One project, one margin, while it is still running.
Fiatto attaches purchasing, hours and invoicing to the same project. You see the margin while the work runs, bill milestones, change orders and hours from one list, and the portfolio board shows which project needs steering.
Included from CompleteThe problem
A project's margin is often only known once it is finished.
A post-calculation afterwards
Purchasing sits in the accounts, hours in a time-tracking tool and the budget in a spreadsheet. Only after delivery does someone put them side by side.
Work that never gets billed
Hours and rechargeable costs sit idle because nobody sees what is ready to invoice.
Change orders without approval
A change is agreed verbally and turns into a dispute at the final account.
Three steps from budget to delivery
Calculate, invoice and steer on the same project.
Example · fictitious data
1 · Calculate
An actual margin, not a second set of books
Project costs come from purchasing: what is ordered, what is received and what is invoiced, plus approved hours at cost price. Revenue comes from milestones, change orders and billed hours. If an amount cannot be valued, for example foreign currency without a rate, the margin shows as unknown rather than zero.
2 · Invoice
Work in progress in one list
Approved hours at billing rate and rechargeable costs, with a markup if you set one, are ready in work in progress. Milestones support advance payments and retention. The client approves change orders through a share link, without seeing your cost price.
3 · Steer
A traffic light across the whole portfolio
The portfolio board turns a project red on a negative margin or a cost or schedule index below 0.9, and amber on high risk or orders above budget. An asset-build project is capitalised to fixed assets on completion, and a project only closes once there are no open milestones, retentions or unbilled hours left.
Plan and steer
Know where the project will end up, not just where it stands.
Example · fictitious data
4 · Plan
A critical path and a frozen baseline
Tasks with dependencies give a Gantt schedule with the critical path and the float per task. You freeze a baseline; replanning creates a new version, so you keep seeing the variance against the original plan.
5 · Forecast
Earned value, risk simulation and an AI forecast side by side
Earned value gives the cost and schedule index (CPI and SPI) and a forecast at completion. A Monte Carlo simulation on cost and schedule shows P50, P80 and P90. An AI forecast also gives an expected end date and final cost with its reasoning. It remains advice and posts nothing.
6 · Choose
Capacity and portfolio in one view
Capacity per person per week combines planned hours, tentative bookings, absence and written hours. On the portfolio you run scenarios: stop a project, move it or start a new one, with the effect on margin, utilisation and cash flow. You group related projects into a programme with its own benefits, risks and status report.
Setup
Start with one running project.
Record the project and its budget
Set the budget, the milestones and, if needed, an advance or retention on the project.
Set the rates
Record the cost price and billing rate per role or employee, so hours count correctly on both sides.
Book purchasing and hours to the project
Choose the project on a purchase request and when writing hours. The margin and work in progress fill themselves.
Questions about projects
Does the client see our margin on change orders?
No. Through the share link the client sees the description and the amount excluding VAT that they approve. The cost price and the resulting margin are not included.
How does retention on a milestone work?
The milestone invoice stays complete, with VAT on the full amount. The client withholds a percentage, up to 20 percent of the amount including VAT, and that part becomes a separate receivable that is due on completion.
Can we close a project with open items?
No. Closing is refused while there are open milestones, retentions or unbilled hours, or a pending capitalisation or percentage-of-completion revenue entry. The message names what is still open.
Does the AI forecast make decisions?
No. The AI forecast sits next to the earned value calculation and the P80 from the Monte Carlo simulation, with its reasoning. It writes nothing to the project figures or the ledger.
Do we need Fiatto's own ledger?
Not for projects themselves: margin, work in progress, invoicing and planning work alongside your own accounting system. Only IFRS 15 percentage-of-completion revenue recognition and capitalising an asset-build project to fixed assets post in the own ledger.
See how this works on your projects?
30 minutes, on one of your running projects.
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