In this article
Projects in Hubflo are your all-in-one solution for managing client work, tracking progress, forecasting revenue, and keeping your team and clients aligned.
Turn On/Off the Projects Module
Before creating your first project, make sure the module is on and renamed to your business needs.
Go to Settings → Organization & Branding → Customize the Projects module
Toggle Projects to ON/OFF
Choose a name for your projects in Hubflo. You can rename “Projects” to fit your industry or team’s workflow. For example:
“Deals” (for sales teams)
“Engagements” (for consulting firms)
“Matters” (for legal teams)
Or keep the default: Projects
Understanding Project Boards, Stages & Structure
Projects in Hubflo are visual, flexible, and built around boards. Each board represents a specific type of work, like Client Onboarding, Sales Pipeline, or Monthly Retainers.
Inside each board, you define stages to track your process.
Each stage in a board has 3 key elements:
Field | What It Means |
Stage Name | The label for each step in your process (e.g. “New”, “Work in Progress”) |
Status | Marks the stage as |
Win Probability (%) | Forecasts the chance of success or revenue captured from that stage |
Notes on Win Probability
Win Probability is best used when:
You’re tracking sales or deal pipelines with uncertain outcomes
You want to forecast revenue based on likelihood to close (like in CRMs)
The client hasn’t signed or confirmed the work yet
Copy the Stage API ID (for automations)
Need to connect this project stage to an automation?
You can copy the Stage API ID directly from your board settings. This is especially useful if you're setting up a workflow in Zapier or another integration tool—it's the exact value you'll use when referencing the stage in a Zap.
Here are just a few things you can automate:
Send a Welcome Packet automatically when a project is created
Trigger a reminder email to internal users if a project stays in a specific stage for more than X days (e.g. “Waiting on Client Approval”)
Create tasks or send messages when a project moves stages
Notify billing teams when a project reaches “Filed & Invoiced”
💡 Pro tip: The Stage API ID in Hubflo = the Stage ID in Zapier.
Use it to trigger actions when a project enters a specific stage (e.g., send an email, assign tasks, notify your team).
Create a Project
With your Project Board set up, you can create new projects to start tracking work. To get started, head to the Projects module from the left-hand sidebar.
Click the “New” button in the top right.
Choose:
“Project” – to create a standalone project, or
“Project + Workspace” – to also create a client workspace.
⚠️ Note: Creating a Project + Workspace does not automatically invite or display the workspace to the client. To give your client access, you’ll still need to manually invite them to the workspace after it's created.
Fill in the Project Details
Project details includes things like who's involved, estimated revenue, start/end dates, etc. Here's an example setup for a tax prep project:
Title |
|
Link to a client/contact |
|
Owner |
|
Other participants | Add any internal collaborators (optional) |
Stage |
|
Estimated Revenue |
|
Start Date |
|
End Date | (Optional—use if deadline is known) |
Workspace Template |
|
Tags | Add tags to help with filtering (e.g., |
Create Chat Room | Toggle on this option to open a dedicated space for client messaging |
Manage a Project
Once your project is created, you can manage every part of it from the Project File—a central space where you and your team can collaborate, track progress, and stay aligned with your client.
To make changes to the project name or other details, navigate to the tabs across the top of your project file and click on the three dots (⋯) > Edit.
Need to add a proposal, invoice, files, or more? Just click on the plus icon (+) at the top-right of your project file.
From there, you can quickly:
Add a proposal
Generate or view an invoice
Upload or access files
Trigger actions or automations
Tip: This menu is your shortcut to managing client and project interactions—all in one place.
Manage Tasks
Navigate to the Tasks tab inside your project to add your to-dos. You can see them in Board view (Kanban-style) or List view.
Click on the task title to change the task type, write a description, due dates, attachments, comments, track time (🕒 on the top right), or assign people to it.
Want to display tasks as a Kanban board in your client’s workspace?
When linking a Project to a client workspace you can turn on the Kanban view—making it easier for clients to follow progress at a glance, grouped by project stages (e.g. “To Do,” “In Progress,” “Completed”). Visit this article to learn more about Kanban view.
For more in-depth information about tasks, visit this article.
🗒 Add Notes, Emails, Events & More
Use the tabs across the top of your project file to keep everything in one place:
Notes – Add internal comments, meeting notes, or reminders
Emails – View or send client emails linked to this project
Events – Schedule meetings, calls, or deadlines
Billing – View or send invoices directly from the project
Content – Store contracts, tax docs, spreadsheets, or forms
⏱ Track Time & Expenses
In the Time tracking and Expenses tab of your project, you can log and monitor:
Time spent by you or your team (manual or automatic logging)
Project-related expenses like software costs, contractor fees, or travel
For more in-depth information about tracking time and expenses, visit this article. https://support.hubflo.com/en/articles/6781917-everything-to-know-about-tasks
Manage Linked Contacts
On the Info panel, quickly access key contact info for the client and click to Edit or Create email.
Add Tags & Properties
On the Info panel, add Tags to help organize and filter projects (e.g. Tax Filing, Corporate, Q2 2025). You can also add Properties like Location, Start Date, and End Date to stay on schedule and keep your pipeline organized.
