📊 The Project Statement tab gives you a complete, real-time financial picture for a single project — covering invoices, payments, credit notes, refunds, and outstanding balances linked to that project. It is the project-level counterpart of the Client Statement, and the go-to view for billing reviews, client conversations, and internal audits.
📍 Screen: Billing → Projects → click any project row to open the Project aside → switch to the Statement tab. Use the Print button at the top-right of the tab to export the entire statement as a branded PDF (file name auto-generated from the project’s name).
🔍 Purpose
- Provide a real-time financial summary for each project.
- Help project managers and finance teams monitor billing, collections, and dues at the project level.
- Serve as a ready reference for client discussions and internal audits.
📌 Currency note: all amounts on the Project Statement tab are displayed in the client’s billing currency, with the currency symbol shown next to each KPI. There is no auto-conversion to your tenant’s primary currency. Currency is set on the Client record (not on the project), so two projects under the same client always share the same statement currency. Edit it from Billing → Clients → Edit.
🧩 Sections in the Project Statement
📁 Project Overview
Displays high-level information at the top of the tab:
- Company — the client’s company / organisation name.
- Client — primary contact (avatar + first + last name).
- Project Name — name of the project this statement belongs to.
- Owner — internal project owner / manager responsible for delivery.
- Type, Category, Status — project classification chips.
- Currency — billing currency inherited from the client record.
- Project Cost — agreed project cost / estimate as captured on the project record.
📊 Financial Summary KPIs
Four headline KPI cards summarise the project’s running balance, each prefixed with the client’s currency symbol:
- Invoiced Amount — total of all invoices raised for this project.
- Uninvoiced Amount — billable items that exist on the project but have not yet been pulled into an invoice.
- Paid Amount — sum of payments received and applied against this project’s invoices.
- Unpaid Amount — outstanding receivable still expected on this project.
📦 Billable Items
Every billable item raised on the project, regardless of whether it has been invoiced yet.
| Column | Description |
|---|---|
| Date | Date the billable item was logged. |
| Project | Project to which the billable item belongs (always the current project on this tab). |
| Billed Items | Title / description of the service or product billed. |
| Invoiced | Status badge — Invoiced (green) when pulled into an invoice, Uninvoiced (amber) when still pending. |
| Net Amount | Item amount before tax. |
| Tax | Tax amount on the line. |
| Total | Net + Tax. |
| Invoice No. | Linked invoice number (blank for uninvoiced items). |
🧾 Invoices
Every invoice raised against this project. Direct Client Invoices (created without a project) do not appear here — they only show up on the Client Statement tab.
| Column | Description |
|---|---|
| Date | Invoice issue date. |
| Invoice No. | System-generated unique invoice number. |
| Status | Payment status badge — Paid, Partial, Unpaid, Draft, or Cancelled. Cancelled invoices show a red badge with a strike icon. |
| Due Status | Aging indicator on Unpaid / Partial invoices — Due (still inside due date) or Overdue · N day(s) (past due). Cancelled invoices show “Cancelled” here too. |
| Project | Linked project name (always the current project on this tab). |
| Net Amount | Invoice total before tax. |
| Tax | Total GST / tax on the invoice. |
| Total | Net + Tax (grand total). |
| Outstanding | Amount still due on this invoice. Highlighted in red when > 0; cancelled invoices always show 0. |
💰 Payments
Every payment receipt logged against this project’s invoices.
| Column | Description |
|---|---|
| Payment Number | Unique system-generated payment ID. |
| Invoice Number | Invoice to which the payment was applied. |
| Payment Date | Date the payment was received. |
| Invoice Amount | Total value of the linked invoice. |
| Amount Paid | Amount the client actually paid. |
| Xction Fees | Transaction / gateway fees applied to this receipt (if any). |
| Amount Received | Net amount applied to the invoice after deductions. |
| Mode | Payment mode chip — Cash / Bank / UPI / Other. |
| Reference No | Bank reference, UTR, or other proof of payment. |
📌 Transaction Fees — “Borne By” matters: if fees are borne by the Client, the fee reduces the credit applied to the invoice (so Amount Received is less than Amount Paid). If fees are borne by Us (the company), the full Amount Paid credits the invoice and the fee is posted separately as a Bank Charges expense — Amount Received equals Amount Paid in that case.
