Projects in KEBS represent the delivery side of your business. Once a quote is approved and an opportunity is closed as won, the work transitions into a project where you plan tasks, assign resources, set up billing milestones, and track execution. This guide introduces the Projects module and walks you through how an approved quote becomes a structured project plan, billing plan, and delivery mandate.
Project List Overview
Get a consolidated view of every project in your organization with key details like status, dates, project type, and customer name so you can quickly find and assess any engagement.
Navigating to the Project List
- 1Click on Projects in the left sidebar navigation menu.
- 2The Project List page loads, showing all projects with a count displayed in the top-left dropdown (for example, “All Projects: 51”).
Each project card in the list displays a summary of essential information at a glance. The status badge on the left indicates where the project currently stands in its lifecycle.
Understanding the Project Card Fields
| Field | What it shows |
|---|---|
| Status Badge | The current lifecycle stage of the project. Common statuses include Open (newly created, not yet started) and Execution (work is actively in progress). |
| Project Name | The name of the project, typically reflecting the engagement or scope of work. |
| Project Code | A system-generated unique identifier for tracking the project (for example, GADGSOW00004). |
| Start Date | The planned start date of the project. |
| End Date | The planned completion date of the project. |
| Delivery Manager | The person responsible for overseeing the delivery of the project. |
| Project Type | The commercial model for the project, such as Fixed Bid, Time and Material, or Fixed Capacity. |
| Customer Name | The client organization associated with this project. |
Project Types Explained
- Fixed Bid: A project with a fixed price agreed upon upfront. Billing is typically tied to milestones rather than hours worked.
- Time and Material: A project where billing is based on actual hours spent and materials consumed. This model offers more flexibility as the scope evolves.
- Fixed Capacity: A project where a dedicated team is allocated for a set duration at a fixed rate, regardless of the specific tasks performed.
Toolbar and View Options
The toolbar at the top of the Project List provides several options for finding and organizing projects:
- Search (magnifying glass icon): Quickly find a project by name or code.
- Filter icon: Apply filters to narrow the list by status, project type, customer, or date range.
- View toggle icons: Switch between different layout options including card view, list view, Kanban board, and timeline view.
- Create button: Start creating a new project directly from the list page.
From Quote to Project
Ensure a seamless handoff from sales to delivery by converting approved quotes into fully structured project plans with work breakdown, timelines, and resource assignments.
In KEBS, the journey from sales to delivery follows a structured flow. Once a quote is approved and the opportunity is marked as Closed Won, the project creation process begins. Here is the typical flow:
Planning Board and Work Breakdown Structure
Break down complex projects into manageable phases and tasks with clear timelines, ensuring every team member knows what to deliver and when.
Accessing the Planning Board
- 1Open a project from the Project List by clicking on its name.
- 2Select the Planning Board tab from the horizontal navigation bar at the top of the project detail view.
The Planning Board displays a Gantt chart view with a table on the left showing the Work Breakdown Structure (WBS) and a timeline on the right showing task bars across months. Each row represents either a phase (parent) or a task (child) within the project hierarchy.
Understanding the WBS Columns
| Column | What it shows |
|---|---|
| WBS | The hierarchical numbering of the task. For example, 1.1 is a phase under the main project (1), and 1.1.1 is a task under that phase. |
| Type | An icon indicating whether the row is a project, phase, or task. |
| Description | The name of the phase or task, such as “Assessment and Strategy” or “Current State Analysis”. |
| Start | The planned start date for the phase or task. |
Working with the Planning Board Toolbar
The toolbar above the Gantt chart provides controls for managing your project plan:
- Navigation arrows: Move tasks left, right, up, or down within the WBS hierarchy to restructure phases and tasks.
- Add (+) button: Insert a new task or phase into the plan.
- Delete (trash) button: Remove a selected task or phase from the plan.
- Indent/Outdent buttons: Change the level of a task within the hierarchy, making it a child of the row above or promoting it to a higher level.
- Filter and expand/collapse buttons: Control which rows are visible and toggle between expanded or collapsed views of the hierarchy.
- Zoom slider (Months): Adjust the timeline zoom level to view the Gantt chart by weeks, months, or quarters.
Billing Plan
Align your invoicing schedule with project milestones to ensure timely billing and accurate revenue recognition throughout the engagement.
Accessing the Billing Plan
- 1Open a project from the Project List.
- 2Click on the Allocation and Planning tab from the horizontal navigation bar.
- 3Select the Billing Plan sub-tab from the row of options that appears below (Team, Project Structure, External Stakeholders, CRM Quote, Billing Plan).
The Billing Plan tab displays all billing milestones associated with the project. Each milestone is linked to a quote and shows its current status, creation details, and version information.
Understanding Billing Milestones
Each billing milestone entry displays the following details:
| Field | What it shows |
|---|---|
| Status Badge | The current state of the milestone, such as Active (approved and in use) or Draft (not yet finalized). |
| Milestone ID (MID) | A unique identifier for the billing milestone. |
| Milestone Name | A descriptive name for the milestone, typically indicating the billing cycle or deliverable (for example, “Milestone – 365 – Project Milestone”). |
| Quote ID | The linked quote number that this billing plan is based on. |
| Created On | The date and time when the milestone was created. |
| Created By | The user who created the billing milestone. |
| Version | The version label of the billing plan, such as “Forecast V1.0” for the active version or “Quote Change V0.1” for a draft revision. |
Project Tabs at a Glance
Understand the full scope of project management capabilities available within each project so you can use the right tab for every task.
When you open a project in KEBS, the detail view presents a set of tabs across the top. Each tab covers a distinct aspect of project management:
| Tab | What it covers |
|---|---|
| Overview | A summary dashboard showing project health, key metrics, and high-level status information. |
| Billing | Manage invoicing, payment tracking, and billing-related configurations for the project. |
| Planning Board | Build and manage the Work Breakdown Structure with a Gantt chart for scheduling phases and tasks. |
| Finance | Track project-level financial data including budgets, costs, and revenue. |
| Documents | Upload and organize project documents such as SOWs, contracts, and deliverables. |
| Allocation and Planning | Manage team assignments, project structure, external stakeholders, CRM quotes, and billing plans. |
| Risk Register | Log and track project risks with severity levels and mitigation plans. |
| Edit Logs | View the audit trail of all changes made to the project record. |
| My Task | View tasks specifically assigned to you within this project. |
