Proposal
Document folderScope starts outside the system
Yepsta Projects
Manage the entire client journey—from first enquiry to final delivery.
Connect scope, intake, milestones, tasks, client decisions, Yepsta invoices and follow-up in one delivery system—without stitching together separate CRM, project, review and billing tools.
Creative agenciesCreators & studiosCoaches & consultantsFreelancers
Yepsta Projects
Project workspacePRJ-2026-014
Active
Northstar Brand Campaign
Creative delivery · Target 28 Aug 2026
Progress
68%
Milestones
2 / 4
1 in review
Balance
₹3.0L
Invoice-linked due
Next best action
Send Campaign Video — V2 for client review
Milestone plan
4 milestonesDiscovery & Direction
Complete
100%
Production & Draft Edits
In review
74%
Final Delivery
Upcoming
0%
Client review
ApprovedCampaign Video — V1
Exact version approved
Billing plan
AdvancePaid
ApprovalInvoiced
FinalPlanned
The delivery gap
Winning the work is only the beginning.
Service projects become fragile when the commercial promise, daily work, client decisions and money live in separate places. Context gets lost exactly when the team needs it most.
The Yepsta difference
Project delivery, not just task tracking.
Tasks
Another appExecution loses commercial context
Approvals
Chat threadsDecisions become hard to prove
Invoices
Billing softwareDelivery teams miss payment state
Final files
Shared linksRelease happens without a clear gate
One connected project journey
Keep the promise, the work and the outcome together.
Use the full commercial-to-delivery path when it helps, or skip unnecessary steps and start directly from a customer, estimate, appointment, template or new project.
- 1
Lead or customer
Keep the relationship context
- 2
Consultation
Schedule when useful
- 3
Proposal
Versioned client response
- 4
Estimate
Confirm commercial terms
- 5
Project
Create directly or from accepted work
- 6
Agreement & intake
Optional readiness gates
- 7
Plan and work
Milestones, tasks and team
- 8
Client review
Exact-version decisions
- 9
Invoice & delivery
Controlled final release
- 10
Complete & follow up
Feedback or next engagement
Flexible entry, consistent delivery: consultation, proposal, estimate, agreement and intake are optional. A direct billable or non-billable project can start from an existing customer when that is all the work needs.
Agreements, intake and readiness
Start with the right commitment, information and approval.
Optional workflow controls can block activation until the correct agreement version is accepted, the assigned client completes intake and the internal approver confirms readiness. Simpler projects can leave these gates off.
Agreement
Issue an immutable version to the correct signer, record the response and retain the final PDF evidence.
Client intake
Request structured information and private uploads from the assigned stakeholder, with resubmission when needed.
Activation readiness
Surface exact blockers and preserve any authorised override reason without falsifying the source records.
Project command workspace
Know what is happening—and what should happen next.
Owners and managers can read the project lifecycle, delivery health, target date, team, financial position and important activity from one workspace.
- ✓Lifecycle and progress
- ✓Health and waiting party
- ✓Manager and project team
- ✓Contract, invoiced, collected and due
- ✓Recent important activity
- ✓Permission-aware next best action
Next best action
Send Draft V2 for client review
Guidance follows the current project state and the actions this user can actually take.
Project health
↗
On track
No active delivery risk
Waiting party
···
Client
One review requested
Project plan
Production & Draft Edits
To do
Client selects music
Due 14 Aug
In progress
Edit campaign cut V2
Assigned to Anika
Complete
Storyboard approval
Approved
Plan and execute
Plan serious delivery without unnecessary project-management complexity.
Apply a reusable template, generate a proposed execution blueprint from an accepted estimate when appropriate, or structure the project directly.
Table and Kanban planning views with saved filters
Detailed task workspaces with dates, priorities, assignees and planned effort
Checklists, private attachments, updates, mentions and one-level subtasks
Lightweight task dependencies, blocked reasons and bulk actions
Project-linked appointments for consultations, sessions, reviews or site visits
Optional team control
Resource planning
Model role requirements, staff allocations, schedules, leave and capacity warnings with explicit override reasons.
