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.

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

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

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.

Calculated fees

If your office uses the Calculated fees module, the ledger's Overview section includes your fee income:

Fees — the total fee amounts on the project, split into the same Pending, Confirmed and Invoiced columns as the rest of the overview.
Total sales — your sales and fees combined, giving the full picture of project income.

Fees are calculated automatically from the fees applied to the project's products, so the ledger always reflects the current state of your offers and invoices — there is nothing to enter manually.

The Project Ledger Overview with the Fees row showing pending, confirmed and invoiced fee income, and the Total sales row combining sales and fees

Fee income shown in the Project Ledger, alongside sales.

📌 Note: The Fees rows are only shown for offices where the Calculated fees module is enabled. Read more in Overview: Understanding and managing Calculated fees in Qondor and Setting up and using calculated fees.

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

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

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

projectNumber
customerName
issuedDate
amountExclVat
vatAmount
amountInclVat
amountPaid

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

projectNumber
supplierName
issuedDate
amountExclVat
vatAmount
amountInclVat
amountPaid

Office setting affecting amounts

Some offices use an API cost inversion setting. If enabled, Cost API amounts are stored with inverted sign.

Validation and integration rules

Identity and updates

Use stable externalReference values from your source system
Update 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.