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.
Enable project 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 for your organization
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. You can add projects in the following way:
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 your organization
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 for your organization
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.
For more information on how to delete unused projects and why some projects cannot be deleted, click here.
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 projects 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.
