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Using the Schedule, Budget, and Payment Tabs

Today, we're going to discuss how to use the Schedule, Budget, and Payment tabs in the Project Admin box from both the Client and Provider perspective.

We'll start in the Providers perspective.

Step-by-Step 
How to Propose a Date Change (as a Provider)

  1. To propose a due date change for a project, click on the Schedule tab of the Project Admin box.Schedule-tab.png
  2. Click on the Propose New Date button at the bottom of the Schedule section. This option only appears if Project Settings require that changes to the schedule be approved by clients with Project Financials permissions (or higher).Propose-New-Date-Button.png
  3. Click in the Proposed Date field and a date picker will appear.Proposed-Date-Calendar.png
  4. Select a date from the calendar.
  5. Add an optional message.Proposed-Date-Message.png
  6. Click Submit.Submit-Button.png
  7. The proposed date change will appear in the project's Activity feed and under the Schedule tab of the Project Admin box. From here, a client can either Approve or Decline the request. If you change your mind, you may Cancel the request from these areas.Schedule-Proposed-Date.png
  8. You may only propose one new date at a time per project; the Propose New Date button will disappear until you Cancel the request or it is approved or declined by a client.


Step-by-Step
How to Propose a Budget Change (as a Provider)

The Budget tab shows the budget for the project and any changes that have been made.

  1. To propose a project budget change, click on the Budget tab of the Project Admin box.Budget-tab.png
  2. Click on the Propose Budget Change button at the bottom of the Budget section. This option only appears if Project Settings require that changes to the budget be approved by clients with Project Financials permissions (or higher). Otherwise, you’ll see the Change Original Budget button. If this setting is enabled and you still don’t see this button, you may have already submitted a change order; you will have to cancel it in order to propose a new budget change.Propose-Budget-Change-tab.png
  3. Click in the Price Change field to enter the amount of the budget change; the change can be a positive or negative amount. Remember, you are making an addition or subtraction to the total budget, not providing a new total budget.Price-Change.png
  4. Provide an optional message.
  5. Click Submit.Submit-Button.png
  6. The proposed budget change will appear in the project's Activity feed and under the Budget tab of the Project Admin box. From here, a client can either Approve or Decline the request. If you change your mind, you may Cancel the request from these areas.Buget-Change.png
  7. The Change Rates button at the bottom of the Budget section takes you to the Rates & Roles project Settings page where you can configure the default billing rates by overriding the payment defaults for specific users for this project.
    Change-Rates.png

Step-by-Step

How to Log a Payment (as a Provider)

On the Payment tab, you can see what’s been invoiced as well as the amount paid. You can also create new invoices and, if you prefer not to use online remittance systems (such as PayPal), you can manually log outside payments.

  1. To record a project payment, click on the Payment tab of the Project Admin box. The Payment tab only appears if you have Financials permissions (or higher) on the project.Payment-tab.png
  2. Click on the Log a Payment button at the bottom of the Payment section.Log-a-Payment.png
  3. Provide a payment amount to record in the Amount field.
    - or -
    Select an invoice from the Select an Invoice drop-down menu. If you select an available invoice, you won’t be able to change the Amount.Amount-or-Select-an-Invoice.png
  4. Provide an optional message.
  5. Click Submit.Submit-Button.png
  6. The recorded payment will appear in the project's Activity feed and under the Payment tab of the Project Admin box.Activity-Feed-Recorded.png

Step-by-Step

How to Create an Invoice (as a Provider)

  1. To create a new invoice, click on the Payment tab of the Project Admin box. The Payment tab only appears if you have Financials permissions (or higher) on the project.Payment-tab.png
  2. Click on the Create an Invoice button at the bottom of the Payment section.Create-an-Invoice.png
  3. Clicking on Create an Invoice will take you to the Billing > Invoices page where you can create a new invoice for a single project, across projects (by client), or for QuickBooks.
  4. After you’ve finished creating an invoice, it will be posted and appear in your Activity Feed.Activity-Feed-Posterd.png

Now let's switch to the Clients view.

Step-by-Step

How to Propose a Schedule Change (as a Client)

  1. To approve or decline a proposed due date change or request a schedule change for a project, click on the Schedule tab of the Project Admin box. The Schedule tab also provides clients with a history of submitted and accepted date changes.Schedule-Approve-Decline-Client.png
  2. Click on the Propose New Date button at the bottom of the Schedule section. This option only appears if Project Settings require that changes to the schedule be approved by providers with Project Financials permissions (or higher).Propose-Budget-Change-tab.png
  3. Click in the Proposed Date field and a date picker will appear.Proposed-Date-Calendar.png
  4. Select a date from the calendar.
  5. Add an optional message.Proposed-Date-Message.png
  6. Click Submit.Submit-Button.png
  7. The proposed date change will appear in the project's Activity feed and under the Schedule tab of the Project Admin box. From here, a provider can either Approve or Decline the request. If you change your mind, you may Cancel the request from these areas.Activity-Feed-New-Due-Date.png
  8. You may only propose one new date at a time per project; the Propose New Date button will disappear until you Cancel the request or it is approved or declined by a provider with Project Financials permissions (or higher).

 

Step-by-Step

How to Approve or Decline a Budget Change (as a Client)

  1. If Project Settings require that changes to the budget be approved by clients with Project Financials permissions (or higher), you can approve or decline proposed budget changes in the Budget tab of the Project Admin box.Budget-Approve-Decline.png
  2. You can also approve or decline a budget change in the Activity Feed.Activity-Feed-Approve-Decline.png

Step-by-Step

How to Pay Your Service Provider via PayPal (as a Client)

The Payment tab allows you to see all the project invoices that have been created as well as the amount(s) paid. You can also create a new invoice and log a payment.

  1. To pay your service providers via PayPal, click the Payment tab in the Project Admin box. The Payment tab is only available for clients with Project Financials permissions (or higher). In addition, you can only use this option if the provider account has Accept Standard PayPal Payments enabled in their Settings > PayPal.Payment-tab.png
  2. Click on the Pay via PayPal button at the bottom of the Payment section to pay an invoice securely through our PayPal integration. Mavenlink will use the PayPal-designated email address configured in your Email Settings.Pay-via-PayPal.png
  3. You'll be taken to the Make a Payment page where you can pay the invoice.
  4. The remaining amount is pre-filled in the Pay Provider field. You can change the payment amount to make a partial payment or to pay beyond the agreed-upon price.Pay-Provider.png
  5. When you are ready, click Pay with PayPal on the Make a Payment page. You'll be taken to PayPal's secure website where you can pay using your PayPal account.
  6. Once you’ve successfully paid, PayPal will send you back to the Mavenlink project.
    Note: It can sometimes take up to 30 minutes for PayPal to notify Mavenlink that your transaction has been processed.

If you have feedback or need help, we’d love to hear from you. Please contact our support team at support@mavenlink.com or select Live Help from the Support drop-down menu from the main Mavenlink app bar.

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