Creating Projects
Three ways to create a project — from a FiC quote, from a template, or from scratch.
Creating Projects
From a FiC quote
This is the most common path. PayMe syncs with Fatture in Cloud every hour; accepted quotes appear automatically.
- Go to Projects → New from quote.
- Select the quote line item you want to turn into a project.
- Review: PayMe pre-fills client name, quoted net amount, and
totalBudgetHoursfrom the quote item. - Optionally apply a work template to auto-create discipline allocations.
- Click Create project — status starts as
draft.
If a quote item already has a linked product with a template configured in Settings, the template is applied automatically.
From a template
Use this when you have a recurring project type (e.g. "Brand Identity Sprint") with a known allocation structure.
- Go to Projects → New from template.
- Choose a template.
- Set the project name, client name, and total budget hours.
- PayMe creates allocations proportionally from the template's discipline percentages.
From scratch
For one-off projects without a quote or template:
- Go to Projects → New project.
- Fill in name, client, billing type, total budget hours, and deadline.
- Add allocations manually after creation.
From a description
Enter the project brief in New project. Jev selects reusable historical work and roles. A short language-model step adapts task text and groups repeated dated activities; existing hours come from canonical historical task totals, with primary-reference evidence preferred. Expand the historical card to see the references used and task coverage. Match points are a heuristic ranking, not a probability; budget percentages compare logged hours with the stated denominator.
Change an assignee using the dropdown beside their name. All active members are selectable. Adjust role hours and tasks before creating the project; role budgets must cover their tasks.
The estimate shows proposed activity hours and configured internal costs. Historical hour priors are provisional: their duration and volume are not normalized to the new engagement. Review the scope warnings and adjust hours before quoting. Set a separate Quote rate, then open Quote preview to override individual rates and inspect line prices. Customer prices exclude VAT. Existing company and member hourly settings are internal costs and do not automatically become selling prices.
One-time, Monthly and Quarterly describe how the whole-project budget is split. The per-period hours and price update immediately; changing the number of periods does not multiply the total scope. Specify the required duration and content volume in the brief if they affect the work estimate.
Select a client linked to FiC before Create quote draft. This creates a draft, not an email delivery. Review taxes and send from FiC. Missing connection credentials or permissions surface an error; PayMe does not report a saved draft when creation failed. Reconnect FiC from Settings to grant quote-write and client-read permissions.
If project application partially commits, PayMe retains its identity and shows the warning with Open project. Repair that project instead of submitting a second creation.
Required fields
| Field | Notes |
|---|---|
| Name | Shown throughout the app and Telegram |
| Client name | Free text; links to FiC entity when created from quote |
| Billing type | fixed or time_and_materials — affects budget health logic |
| Total budget hours | Sum of all period budgets |
| Deadline | YYYY-MM-DD — project-level delivery target |
| Period type | none, monthly, quarterly, or custom |
Duplicating a project
From any project's detail page, use Actions → Duplicate. This creates a new draft project with the same client, billing type, allocations, and task structure. Budget hours and deadlines are copied but can be adjusted before activating.
Merging projects
If you have two projects that should be one (e.g. a project was split by mistake), use Actions → Merge. Select the target project — all allocations, tasks, and time entries are moved to the target. The source project is archived.
Project color
Every project has a color used across the timeline, calendar, time history, and Telegram mini-app.
By default, colors are assigned automatically from a palette based on the project name. To pick a custom color, click the color dot next to the project name on the project detail page and choose from the palette. Click × to reset to the automatic color.
Custom colors are visible everywhere immediately — no need to refresh other views.
Resource links (Drive and URLs)
Each project can carry explicit resource links, most importantly the project's Google Drive folder. Open Project → Settings → Resource links to add, review, or remove them.
Drive links power the ready-for-review Telegram notification: when a task with a reviewer is completed, the reviewer's message includes an Open Drive button when a project (or task) Drive link exists. Links must be https:// URLs.
Responsible PM
The member who created a project is its responsible PM while they remain an active PM/admin. The responsible PM receives task lifecycle events (task opened, task completed) and task budget threshold alerts for that project via Telegram. There is exactly one responsible PM per project — admins are never broadcast these events.