Optional economics
Time and expenses
Track permission-aware time, timers, timesheets and approved project expense allocations when the business needs deeper control.
Optional owner view
Budget and profitability
Compare revenue and approved costs with completeness signals, budget history and role-gated profitability visibility.
Authenticated Client Workspace
Keep clients informed without opening your internal workspace.
Clients see intentionally shared project information through their verified account. Internal tasks, checklists, staff notes, blocked reasons and unreleased final files stay private.
- ✓Project overview, important dates and progress
- ✓Client updates and information requests
- ✓Assigned client actions, messages and document uploads
- ✓Exact-version review requests and visible comments
- ✓Approvals, requested changes and Change Orders
- ✓Linked invoices, balance status and released deliverables
Project documents, intake uploads, task attachments and deliverable assets use private application storage with authenticated, tenant-aware and project-scoped access.
Client Workspace
Northstar Brand Campaign
Project progress68%
Review requested
Campaign Video — V2
Review versionAdd comment
Latest update
Draft edit round is ready for your review.
Shared 12 Aug
Invoice balance₹3.0L due
Reviews and controlled delivery
A client decision stays tied to the exact work they reviewed.
Every revised file, link or text deliverable becomes a new version. Approval of V1 never silently approves V2, and changes requested preserve the earlier review history.
- 01
Deliverable
Define the output
- 02
Version
Create V1, V2 and beyond
- 03
Review request
Share the exact version
- 04
Client decision
Approve or request changes
- 05
Final readiness
Prepare the final asset
- 06
Release
Deliver under the chosen policy
Configure the delivery rule that fits the engagement.
Final delivery can have no payment gate, require a paid project invoice before manual release, or use the supported automatic release policy after the paid condition and final readiness are both satisfied. Recorded invoice and payment state remains authoritative.
Project billing
Connect delivery stages to invoicing without giving up billing control.
Plan advance, milestone, progress and final billing stages. When a stage becomes ready, Yepsta makes the explicit project-linked invoice action available—then your business reviews the actual invoice details.
Accuracy note
Ready means ready for your billing action. It does not automatically issue an invoice or record a payment.
Advance
₹2.4L
Approval
₹1.8L
Final
₹1.2L
Contract
₹5.4L
Invoiced
₹4.2L
Collected
₹2.4L
Outstanding
₹3.0L
This billing summary covers contract, invoiced, credited, collected and outstanding values. Optional profitability views remain separate and show completeness when cost inputs are missing.
Change Order CO-004
Add regional campaign cutdowns
Scope
+ 3 cutdowns
Target date
+ 8 days
Contract
+ ₹80,000
✓
Applied with history preserved. Operational dates and future billing can be updated without rewriting issued invoices.
Professional scope control
Handle scope changes as a decision, not a chat message.
Versioned Change Orders can revise scope, dates, commercial value and future billing. The client responds to the exact version sent, prior accepted history stays intact, and conflicts surface for owner attention.
Smart attention and automations
Stay ahead without automating sensitive decisions.
Owners choose which reminder recipes to enable. Automations can prompt the right people and highlight attention; they do not accept work, change scope, issue invoices or record payments.
Due and overdue task reminders
Milestone and project target-date reminders
Waiting-for-client and Change Order reminders
Client-update cadence and weekly project digest
Derived health, attention and next-best-action guidance
All scheduled recipes start disabled until the owner saves settings.
Attention Queue
4 signalsMy actions
2Waiting on client
1Deadlines & risk
1Money actions
0Built into Yepsta Business OS
Projects works with the business system already around it.
Customer context, scheduled work, commercial records, staff access, notifications and reporting stay connected without creating a second financial or CRM system.
CRMCustomersAppointmentsEstimatesInvoicesPaymentsGST & accountingStaff & permissionsNotification CentreCustomer TimelineGlobal SearchReports
Project reports and CSV
Review proposal progression, active projects, delivery performance, unbilled readiness, financial facts and collaboration history.
Command Center and search
Bring the highest-value project attention into the owner view and find safe Project or Proposal identity fields globally.
Customer Timeline
Keep important commercial, delivery, Change Order and explicit growth actions in the customer relationship history.
