How to Create a Project in Catalystk
Learn how to create a project in Catalystk's free project management software in 9 steps: add the project details, plan milestones, assign reviewers and approvers and upload the contract document. Then track progress on the project dashboard and download the project in Excel and PDF. Free, on the web and the mobile app.
- Project details
- Milestones
- Reviewers & approvers
- Excel & PDF
- Free
Before you start: add the client in your customer list if you want to link the project to a client, and set up your terms and conditions if the project needs them.
Open Projects and click New Project
Every project starts from the Projects list.
- 1
Go to Projects → Project
In the left menu, open Projects and click Project. The list shows all your projects.
- 2
Click New Project
Click New Project at the top right. The Project Details form opens.
Fill in the project details
Only the project name is required; the rest makes tracking and reports richer.
- 3
Enter the project name
Type the Project Name. Leave Project Code empty to get an automatic code such as PRJ-0001.
- 4
Choose client, unit and cost centre
Search the Client company, then pick the Unit and Cost Center the project belongs to.
- 5
Add terms, currency, value and dates
Select Terms & Conditions, the currency and project amount, and the start and end dates.
Add milestones with due dates and amounts
One milestone = single payment · several = milestone billing.
- 6
Add each milestone
Under Milestones, enter the milestone name, due date and either the % or the amount, then click + Add. The other value is filled in from the project amount.
Add reviewers, approvers and the contract document
Make sure the right people sign off and the contract stays with the project.
- 7
Add reviewers and approvers
Open Team — Reviewers & Approvers and add the people who review and approve the project.
- 8
Upload the contract
Open Contract / Agreement Document and upload the signed contract or work order.
Save, submit and track the project dashboard
Once saved, the project dashboard shows progress, time and billing.
- 9
Save and submit
Click Save, then Submit. The project moves through Draft → In Review → In Approval → Approved. Once approved, its commercial details are locked; Revise reopens it as a draft.
- 10
Print, email or download
Use Preview, Print or Mail, or download the project in Excel and PDF. After approval, invoice each milestone with + Invoice.
Project fields at a glance
What each field on the New Project form is for.
| Field | What to enter | Example |
|---|---|---|
| Project name | A clear name your team will recognise (required) | Construction Site A |
| Project code | Leave empty for an automatic code | PRJ-0001 |
| Client | The customer the project is for | Your client company |
| Unit / Cost center | Where the project belongs in your business | Catalystk Testing |
| Currency & amount | The contract value in the client's currency | 400,000 (in the project's currency) |
| Start / end date | The window for the whole schedule | 01-11-2026 → 31-03-2027 |
| Milestones | Name, due date, % or amount | Basement, 30-11-2026, 25% |
Want to plan and bill projects in more depth? See free project planning software and free project cost tracking software.
Tips for setting up projects
- Use milestones your client recognises, so each one is a natural point to invoice.
- Keep milestone % adding up to 100% so billing matches the contract value.
- Upload the signed contract before you submit, so approvers can check the terms.
- Review the project list daily for overdue milestones.
- Link a cost estimate to the project to see your margin before work starts.
Frequently asked questions
How do I create a project in Catalystk?
Go to Projects → Project, click New Project, enter the project name and details, add milestones, reviewers and approvers, then click Save and Submit.
Is the project code created automatically?
Yes. Leave Project Code empty and Catalystk creates a code such as PRJ-0001 when you save.
How do milestones and billing work?
Enter each milestone's due date and either % or amount. One milestone means a single payment; several mean milestone billing as each stage is completed.
Can I download a project in Excel or PDF?
Yes. Preview, print or email the project, or download it in Excel and PDF for free.
When can I invoice a project?
After it is approved. Then click + Invoice on each milestone, as shown in how to create an invoice from a project.
What's next: once the project is approved, create an invoice from the project for each milestone, or link a cost estimate to see your margin.
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