Last updated November 6, 2026
Projects in ERPFlow are kanban boards. Each board has columns you name and cards that move through them, and a card carries its assignees, deadline, time spent, files and comments. You can keep as many boards as you need on any plan, and link each one to a customer and to its quotes, orders and invoices.
What is a project in ERPFlow?
A project in ERPFlow is one board. Projects in the sidebar opens the list of them, a table of Name, Customer, Cards and Time spent that you can search and sort by clicking a column header.
Every organisation starts with one board marked Default, which is where a card lands when nothing else names a board. Make default moves that mark to another board. The Projects feature page has a drawn preview of a board.
How should you split work into boards?
Split boards by what you want to total, because a project's customer link and its time total both belong to the board rather than to the card.
| You want to see | Make one board per | The catch |
|---|---|---|
| Time and progress on each job | Job | Many boards, so archive each one when the job ends |
| Everything for a long-running client | Client | One total that keeps growing, with jobs only told apart by card |
| One team's flow of work | Team or line of work | No single customer to link, so no per-customer total |
A customer can have several boards. Their page lists each one with its card count and time spent, then a Total row. If you number your jobs, the guide to a project numbering system helps with naming boards.
How do you set up a board's columns?
A new board starts with three columns: To do, In progress and Done. Open Columns to rename them, give each lane a colour, and set their order with Move up and Move down. Columns can't be dragged.
Cards here are done marks a column as finished. A card arriving there is stamped complete, and leaving clears the stamp. A board can have several such columns, or none. Delete column asks where its cards should go.
Columns belong to one board, so each board can follow its own process. An invented kitchen fitter might use Measured, Materials ordered, On site, Snagging and Done on every job board, while the office runs a plain three-column board.
What goes on a card?
A card needs only a title. Everything else is optional.
| Field | What it holds | Worth knowing |
|---|---|---|
| Title | Up to 500 characters | The board's search box reads this and the description |
| Description | Up to 5,000 characters | The card shows a one-line preview |
| Column | Where the card stands | Set here, or by dragging |
| Deadline | Date and time | Picking a date fills in 18:00, which you can change |
| Time spent | Hours and minutes, typed in | One total per card, not a list of entries |
| Assignees | People in your organisation | Each one is notified. They sign in to ERPFlow |
| Staff members | Links to staff records | Informational, for someone who needn't sign in |
| Attachments | Files up to 50 MB each | Count towards your storage quota |
| Comments | A thread on the card | Newest first, showing author and time; changed comments are marked as edited |
Click a card to edit it in a drawer, or choose Open full view for its own page, with Details, Attachments and Comments tabs and a link you can share with colleagues.
A board has its own Attachments page too, for documents that belong to the whole job, such as the brief or the signed contract. Board files and card files are kept separate.
How do deadlines work on a card?
A card's deadline shows as a chip, and the card is marked amber when three working days or less remain and red when one working day or less remains. Once the deadline passes, the card stays red and the chip reads Overdue.
Only Monday to Friday count, in the viewer's time zone, and public holidays aren't taken into account. So a card due on Monday at 10:00 turns amber on the previous Wednesday at 10:00 and red on Friday at 10:00. A card in a done column is never marked.
These marks only appear on the board. Nothing is emailed or sent to anyone as a deadline approaches.
How do people work together on a board?
Every member whose role can view projects sees every board, and there are no private projects. View projects lets someone read boards and comments. Manage projects lets them create and edit cards and post comments. The built-in Member role starts with both, and an owner or admin can change that under roles and permissions. To add people, see invite your team.
Notifications are deliberately few:
- Being assigned to a card notifies that person in the app and by email.
- A card changing column notifies its assignees and creator in the app only.
- Comments send no notification, and there are no @mentions.
So if a comment needs reading, tell the person or assign them to the card.
What happens when you move, copy or archive a card?
| Action | What happens | Watch out for |
|---|---|---|
| Drag | Moves the card within or between columns, by mouse or keyboard, and saves at once | Nothing |
| Move to another project… | The same card goes to a lane on another board, with its files and comments | Its time moves to that board's total too |
| Copy to… | A new card with the title, description, deadline, time spent, assignees and staff | Files and comments aren't copied, and the copied time counts a second time in totals |
| Archive | The card leaves the board for that board's Archive, and Restore returns it to the same column | It still counts in the board's Cards and Time spent |
| Delete for good | Removes an archived card, its files and its comments | It can't be undone |
Whole boards archive and restore the same way, under the Archived tab. Deleting a board is permanent and takes all its cards and files with it. You always keep at least one active board.
How do projects connect to customers and documents?
A board links to one customer through its optional Customer field. It then appears on that customer's page under Linked → Projects. Deleting the customer only unlinks the board, so the cards stay.
Quotes, orders and invoices can link to a project under Linked documents. A document points at one project at a time, and converting a quote or order keeps its source's project. The link is internal, so it's never printed on the PDF or sent to the customer.
What can't ERPFlow projects do?
ERPFlow doesn't have a timer or timesheets today, and time on a card doesn't become invoice lines. Time tracking, including converting tracked time into invoices, is coming soon. The guide to logging time as a team member covers what the Time spent field does now.
The rest is a plain no:
- Money: no rates, budgets, per-project costing or profitability.
- Reporting on people: no per-person time reports, approvals, or utilisation and capacity reports.
- Views: no Gantt chart, calendar, list or "my cards" view.
- Card structure: no templates, labels, priorities, checklists, subtasks, dependencies or recurring cards.
- Reminders: no deadline reminders or escalations.
- Native app: the board is a responsive web page, used in a phone's browser.
Setting up your first project in ERPFlow
- Open Projects and choose New project. Give it a name and, if it's for one client, pick the Customer.
- Open Columns and rename them to match how the work moves.
- Choose New to-do for the first card, then add a deadline and assignees.
- Put the brief or contract on the board's Attachments page.
If your tasks live in another tool, import them from a CSV file. Create the boards and columns first, because the file names them. It carries title, description, project, column, deadline and time spent in whole minutes, but not assignees, files or comments.
Boards are unlimited on every plan. The Free plan caps cards at 10 across all boards, archived ones included, and has one member. Paid plans have no card limit and include more members. A board loads up to 500 cards at a time, so archive the finished ones on a busy board.