored specification.
From scoped engagement to approved invoice
Keep projects, tasks and delivery connected.
Illustrative previews from the system specification.
-
01
Scope
Confirm the engagement baseline and billing context.
Opportunity to staffed engagement -
02
Staff
Match demand to eligible skills and available capacity.
Opportunity to staffed engagement -
03
Deliver
Track assigned tasks and capture the work performed.
Time capture to billing eligibility -
04
Approve time
Review each project’s work and required client decisions.
Review submitted time against the project before it becomes billable work.
Time capture to billing eligibility -
05
Invoice
Prepare and release billing from accepted sources.
Invoice preparation to financial reconciliation
Approve the work before it becomes a bill
Decision checkpoints where approval stays with your team.
Approve time
Review submitted time against the project before it becomes billable work.
Time capture to billing eligibilityKeep decisions and access accountable
Human approval and system automation have different jobs.
Approve time
Review submitted time against the project before it becomes billable work.
Time and expense approvals
Client approvals
Engagement creation on a confirmed CRM handoff. Auto Project creation on CRM Opportunity.ClosedWon handoff.
Assignment rates on staffing confirmation. Auto ResourceAssignment snapshot of BillRate at confirmation.
Expense checks on submitted work. Auto PolicyFlag on ExpenseItems (over limit, missing receipt).
Client review on eligible delivery evidence. Auto ClientApproval on T&M timesheet approval, milestone completion, and change-order approval.
Invoice preparation on the agreed billing schedule. Auto Invoice generation per Project.BillingModel on schedule.
Recognition proposals on the month-end schedule. Auto RevenueRecognition schedule preparation at month-end per approved Method; posting requires observed accounting acknowledgment.
Project health on an approval event. Auto ProjectHealthScore recompute on any approval event.
Supplier commitment alerts on approaching limits. Auto Subcontractor NotToExceed alert at 80% and 100% consumed. Inbound feeds: CRM opportunity handoff, expense-card providers, e-sign for SOWs and COs, calendars for time-entry hints. Outbound feeds: accounting GL (Invoices, Bills, JE rev-rec), payroll (billable hours), client portal, BI warehouse.
Give every role the right view
Services Leader / COO
Runs the services business. Owns portfolio margin, utilization, revenue backlog, and delivery health. Approves largest-tier change orders and subcontractor POs.
Practice Lead
Runs a service line. Owns practice utilization, bench, and delivery quality. Reviews all projects in the practice, approves mid-tier change orders and subcontractor POs.
Project Manager
Runs one or more engagements end-to-end. Owns project plan, staffing requests, approvals, client status, change orders, and invoicing prep.
Resource Manager
Owns the forward capacity plan across practices. Matches open ResourceRequests to available Consultants; tracks bench and holds firm utilization to target.
Consultant
Delivery-team member. Logs time, submits expenses, completes tasks, updates own task status.
Subcontractor
External contractor — scoped to projects tied to an active SubcontractorPO.
Client
External client user. Views project status, approves T&M time and expenses, approves milestones and deliverables, signs off on change orders.
Accounts
Finance operator who reviews invoices, reconciles collection outcomes and releases approved recognition journals.
Understand utilisation, delivery health and margin
Start with the question. Follow it to the records behind the answer.
Drill-down
Project Profitability
Revenue recognized vs. cost (labor at CostRate + expenses + subcontractor spend) per project, rolled up to Practice, Office, and Program. Drills into top and bottom 10% margin projects.
View Projects at RiskPracticeProjectSource records
Source view · Illustrative records
Project NumberClientProject ManagerHealth Score
Drill-down
Utilization & Bench
Billable hours ÷ capacity hours per consultant, rolled up to Role, Practice, Office, and firm total. Split into billable, non-billable chargeable (training, pre-sales), and bench. Forward 12-week view alongside trailing 13.
View Bench ReportRoleConsultantSource records
Source view · Illustrative records
Full NamePracticeRoleUtilization Target
List report
Revenue Backlog / Pipeline-to-Bookings
Contracted-but- unrecognized revenue by project and expected recognition month, plus CRM pipeline weighted by close probability to surface the bookings pipeline feeding forward quarters.
View Invoices Awaiting ReleaseSource view · Illustrative records
Invoice NumberProjectClientPrepared By
List report
Billings vs Collections
Invoiced, collected, and outstanding per client and per project, aging buckets (current, 30, 60, 90+). Feeds AR follow-up.
View My ProjectsSource view · Illustrative records
Project NumberNameClientStatus
Active
List report
Time Compliance
Timesheet submission and approval timeliness per consultant and per practice: submitted on time, submitted late, not submitted, average days to approve. Feeds performance conversations and close cadence.
View Pending Timesheet ApprovalsSource view · Illustrative records
Timesheet NumberConsultantPeriod StartTotal Hours
List report
Budget vs Actual per Project
Per project: budget hours vs. actual, budget cost vs. actual, burn curve (earned value style), and variance at completion estimate.
Source view · Illustrative records
Project NumberNameBudget HoursActual Hours
List report
Change Order Impact
Sum of approved ChangeOrders per project with AmountDelta and HoursDelta, categorized by Type. Highlights projects where change orders now exceed baseline.
View Open Change OrdersSource view · Illustrative records
Change Order NumberProjectTypeAmount Delta
Schedule
Drill-down
Subcontractor Spend
Spend per subcontractor, rolled up to project and practice, with on-sell margin (ClientBillRate − PayRate) × hours. Flags POs trending against NotToExceed.
View Subcontractor Hours This MonthProject and practiceSubcontractorSource records
Source view · Illustrative records
SubcontractorProjectSubcontractor POHours
Drill-down
Portfolio Health Scorecard
HealthScore distribution (Green/Amber/Red) with contributing dimensions (schedule, budget, scope) across Programs, Practices, and Offices. Time-series view of health trend.
View Portfolio RollupSource view · Illustrative records
ProgramProject NumberContract ValueBilled To Date
Configure your workflow with Proto
Let your AI agent help with everyday work. Set its permissions during setup and keep approvals with your team.
- Delivery inputs
- CRMin
- Availabilityin and out
- Client identityin and out
- Finance outcomes
- Accountingin and out
- Payments and reimbursementsin and out
- Agents
- Your agentWorks within the permissions you assign
Your agent works within the permissions you assign.
List the work that needs attention. Keep the approval with the assigned reviewer.
Download Proto Agent setup guide$ curl -fsSL https://www.erp.ai/skill.md
› open Project Management PSA and list records waiting on approve time
Engagement to invoice · records listed with owner and age
› approve the first one at approve time, as its approver
Approval requiredWaiting for the assigned reviewer
Your questions, answered.
How the system works, what you can configure and how to get started.
How do I get started?
Click Start now, then use Proto to configure Project Management PSA for your business. Begin with project ownership, staffing, rate policy and approval rules.
Can it support different billing models?
Configure time-and-materials, fixed-fee installments, milestone billing and retainers with the approved billing policy and source evidence.
Who approves a mixed-project timesheet?
Each project’s entries need the applicable independent review before the header is approved. Practice Lead handles documented delegated exceptions.
Can clients view internal margin?
No. The client role receives permitted project context and addressed approval actions, without internal staff cost rates or cross-client financial detail.
How are subcontractors controlled?
Use active approved purchase orders, scoped assignments and matched hours/invoices within configured not-to-exceed limits.
Can approved time be billed twice?
Billing allocations and source identifiers prevent repeated consumption. A retry returns the existing result rather than creating another invoice line.
Does invoice release mean payment arrived?
No. Release, collection and accounting acknowledgment are separate states with their own observed evidence.
How is revenue recognition configured?
Accounts supplies the approved recognition policy, obligations, method and inputs. Posted recognition requires observed accounting acknowledgment; the template does not certify accounting compliance.
Can internal teams use it?
Yes. Configure ChargebackCode and LegalEntity mappings for internal service delivery rather than inventing external customer invoices.
Implementation
Prepare delivery ownership, rate policy and independent financial review.
Read the implementation plan- 01
Agree the operating model
Confirm practices, project ownership, billing models, rate sources, approval thresholds and external party access.
Team and ERP.ai - 02
Load the baseline
Import active engagements and approved staffing, time and financial balances with canonical references.
Team and ERP.ai - 03
Test complete flows
Run an engagement through scoped work capture, independent decisions, invoice preparation and finance acknowledgment, including failure cases.
Team and ERP.ai - 04
Activate the team
Review role-specific views and reports, then enable approved integrations and invite the planned user group.
Team and ERP.ai
Pricing
The base account and ordinary manual work in ERP.AI's official interface are $0. Viewing, searching, creating, editing, approving, deleting and exporting records in that interface do not consume read or write credits. There is no per-user fee.
Machine work: external API-key requests, imports, workflows, agents and scheduled jobs. Successful external API-key reads and writes use the operation rates below. Starting a managed execution from the interface still starts that metered service.
Pricing and account rules| Machine work | Included per $1 of credit |
|---|---|
| List/filter or get record calls | 20,000 |
| Search or aggregate calls | 4,000 |
| CSV or PDF exports | 100 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| File upload in MB | 2,000 |
| Workflow runs | 2,000 |
| Code-node compute beyond included in CPU-sec | 12,000 |
| Agent executions | 2,000 |
| Scheduled jobs or webhook activations | 20,000 |
Read and write rates apply to successful external API-key requests. Ordinary manual work in the ERP.AI interface is $0.
prepaid creditsSmallest pack $5, purchased credits never expire.
Explore the complete system.
Follow the operating model from the process to the people, records and decisions behind it.
Industries
Consultancies
Manage billable engagements with accountable delivery, staffing and financial review.Systems integrators
Coordinate skilled delivery teams and subcontractors across implementation engagements.Internal services teams
Plan internal delivery work with accountable capacity, cost and chargeback context.
Reference
Roles and permissions
Separate delivery ownership, staffing, financial release and external client access.Reports and analytics
Review utilisation, delivery progress and reconciled project economics.Data model
Canonical records for services delivery, accepted work and financial handoff.Integrations
Connect CRM handoff, client decisions and finance without merging their states.Implementation
Prepare delivery ownership, rate policy and independent financial review.Agent reference
Use Proto to configure a complete services delivery workflow.
