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Budgets, costs and invoices in ProtoPM

Reviewed October 2026

The Financials tab tracks each project's budget, forecast and actuals and creates invoices as PDFs. It is job costing, not accounting: it exports invoices as CSV for your accounting tool and does not replace payroll, purchase orders or estimating.

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It's free to run projects in ProtoPM.

What Financials covers

  • Budget, forecast and actuals for each project, in the currency you choose
  • An opening amount for what you already billed before moving the job into ProtoPM
  • Invoices with status, due date, payment terms, reference, tax amount, retainage and notes
  • Invoice PDFs to send to the client

Who sees the money

  • Owners, Managers and Members with permission see the budget and all invoices.
  • Viewers never see the budget.
  • Guests see only their own invoices.

Exports and branding

Free includes 10 exports per company each month. Project PDF and Excel reports, look-ahead PDFs, invoice PDFs and the invoices CSV all share that count. The optional Documents & Branding add-on makes exports unlimited and adds your logo to invoices and reports.

What it doesn't do

  • No automatic tax calculation or tax-rate presets: the tax amount is entered on the invoice.
  • No QuickBooks, Xero or other accounting sync. Export invoices as CSV instead.
  • No payroll, purchase orders or estimating.

Common questions

Does ProtoPM replace accounting software?
No. It tracks job costs and invoices, and exports invoices as CSV for your accounting tool.
Can I track budget against actual cost?
Yes. Each project has a budget, a forecast and actuals, free on the free plan.
Does ProtoPM integrate with QuickBooks?
Not directly. Export invoices as CSV and import them. See integrations and accounting.

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