Time, costs, invoices and expenses

Internal and external projects can use time and money differently. Collty does not force invoices into a no-billing project or hide hours from an hourly project. The operating model saved at project launch determines which controls appear in tasks, specialist allocations, Project Analytics, Expenses and Invoices.

Team settings provide rates and default delivery rules, but the project policy is authoritative for the active project. This lets the same team run a non-commercial internal initiative and a separately tracked client engagement without duplicating team membership.

• Project details keeps each specialist's accepted project allocation in the inline HOURS field; non-self-managed changes use reciprocal approval.
• Project Workspace distributes planned task hours between confirmed project assignees.
• Project Architect uses the same capability when modeling task assignments and workload.
• Creative Canvas task synchronization includes hours only when the project allows task hours.
• Hourly billing automatically prevents Time tracking from being Off.

When Cost tracking is On, Collty uses the rate and role context available from the authorized team and project records. Accepted specialist allocations and planned task hours can then produce modeled task cost, project workload and capacity context.

Cost tracking is useful for an internal project even when Billing is None. In that case the team can understand capacity and internal delivery cost without creating client revenue or invoices.

• Billing None forces Invoices Off.
• Fixed and Milestones convert an Automatic choice to Manual because amount and acceptance require explicit review.
• The Invoices panel loads only for a project whose saved capabilities generate invoices.

Independent or AI-assembled rosters use separate supplier invoices grouped inside one Sprint billing pack. A managed partner or organization team keeps its organization-level invoice path. The project screen chooses the correct structure from the real team ownership model.

1. 1
   Review delivery evidence

   Check the sprint or milestone, task status, accepted work, billable hours and approved project expenses before issuing.

2. 2
   Review the amount and supplier

   Confirm the billing basis, invoice stage, supplier, task lines, tax and any prepayment credit. Correct the source evidence rather than changing a status to mask an incorrect amount.

3. 3
   Issue from the supplier workspace

   For a direct specialist invoice, only that specialist can issue the draft in Pro Workspace. A managed organization issues through its own commercial path.

4. 4
   Client sends and records the bank transfer

   The client pays the beneficiary outside Collty and uses Mark transfer sent only after initiating the real bank transfer.

5. 5
   Supplier confirms receipt

   The receiving supplier checks the bank account and uses Confirm received. The invoice becomes Paid and Collty posts the corresponding ledger entries.

6. 6
   Open or download the record

   Use the PDF action for the supplier invoice or the pack. The server document includes the authorized invoice record and bank-transfer details.

Expenses cover vendor costs, media budgets, tools, licenses and other project-specific spending. Open Expenses from Project details or from a Smart Console action when approval is required.

Partner-managed and client-direct rows are intentionally different. A partner-managed row can enter billing only after client approval. A client-direct row records a cost handled by the client and is not added to a partner invoice.

1. 1
   Choose New expense

   Add a clear purpose and vendor or supplier.

2. 2
   Set commercial detail

   Enter the sprint, quantity and unit cost. Partner-managed rows can add margin and prepayment; the calculated client amount remains visible before saving.

3. 3
   Save the correct billing type

   Partner-managed and client-direct expenses have different ownership and status behavior.

4. 4
   Approve or reject

   The client reviews a pending partner-managed expense and records the decision.

5. 5
   Keep history accurate

   Delete marks the row Void so it stops participating while the audit history remains intact.

• Team settings provide defaults and owned rate data; they do not become globally editable when the team joins another composition.
• The project stores the actual operating model used for that project.
• Clients approve partner-managed expenses and record outgoing bank transfers; the invoice supplier issues the invoice and confirms receipt.
• Finance Analytics changes by cabinet: clients see obligations and payments, partners see revenue, cost and margin context, and specialists see only their own invoices and payouts.
• A no-billing project excludes invoice workflows instead of showing disabled financial noise everywhere.

1. 1
   Before project activation

   Confirm time tracking, cost tracking, billing basis, invoice mode, rates and the responsible client relationship.

2. 2
   During each delivery period

   Keep assignments, task status, accepted work, hours and expenses current.

3. 3
   Before issuing

   Check the sprint or milestone evidence, amount, expense approvals and invoice part.

4. 4
   After payment

   The client records the transfer only after sending it; the receiving specialist or organization confirms only after funds arrive.

5. 5
   When the model is wrong

   Correct the project configuration through an authorized workflow before continuing. Do not compensate with misleading task or invoice states.