Project ledger gives you one structured view of project financials across planning, pipeline, invoicing, API-driven actuals, and final real values. This article explains how the feature works end-to-end, including dependencies on project data, reporting calculations, Sales API, Cost API, payments, and commissions.
AT A GLANCE
Pending/Confirmed/Invoiced are calculated by Qondor from reporting data.
Actuals/Actuals paid are built from Sale and Cost records on the project.
Real is entered manually by the project manager and is mandatory when finishing a project.
Total profit combines revenue and commissions.
PROJECT STATUS & REMARKS
At the top of Project ledger, you can update project status and maintain remarks used for internal follow-up.
Pending: project is created but not yet confirmed.
Confirmed: project is moved to confirmed status.
Finished: requires Real sales and Real revenue.
Cancelled: requires cancellation context.
Remarks are stored with project financial information and shown in ledger.
Read more: Project stages for financial forecasting
OVERVIEW SECTION
Pending and confirmed numbers
Pending
Products from the main offer only
Products with undecided status (answer not set or Maybe)
Products with price published
Confirmed
Products that are confirmed (answer = Yes)
Overview VAT handling
Standard/Margin: amounts excluding VAT
Referral: amounts excluding VAT
Pass-through: amounts including VAT
Invoice deposits: amounts excluding VAT
Read more: Estimated numbers explained
Read more: Billing models
COMMISSIONS AND TOTAL PROFIT
Commissions are grouped per supplier. In edit mode, project managers can enter real commission income, including [No supplier set].
Total profit combines revenue (sales minus cost) and commissions.
Read more: Detailed guide: Commissions in Qondor
Read more: Overview: Managing Commissions in Qondor
SALE & COST API INTEGRATION VIEW
If your office uses Sale and Cost API integrations, Project ledger includes API-driven actual finance visibility.
Actuals
Shown when the project has at least one Sale or Cost row
Based on amount excluding VAT in Actual sales and Actual costs
Actuals paid
Shown together with Actuals
Based on amount paid in Actual sales and Actual costs
Real
Set manually by the project manager
Mandatory when setting project status to Finished
Suggested Real values are selected in this order:
Actual values (if sales or costs exist)
Existing manually adjusted Real values
Invoiced values
Estimated values
Read more: API introduction
Read more: Qondor API & Webhooks
Read more: Reporting API
INVOICE SPECIFICATIONS
This section shows invoice/payment information used for invoiced financial totals.
Offer invoices: customer offer invoices listed here
Form: booker payments and customer form invoices listed here
Read more: Offer Invoice Specification
The following sections apply to offices with API integration:
ACTUAL SALES (API INTEGRATION)
This table contains Sale API records connected to the project.
Sales API operations used
Create sale
Update sale
Get by id
Get by external reference
Get all for project
Delete
Typical required fields for create
projectNumbercustomerNameissuedDateamountExclVatvatAmountamountInclVatamountPaid
Reference matching behaviour
If reference is provided on a Sale, Qondor attempts to match a payment by payment order id or payment external reference (in the same project), then links that payment to the Sale if found.
ACTUAL COSTS (API INTEGRATION)
This table contains Cost API records connected to the project.
Cost API operations used
Create cost
Update cost
Get by id
Get by external reference
Get all for project
Delete
Typical required fields for create
projectNumbersupplierNameissuedDateamountExclVatvatAmountamountInclVatamountPaid
Office setting affecting amounts
Some offices use an API cost inversion setting. If enabled, Cost API amounts are stored with inverted sign.
Read more: Supplier API
VALIDATION AND INTEGRATION RULES
Identity and updates
Use stable
externalReferencevalues from your source systemUpdate existing rows instead of creating duplicates
Update endpoints use id or external reference patterns depending on contract
Uniqueness
Sale external reference must be unique per customer scope
Cost external reference must be unique per customer scope
Currency and amount consistency
Sales invoice currency fields must be consistent when used
Cost supplier currency fields must be consistent when used
Access control
API user must have access to office/project to read and write Sales and Costs
RECOMMENDED INTEGRATION OPERATING MODEL
Send Sales and Costs from back-office continuously or on short intervals
Always include correct project mapping and stable external references
Use update calls for corrections
Refresh Project ledger after sync jobs
Reconcile totals with source system regularly
CUSTOMER VALUE
For project managers
One financial cockpit from pipeline to final result
Faster decisions with clear Actual vs Real tracking
For finance teams
Less manual re-entry from ERP/back-office
Stronger traceability through external references
Easier month-end validation of paid vs unpaid movement
For operations leadership
More reliable margin visibility
Better forecast-to-actual control across projects
Cleaner handover when projects are finished
Read more: Qondor concepts explained
TROUBLESHOOTING QUICK CHECKS
Actuals not shown: verify at least one Sale or Cost exists on the project
Duplicate reference error: check external reference uniqueness in source system
Unexpected cost signs: verify office invert-cost setting
Cannot finish project: ensure Real sales and Real revenue are entered
Contact Qondor support for payload validation and mapping support.