The "Settings" tab is the place to individually configure a project in Leadtime. These settings relate not only to task management, but also to documentation, invoicing and the distribution of roles in the team. Settings is divided into 5 areas via a vertical menu.

The "Basic settings" menu item is the starting point. All basic information and project-related options can be found here in a clearly structured form.

The page has a two-column structure:

The current status of the project can be selected at the top. This is particularly relevant for individual projects, as they typically go through different phases - from the sales phase to implementation and acceptance.

Example status values:

The available project statuses can be adjusted in the workspace settings under Project settings > Project phases.

The Deadline field defines the project deadline - i.e. the planned delivery date or the desired handover date. This information is used in several places in the system, for example for planning and in quotation and billing documents.

Basic project details can be maintained here:

The behavior of the integrated ticket system for this project is controlled here.

A toggle button activates or deactivates the option to send express quotes to customers from tasks. The feature is particularly suitable for support or change requests with a clear scope.

All task types that should be available in the project can be activated in this field. Examples

Here you define the work activities to which times can later be booked. Typical activities:

A standard person responsible can be defined here - such as a project manager or account manager. The person entered is named in automatically generated documents (such as contracts or specifications) and linked to the project throughout the system.

In the last section, you control who has access to the project.

A toggle button determines whether guest users (e.g. customers) should also have access to the project. If access is activated, external users with the appropriate authorizations can work on tasks via the customer portal.

Projects can either:

In the Settings tab of a project, under the Document settings menu item, you will find several options that determine how automatically generated documents (such as specifications, quotations or contracts) are to be formatted and structured in the respective project. These settings are project-specific and overwrite - if desired - the default values that have been stored for the entire organization.

Here you specify whether all documents generated in this project should contain a title page. There are three options to choose from:

As with the title page, you can also specify here whether an automatic table of contents is inserted:

The Heading style option determines how headings should be numbered within the documents - an important detail, especially for structured, longer documents with many sections. The following options are available:

💡 Important: This automatic numbering is particularly useful because documents in Leadtime often contain conditional sections that are shown or hidden depending on certain form responses. Only dynamic numbering can guarantee a consistent and logical structure - regardless of which sections are visible in the specific case.

In this field, you can enter a person from the customer organization as the default contact person. This person is automatically entered as the recipient or addressee in all generated documents - e.g. in the quotation, specifications or contract. This saves time during creation and ensures consistent communication.

In the General billing settings submenu, you define how the selected project is to be billed in Leadtime. These are central default settings that affect the invoicing for this project - in particular with regard to mixed or separate invoices and the selection of the project version to be used for invoicing.

Here you define the basic logic according to which invoices are created:

In this field, you specify to whom invoices should be addressed by default. This is a person from the organization to which the project is linked. This contact is automatically pre-assigned when the invoice is created, but can be overwritten manually if required.

A particularly important point for individual projects:

As several quotation versions are often created during project preparation, you must define which of these versions forms the basis for invoicing. Leadtime offers you two separate selection options for this:

Subscription billing in Leadtime makes it possible to efficiently manage regularly recurring services within a project - ideal for SaaS products, maintenance contracts or modular service packages. All settings for this can be found in the Settings > Subscription billing tab of a project.

Leadtime offers two options for configuring subscriptions individually and freely. You can create these via the "Add new" button in the top right-hand corner.

A fixed-price subscription defines a recurring fixed amount that is billed at a certain interval (e.g. monthly).

Typical application: Monthly basic fee for hosting, support or license.

Configurable fields:

Example:

A customer pays €100 every month from 01.11.2024 to 30.11.2025.

With this variant, a price is charged per unit - for example, per active user, per API access or per module used. The unit is entered manually during billing.

Typical application: User or transaction-based SaaS packages.

Configurable fields:

Note: The unit (e.g. number of users) is specified manually for each invoice.

In addition to manually maintained subscriptions, automatically generated subscriptions can also appear. This happens when you add a product from the product catalog to a project that has a subscription pricing model. In this case, the subscription is automatically entered in the third block of this page.

Advantage:

If you have clearly defined your services in the product catalog, there is no need to enter them manually. The pricing logic of the product is automatically adopted.

Important: For individual projects, the billing of subscriptions - whether created manually or generated automatically - only begins from the time the project has reached the "Billing" status. This ensures that no premature subscriptions are invoiced during the project term.

In the Advance payments submenu, you can manage payments that are invoiced before the final project billing - such as down payments or partial invoices, which are common for larger projects.

For extensive projects, it is often useful (and common) to agree interim payments with the customer. For example:

The advance payments module is designed precisely for scenarios like this.

When you add a new advance payment, you create an entry with:

This payment then appears as a separate item in the project view under advance payments.

At the same time, a corresponding invoice is automatically prepared in the billing area. The recorded payment is deducted from the subsequent total invoice - it is therefore included directly in the final invoice.

This ensures that: