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- Project Management PSA
- Data model
The tables behind Project Management PSA
Project Management PSA ships with 34 tables, grouped here by the feature that uses them. Every record your team works with lives in one of them, and you can add fields and tables in Proto.
- Tables
- 34
- Features
- 6, plus shared settings
- Change it
- Add fields and tables in Proto
How the model is organised
People and commercial setup
Clients, Contacts, Consultants, Subcontractors, Roles, skills library, Practices, Offices, expense categories, project templates, billing policies. Define the parties, capabilities and policies used by each engagement.
Engagements and commitments
Portfolio programs, Projects, project phases, project tasks, task dependencies, resource requests, resource assignments. Connect project scope and dependencies with reviewed staffing commitments.
Work and decisions
Timesheets, time entries, expense reports, expense items, change orders, client approvals. Retain delivered work and the independent internal or client decisions it requires.
Billing and supplier obligations
Invoices, invoice line items, revenue recognition, subcontractor POs, subcontractor invoices, billing schedules, retainer accounts. Keep invoice release, recognition, supplier commitments and retainer balances as distinct lifecycles.
Delivery oversight
Project status reports, risk register, Issues. Preserve project observations and unresolved delivery exceptions.
Every table, by feature
- Engagements6
- Resources6
- Timesheets5
- Changes and subcontractors5
- Billing6
- Client portal5
- Shared and settings8
- Projects
The engagement. Everything — time, expenses, billing, staffing, risks, approvals — attaches here.
Linked to Clients, Portfolio programs, Contacts, Consultants - Project phases
Phases (e.g. Discovery, Design, Build, Test, Deploy) within a project.
Linked to Projects - Project tasks
Tasks within a phase — the unit of work logged against.
Linked to Projects, Project phases, Consultants - Task dependencies
Predecessor relationships between tasks for the schedule engine.
Linked to Project tasks - Portfolio programs
Programs grouping related projects for portfolio-level views.
Linked to Consultants, Clients - Project status reports
Weekly / bi-weekly PM status updates shared with the client.
Linked to Projects, Consultants
- Consultants
Internal billable and non-billable employees. The
Linked to Roles, Practices, Offices, Consultants (self)Usersmaster for this app — all internal access is keyed off this table. - Roles
Consultant roles / career levels with standard bill-rate bands.
Linked to Practices - Resource requests
Open staffing asks — named or TBD — against a project before assignments are confirmed.
Linked to Projects, Consultants, Roles - Resource assignments
Confirmed staffing — a named consultant (or subcontractor) committed to a project for a period at an allocation %.
Linked to Projects, Consultants, Subcontractors, Roles - Subcontractors
External firms or contractors engaged under a subcontractor PO.
- Subcontractor POs
Purchase orders issued to subcontractors for project work.
Linked to Subcontractors, Projects, Consultants
- Timesheets
Weekly timesheet header per consultant.
Linked to Consultants - Time entries
Per-day, per-task time entries.
Linked to Projects, Project tasks, Subcontractors, Client approvals - Expense reports
Consultant expense report header, scoped to a project.
Linked to Consultants, Projects - Expense items
Individual expense lines with receipts and categorization.
Linked to Expense categories, Expense reports, Invoices - Client approvals
Client-portal approvals on timesheets, expenses, milestones, change orders, and status reports.
Linked to Projects, Contacts
- Change orders
Scope, schedule, or budget change requests against a project, requiring client approval.
Linked to Projects, Consultants, Client approvals - Subcontractor POs
Purchase orders issued to subcontractors for project work.
Linked to Subcontractors, Projects, Consultants - Subcontractor invoices
Invoices received from subcontractors, matched against their POs.
Linked to Subcontractors, Subcontractor POs, Projects - Resource assignments
Confirmed staffing — a named consultant (or subcontractor) committed to a project for a period at an allocation %.
Linked to Projects, Consultants, Subcontractors, Roles - Client approvals
Client-portal approvals on timesheets, expenses, milestones, change orders, and status reports.
Linked to Projects, Contacts
- Invoices
PSA-generated invoices. Handed off to AR for dunning and cash application.
Linked to Clients, Projects, Consultants, Retainer accounts - Invoice line items
Individual billable lines — time blocks, milestones, expenses, fixed fees.
Linked to Projects, Invoices - Billing schedules
Approved fixed-fee and milestone billing installments linked to contract evidence.
Linked to Projects, Project phases, Client approvals, Invoices - Retainer accounts
Retainer balances tracked separately from earned revenue and invoice collection.
Linked to Projects - Revenue recognition
Monthly recognition proposals under the configured accounting policy. Posting is confirmed by the accounting system and remains separate from invoicing.
Linked to Projects, Consultants - Billing policies
Named billing policies applied to a project (rate source, OT rules, expense markup, travel-time billing).
- Contacts
Individual people at a client, eligible for project roles (sponsor, PM counterpart, approver, end-user).
Linked to Clients - Client approvals
Client-portal approvals on timesheets, expenses, milestones, change orders, and status reports.
Linked to Projects, Contacts - Project status reports
Weekly / bi-weekly PM status updates shared with the client.
Linked to Projects, Consultants - Projects
The engagement. Everything — time, expenses, billing, staffing, risks, approvals — attaches here.
Linked to Clients, Portfolio programs, Contacts, Consultants - Change orders
Scope, schedule, or budget change requests against a project, requiring client approval.
Linked to Projects, Consultants, Client approvals
Keys and references
Keep explicit parent references on every line record. Source opportunity, billing allocation and accounting command identifiers remain stable across retries. Verify currency, legal entity, project and client relationships before accepting a transaction. Do not use email as principal identity.
Migration order
- Load approved Clients, Contacts, Consultants, Subcontractors, Practices, Offices, Roles and billing policies.
- Load Projects, phases, tasks and dependencies with validated parent identities and source opportunities.
- Reconcile resource requests, assignments and subcontractor purchase-order scope against approved availability.
- Load time, expenses and client decisions with their original periods and approval evidence.
- Reconcile billing installments, retainers, invoices and recognition history with Accounts before enabling finance handoffs.
- Configure scoped views, independent decisions and required integrations; verify actual acceptance cases before inviting users.
Set up Project Management PSA your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.