A project is a way of grouping multiple opportunities together, a bit like a folder. When using a project, you can quote and invoice for all opportunities in a project at once.
Want to learn more? See: What is a project?
Get started
Head to Opportunities > Projects and use the green add project button to create a project.
You’ll see the “Create Project” screen.
General details
Name
The title of the event or job. This appears on any document layouts you print or download, and you can use it to search. This is required.Tags
Great for searching and sorting, describe the project with tags here. Hit enter to turn tags blue and lock them in.Organization
Who is the project for? Start typing an organization, and OnRent Events will auto-suggest from your People & Organizations. Create a new organization on the fly by hitting the green plus icon.Customer reference
The customer reference field corresponds to “Your Reference” on most document layouts. It’s usually used for a purchase order number.Store
Stores are a way of setting up multiple locations with different stock levels. The store defaults to the store you are working in right now, but you can change it here if you would like reports to reflect any invoices or credits generated from the project that are for a different store.Image
Browse for an image to represent this project from your local device by clicking Choose file.
Description
Enter any notes here for your staff and your customer. The description shows at the top of the project in OnRent Events and on our default project quotation.
Dates
Set the overall start and end dates of the project here. This is internal only and isn’t shown on any default documents. These dates are not used for rental charging or availability calculations.
If you change the start date or end date of any opportunities added to this project so that they’re before or after the project start or end dates, the dates on the project will automatically be updated.
⚠️ Once you’ve added opportunities to a project, you cannot change the project end date.
Delivery details
Set a venue for the project here. You can set different delivery addresses against opportunities within the project if you wish.
Choose an address against the organization
Use the drop-down box to choose a delivery address that you’ve recorded against this organization.Type in an address manually
Go ahead and type in an address into the delivery address fields.Select an existing venue
Start typing in the “Venue” field to choose from one of the venues you’ve added to your People & Organizations.Create a new venue on the fly
Click or tap on the green plus icon to the right of the venue box to create a new venue in your People & Organizations, handy if you’ll be delivering to this venue again in the future.
Invoicing details
There are two ways to invoice for a project:
Project invoicing enabled When project invoicing is enabled, the option to generate an invoice for individual opportunities is removed, and you invoice the project only.
Project invoicing disabled With project invoicing disabled, the option to generate invoices for individual opportunities within the project is available.- Charging Dates: When project invoicing is enabled, charging dates for opportunities may inherit a single end date from the project, potentially leading to a loss of unique charging dates for each opportunity. Conversely, disabling project invoicing ensures that each opportunity retains its unique charging dates, which is crucial for accurate invoicing.
You can still raise an invoice for the project when the project invoice isn't enabled, but all of the opportunities must share some of the same details.These shared details typically include the same billing address, tax class, and organization, ensuring consistency across the project.
⚠️ When enabling project invoicing on an existing project, tax will be recalculated on any opportunities with a status of open or active within the project.
Check out our guide for more, see: Invoice a project
Project invoicing
Toggle “Project Invoicing” to YES and you’ll get two additional options. These are used for project invoices raised.
Billing address If the organization you selected has multiple addresses, choose the billing address to use. This may impact tax calculation settings.
Tax class Choose a different tax class if required.
Best Practices for Managing Project Invoicing Settings
Assess Your Invoicing Needs: Determine whether project-level or opportunity-level invoicing aligns better with your workflow.
Maintain Charging Date Accuracy: If unique charging dates are critical, consider disabling 'Project Invoicing.'
Review Settings Regularly: Periodically review the 'Project Invoicing' setting to ensure it meets your current invoicing requirements.
Participants
Add participants to tell OnRent Events who is involved with this project. Participants can be user accounts, contacts, organizations, or venues you have set up in your system. As you type, OnRent Events will auto-suggest matching results.
Next steps
When you’re done, hit the blue Create Project button. OnRent Events will take you to your blank project, ready to add opportunities and other information.
It’s easy to start adding opportunities, see: