Changes to Budgeting and Pricing in Projectworks: What You Need to Know

Entity/Area

Change

Effect

GL Codes

The “Discount” GL Code attribute will be deprecated.

Budgets with GL Code of Type `Discount` will be reclassified as `Services` or `Non-Services' depending on the corresponding GL Code Type of that GL Code. 

Project Pricing Model

The project-level `Pricing / Budget Method` flag will be removed.

The tenant-level setting for ‘Enable project pricing options’ will be removed.

Instead of setting the pricing method at the project level, you will choose from fee types of “Top-Down”/”Bottom-Up” at the Budget/Timecode level.

This provides greater flexibility when building a budget.

Placeholder Support

Timecodes will be able to be assigned to placeholders, not just named users. 

This allows you to build up your budget pricing at timecode level, even before you assign specific people to these timecodes. 

Budget Build Logic

The “Budgeted Hrs/$” and “Expected Hrs/$” units used to create budgets for Hour * Rate projects will be replaced with flat “Allocated Hours/$” that can be assigned to users and/or placeholders in all projects. 

This simplifies how a budget is built and the type of hours assigned to employees and placeholders.

Entity/Area

Change

Effect

Budget User Interface

The budget builder is elevated from Project>Settings>Budget to Project>Budgets. In parallel, Project>Budget is renamed to Project>Overview.

This merges budget and timecode creation into one user interface and leads to an improved user experience with a faster workflow overall.

Terminology Changes

The term “Expected Hours/$” will be changed to “Allocated Hours/$”.

The term “Shadow” will be changed to “Placeholder” when assigning hours to a placeholder resource.

This improves clarity and consistency within the platform. 

Timecode Field Removal

The “BudgetedHours”, “Budget$”, “RemainingBudgetHours”, and “RemainingBudget$” fields will be removed from the timecode interface.

This provides a cleaner interface with legacy fields hidden. 

Budget-level custom fields and Xero Tracking categories

Budget-level custom fields will be able to be edited in bulk, alongside Xero Tracking Categories, using a standardized list view powered by the new "Hide/Show" table control.

Previously, Xero categories were editable in bulk through a custom user experience; now, both are managed consistently.

This provides a more intuitive, scalable interface for updating budget metadata across multiple records.

Create Project Flow 

When you first create a project, the Budget/Timecode steps will be removed from the initial wizard. You will be prompted to set these up post initial project creation.

This enables simpler, more flexible project setup. 

Clone Project Flow 

When you clone a project, you won’t preview/edit the budget before completing the clone. You will edit the budget of the cloned project afterward via the Budgets tab.

Slight change in workflow. 

Create / Update Quotes

Slight page layout changes in the “Create” and “Update Quote” flows to reflect the shift from Project-level Fee Type to Budget and Timecode-level Fee Types.

Minor visual updates; functional flow remains the same.

Timecode Allocation

When allocating timecodes, the columns “Worked (Hrs)”, “Worked ($)”, and “Cost of Hourly Worker (composed of Cost Rate Card and Cost Rate Amount)” will be hidden by default and controlled via the "Hide/Show" table settings.

This reduces clutter in the default view and provides more control over what financial and effort data you see.

Entity

Change

Effect

GET /Projects

Updated.

0 out ‘ProjectBudgetTypeID’ and mark as deprecated (to be removed later). 

Part of shift to modular budgeting.

GET /Modules/BudgetTypes

Mark as deprecated (to be removed later).

GET /Modules/BudgetFrequencies

Mark as deprecated (to be removed later).

GET /Modules/FeeTypes

Added.

GET /Modules

Updated.

False out ‘IsDiscount’ and mark as deprecated (to be removed later).
'FeeTypeID int' > added.

Enables module-level pricing control. 

GET /Module/{moduleID}

False out ‘IsDiscount’ and mark as deprecated (to be removed later).
'FeeTypeID' int > added.

POST/PUT/PATCH /Modules

'FeeTypeID' int > added (defaults to TopDown).

GET /Tasks/FeeTypes

Added.

GET /Tasks

Updated.
'FeeTypeID' int > added.
Fee decimal > added.
Placeholders list > added.

GET /Tasks/{taskID}

Updated.
'FeeTypeID' int > added
Fee decimal > added
Placeholders list > added

GET /Task/{taskID}/Placeholders/{placeholderID}

Added.

PUT /Tasks/{taskID}/Placeholders

Added.

Allows placeholders to be added to timecodes.

DELETE /Tasks/{taskID}/Placeholders

Added.

Allows placeholders to be deleted from timecodes.

GET Common/GLCodes

Updated.

False out ‘IsDiscount’ and mark as deprecated (to be removed later).

Enables simplification of budget building.

Task Validation Rules 

If `Module.FeeTypeId = 1`: `Task.FeeTypeId` must be null.<br>- If `Module.FeeTypeId = 2`: `Task.FeeTypeId` must be 1 or 2 (not null). 

Prevents inconsistent pricing.