💳 Credit Notes
Every credit note raised against this project’s invoices. The single Credit column shows the remaining credit balance still available to apply against future invoices or refund.
| Column | Description |
|---|---|
| Date | Issue date of the credit note. |
| Credit Note | Unique credit-note number. |
| Invoice No. | Linked invoice (the invoice the credit note was issued against). |
| Debit Note No. | Linked debit-note number, if any. |
| Total Amount | Original face value of the credit note. |
| Credit | Remaining unapplied credit available against this credit note. Already net of applied + refunded amounts — do not subtract those again. Cancelled credit notes show 0. |
| Status | Shows Cancelled in red for voided credit notes; active credit notes leave this column blank. |
🔁 Refund
Every refund disbursed against this project (typically against a credit note).
| Column | Description |
|---|---|
| Refund Number | Unique system-generated refund ID. |
| Refund Date | Date the refund was processed. |
| Amount | Refunded amount (shown in red as it is money flowing out). |
| Transaction ID | Payment-gateway / bank reference for the refund. |
| Invoice No. | Invoice associated with the refund (if any). |
| CreditNote No. | Credit note from which the refund was drawn. |
📚 Ledger
Chronological transaction history for the project, presented as two grouped sub-ledgers side-by-side:
- Outstanding Table — tracks the receivable balance: invoices increase Outstanding, payments & applied credit notes decrease it.
- Cash Balance Table — tracks the project’s advance / unapplied credit: excess payments and unapplied credit notes increase the balance, and the balance decreases when it is later used against new invoices or refunded.
| Date | ID No | Ref No | Type | Description | Outstanding Table | Cash Balance Table | ||||
|---|---|---|---|---|---|---|---|---|---|---|
| Debit | Credit | Outstanding | Debit | Credit | Balance | |||||
| DD-MMM-YYYY | INV-001234 | — | Invoice | Initial milestone | 20,000.00 | — | 20,000.00 | — | — | 0.00 |
| DD-MMM-YYYY | PAY-000567 | UTR12345 | Payment | Bank transfer | — | 12,000.00 | 8,000.00 | — | — | 0.00 |
| DD-MMM-YYYY | CN-000045 | — | Credit Note | Scope adjustment | — | 5,000.00 | 3,000.00 | — | — | 0.00 |
| DD-MMM-YYYY | REF-000078 | NEFT678 | Refund | Refund of CN-000045 | — | — | 3,000.00 | 1,500.00 | — | 0.00 |
| DD-MMM-YYYY | PAY-000088 | UTR99 | Payment | Advance receipt | — | — | 3,000.00 | — | 10,000.00 | 10,000.00 |
| DD-MMM-YYYY | INV-001245 | — | Invoice | Maintenance | 8,000.00 | — | 11,000.00 | 10,000.00 | — | 0.00 |
Notes:
- Debit (Outstanding Table): amount billed (Invoices).
- Credit (Outstanding Table): amount that reduces what’s owed (Payments, applied Credit Notes).
- Outstanding: remaining receivable on the project after each entry.
- Cash Balance Table: tracks advance / unapplied credit available at the project level — it can be applied against future invoices on the same project, or refunded.
- Cancelled invoices & cancelled credit notes are excluded from both Outstanding and Cash Balance running totals.
- The dual-ledger structure mirrors the same logic used in the Client Ledger.
✅ Use Cases
- Monitor project-level financial health at a glance.
- Share the statement with the client as the official project account report — print a branded PDF directly from the tab.
- Track collection status per invoice on this project.
- Audit payments, credit notes, refunds, and manual adjustments before financial close.
- Quickly identify overdue amounts on the project using the Invoices section’s Due Status column.
💡 Tips
- Always ensure Credit Notes are linked to the correct invoices — this keeps the Outstanding column accurate at the project level.
- Use the Ledger section to troubleshoot mismatches in amounts; the dual Outstanding / Cash Balance view makes it easy to see where an advance was used.
- Before issuing a refund, verify that the corresponding Credit Note is issued and active — refund cannot exceed the Credit column on that note.
- Print the project statement at major billing milestones (proforma → invoice conversions, month-end, project close-out) and save it alongside client communication for a clean audit trail.
- Need the consolidated view across all a client’s projects (including any direct Client Invoices)? Use the Client Statement tab on the client record instead — it rolls up every project for that client and adds a per-project summary table.