Introduction to projects
Setting up projects is great way to code expenses based on their field of work. If you enable projects for your organization, a project field is added to the expense form for employees to fill. You can set up a list of projects for your organization and employees can choose the correct project from this list while creating any expense.
Enabling project as a field in the expense form for your organization
Projects are an optional field for expenses in your organization. The project field will show up in the expense form only if you enable projects for your organization. To do so:
Go to Admin Settings > Organization > Projects.
Click on Enable on the top right.
To want disable projects entirely for your organization, click on Disable in the same location.
Add projects
You can add the list of projects for your organization. Employees can choose the correct project from this list of projects while coding an expense form.
Add a single project
Click on Add Project.
Fill in the the details of the project you want to add.
After filling all the mandatory fields, click on Add Project to confirm the action.
Add projects in bulk
Click on the dropdown next to Add Project. Click on Bulk Add Projects.
Click on Download Template. This will download an Excel file to your computer.
Fill in the template with the projects' details. Upload the file on the same screen by clicking on Upload File.
Import projects from your accounting software
Fyle offers 2-way integrations with most popular accounting software including Quickbooks Online, Sage Intacct, Netsuite and Xero. You can automatically import projects from any of these accounting software using the integration with Fyle.
Add sub projects
For any project in your organization, you can add multiple sub projects under it. Sub projects can be set up, used, disabled and deleted in the same way as projects.
To create a sub projects, click on Add Sub Project on the parent project.
Sub project appear along with the parent project name in the expense form. For example, for project A and sub project 123, your employees will see A/123 as an option in the projects field while filling an expense form.
Disable or delete projects
If you are no longer using a project, you can disable or delete it from your organization.
If a project has never been used in an expense, you can select it and click on Delete to delete it. This will completely remove the project from your organization.
If a project has been used in any expense, you can select it and click on Disable to disable it. This will remove the project from the enabled projects list in your organization.
You can also select multiple projects to disable or delete them in bulk.
Restrict allowed projects for different employees
You can enable restrictions to allow each employee to use different lists of projects for their expenses. For example, you can restrict John to be able to use Project A, B and C for his expenses, and Ginny to use Project B, C and D for her expenses.
Enabling these restrictions ensures that each employee sees only the relevant projects for them and improves their efficiency in correctly coding expenses.
You can enable or disable restrictions on allowed projects for different employees using the Restrict employees to their own projects toggle.
When enabled, you can select the allowed projects for each employee from the Manage Employees page. While coding expenses, each employee will only be able to choose projects from the projects allowed for them.
When disabled, each employee will be able to see all projects from your organization while coding expenses.
Restrict allowed categories for different projects
You can enable restrictions to allow employees to use restricted lists of categories based on the project they have selected while coding an expense.
For example, you can restrict only categories Food, Travel or Entertainment to be used if Project A is selected, and only categories Travel or Taxi to be used if Project B is selected.
Enabling these restrictions ensures that each employee sees only the relevant categories based on the project they're working on and improves their efficiency in correctly coding expenses.
You can enable or disable restrictions on allowed categories for different projects using the Restrict categories based on projects toggle.
When enabled, you can select the allowed categories for each project while adding or updating a new project. While coding expenses, each employee will only be able to choose categories allowed for the project they have selected for the expense.
When disabled, each employee will be able to see all categories from your organization while coding expenses, irrespective of the project selected.
Find a project using search and filters
Fyle makes it easy to find any project in your long list of projects in many ways:
Toggle between enabled and disabled projects:
By default, Fyle only shows enabled projects. You can easily toggle between enabled and disabled projects. You can also view the complete list of all projects by removing unselecting both the options.
Search:
You can type in any project name in the search bar and Fyle shows all matching options (within any filters already applied.)
Filters:
Fyle allows you to filter projects based on name, approver and enabled/disabled state.
Troubleshooting for cases when a project cannot be deleted
Fyle only allows you to delete categories that are not in use in your Fyle account. When you try to delete a project that is in use, you will see a message indicating that the selected project is in use in your Fyle account.
For example, if you are trying to delete the project Job Cost 01, but are unable to do so, you can use the following steps to check where project Job Cost 01 is being used:
Check if the project is linked to any Expense.
Go to the Business Expenses page and search for any expenses linked to project Job Cost 01.
If the project is in use, it is not recommended to delete it.
However, if you want to proceed with deleting it anyway, change the project of the corresponding expenses from the Business Expenses page.
Check if the project is being used in any Policy.
Go to Admin Settings > Expenses > Policies and review whether project Job Cost 01 is being used in any policy.
If the project is in use, it is not recommended to delete it.
However, if you want to proceed with deleting it anyway, remove the project from any expense policy(s). This will impact how the policy(s) works for all future expenses.
Check if the project is being used in any Expense Rule.
Go to Admin Settings > Expenses > Expense Rules and review whether project Job Cost 01 is being used in any policy.
If the project is in use, it is not recommended to delete it.
However, if you want to proceed with deleting it anyway, remove the project from any expense policy(s). This will impact how the policy(s) works for all future expenses.
Check if the project is being used in any Budget.
Go to Admin Settings > Expenses > Budget and review whether project Job Cost 01 is being used in any budget.
If the project is in use, it is not recommended to delete it.
However, if you want to proceed with deleting it anyway, remove the project from any budget(s). This will impact how the budget(s) is being calculated.
Check if the project is being used in any Dependent Field.
Go to Admin Settings > Expenses > Expense Fields and review whether project Job Cost 01 is being used in any dependent field.
If the project is in use, it is not recommended to delete it.
However, if you want to proceed with deleting the project it anyway, change the values of the dependent field where it is being use.
Once you have completed the above checks, you can proceed to delete the project.