Finish the project deliberately.
After completion, the business can explicitly request private feedback, open or share its configured public-review destination, start a follow-on proposal or create another direct project. Completion does not send or create any of these automatically.
Made for service delivery
Different work. One clear delivery system.
Yepsta Projects broadens the Business OS beyond appointment-led work while keeping the customer relationship, commercial journey and service outcome at the centre.
Creative agency engagement
Move from scope and campaign intake to production milestones, exact-version approval, billing visibility and controlled release.
Creator or studio campaign
Coordinate brand inputs, content plans, shoot and edit tasks, versions, decisions and final assets.
Coaching or consulting assignment
Connect discovery, agreement, intake, sessions, action plans, outputs, staged billing and close-out.
Freelance client project
Reuse a focused delivery template, keep feedback attached to the work and hand over approved finals professionally.
Hybrid scheduled project
Use appointments for consultations, reviews or site visits inside a broader milestone-led client journey.
Why Yepsta Projects is different
Purpose-built around accountable client delivery.
OutcomeDisconnected setupYepsta Projects
Customer context
Before:Re-entered across tools
Yepsta:Connected to CRM and Customers
Client decision
Before:Lost in chat threads
Yepsta:Tied to the exact deliverable version
Commercial status
Before:Checked separately
Yepsta:Project-linked invoice and payment visibility
Final delivery
Before:Shared whenever files are ready
Yepsta:Released under the configured delivery policy
Repeatable work
Before:Complex custom workflow setup
Yepsta:Simple templates and a clear lifecycle
Yepsta Projects FAQ
Straight answers for service businesses evaluating Projects.
Capabilities below reflect the current Projects implementation and its financial, configuration and access boundaries.
Is Yepsta Projects only for appointment-based businesses? +
No. Yepsta Projects is built for milestone-based service delivery across agencies, studios, consultants, event and production teams, installers, maintenance businesses and other professional-service teams. Appointments can be linked when scheduled work is relevant, but they are not required.
Can I create a project without a proposal? +
Yes. You can start from an existing customer, an accepted project-intent estimate, a reusable template or a direct billable or non-billable project. The longer proposal-to-project journey is available when you need it, not mandatory for every job.
Can projects use milestone-based billing? +
Yes. A project payment plan can use advance, milestone, progress or final stages. A stage becoming ready does not issue an invoice; your business reviews and creates the linked invoice explicitly in Yepsta.
Can clients review and approve deliverables? +
Yes. Authenticated clients can review the exact deliverable version shared with them, add client-visible comments and approve it or request changes. A decision on one version does not automatically approve a later version.
Can a project require an agreement or intake form before work starts? +
Yes. When enabled for the project, activation readiness can require the correct agreement version and signer evidence, an assigned intake submission and an internal approval. These controls remain optional for simpler work.
Can Yepsta track project time, expenses, budgets and profitability? +
Yes, when the optional project-economics controls are enabled. Time entries, approved expense allocations, budgets and permission-aware profitability views include completeness signals when required rates or cost inputs are missing.
Can I control final delivery until payment is recorded? +
Yes. A deliverable can use a payment-aware release policy tied to the relevant project invoice. Depending on the configured policy, the business can release manually after the paid condition is met or use the supported automatic release policy. An authorised override requires explicit confirmation and a reason.
Can I manage scope changes after a project starts? +
Yes. Versioned Change Orders can revise scope, dates, commercial value and future billing stages while preserving the previously accepted record. Approved changes are applied in a controlled way, and conflicts are surfaced for attention.
Can staff access be limited? +
Yes. Owners retain business-wide access, while managers and staff are governed by project permissions, allowed locations and relevant project assignment or membership. Billing and reporting details can require additional permissions.
Does Projects replace Yepsta invoices or accounting? +
No. Projects adds delivery orchestration and project attribution. Yepsta invoices, recorded payments, GST and accounting records remain the authoritative financial sources used for project billing and balance visibility.
Bring delivery together
Bring your next client project into one connected system.
Keep the commercial promise, the work, client decisions, billing status and final delivery connected from the start.