Manage a project in Konto: tasks, costs and invoices

1. 1

   Projects in Konto: overview with totals and status

   Open a project in Konto. The „Overview” tab shows you at a glance: estimated total amount, invoiced revenue, outstanding balance, number of tasks and the current project status.

   

2. 2

   The “Tasks” tab: tasks and logged hours

   Click the “Tasks” tab. All tasks belonging to the project appear here — both lines from the project scope and tasks created in „The Tasklist” — each with its logged hours.

   Click “Create Task” to open the task form — see the next step.

   

3. 3

   Create a new task linked to a project in Konto

   The task form opens with this project already selected in „Project (optional)” — you do not need to choose it manually.

   Fill in the task name and select a service from the „Item list” if applicable. Time logging then takes place in Tasklistinn — see part 1 on Tasklistinn and time logging.

   

4. 4

   The “Costs” tab: project costs and “New cost”

   Click the „Project Costs” tab on the project page. All costs linked to the project appear here. In the Subtotal column, enter the amount you want to invoice the customer for (passing the cost on).

   Click „New cost” to add a cost. The menu offers three options:

   • „Upload cost” — opens Cost Recording so you can upload a receipt or supplier invoice for this project.
   • „Manual cost” — adds a cost line directly to the project without going through Cost Recording. Useful for out-of-pocket expenses when no receipt exists in the system.
   • „Link cost record” — links a record that has already been approved in Cost Recording to the project.

   You can also link a cost to the project at the moment of approval — see the next step.

   

5. 5

   Link a cost record to a project in Konto

   You can also link a supplier cost to the project at the moment of approval. Go to Cost Recording in the main menu, find the supplier record with status New and open it.

   Select the relevant project in the “Link to project…” field — as shown in the screenshot — and click “Record as approved”. The record is then linked to the project and appears on the “Costs” tab. It is important to select the project before approving. If the record has already been approved, use “Link cost record” under “New cost” on the “Costs” tab (see the previous step).

   

6. 6

   The „Products” tab: product lines and services

   Go back to the project page and click the „Products (1)” tab. It shows all product lines and service lines that are part of the project scope. Click „Add Product / Line” to add a new line.

   

7. 7

   The “Invoices” tab: empty until an invoice is linked

   Click the „Invoices (0)” tab on the project page. All sales invoices for the project will appear here along with their payment status. While no invoice is linked, the tab shows „No invoices linked to this project yet.”

   If you have already created an invoice elsewhere, link it to the project using „Link Invoice”. In the next steps we create an invoice directly from the project — it will then appear here automatically.

   

8. 8

   Create an invoice directly from a project in Konto

   Click „Create a new invoice from this project”. A dialog opens listing everything not yet invoiced: logged hours, product lines and any costs you are passing on to the customer.

   Select the lines to include and click „Create a new invoice from this project”. The invoice opens pre-filled with the customer's details and the selected lines from the project.

   

9. 9

   Send the invoice with a claim to online banking

   The invoice is already filled in with the customer's details and lines from the project. Check that everything is correct — amount, due date and final due date — before sending.

   The project number is automatically attached to the invoice as a reference for the customer's bookkeeping. When everything looks right, click „Preview and send”.

   

10. 10

    The “Invoices” tab: payment status and project status changes

    The invoice now appears on the „Invoices” tab along with its payment status.

    You can change the status of the project in Konto directly here to „On Hold” or „Completed”. You can also delete the project by selecting „Delete Project”.

    Files, notes and the project activity timeline are also accessible on the project page. Up next: part 4 — project page and report for the customer and part 5 — extra users in Tasklistinn.

    

Questions? support@konto.is