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Project Ledger

A clearer, more structured financial overview with unweighted numbers - including commissions and total profit.

Written by Nitu Kaur Sabbharwal

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, Cost and Commission 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

Real

  • Set manually by the project manager

  • Mandatory when setting project status to Finished

Suggested Real values are selected in this order:

  1. Actual values (if sales or costs exist)

  2. Existing manually adjusted Real values

  3. Invoiced values

  4. 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].

If your office uses the Commission API, actual commission from your finance system also shows here. The Commissions row gets an Actuals and an Actuals paid figure, and expanding the row breaks both down per supplier, right next to Pending, Confirmed and Real. Anything posted without a supplier is grouped under [No supplier set], the same as Real commission.
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Beneath the overview, an Actual commissions list shows every line posted by your finance system, with sortable columns and a total row.

Tip: A project gets the Actuals and Actuals paid columns as soon as it has one commission actual, even with no actual sales or costs at all.

Note: Actual and Real commission never overwrite each other, so the two figures can always be compared side by side.

🔒Note: Available to offices with Commissions enabled.

Total profit combines revenue (sales minus cost) and commissions.

Read more: How to store and track Commissions in Qondor
Read more: Overview: Understanding and managing Commissions in Qondor

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 & commission API integration view

If your office uses Sale, Cost or Commission API integrations, Project ledger includes API-driven actual finance visibility.

Actuals

  • Shown when the project has at least one Sale, Cost or Commission row

  • Based on amount excluding VAT in Actual sales, Actual costs and Actual commissions

Actuals paid

  • Shown together with Actuals

  • Based on amount paid in Actual sales, Actual costs and Actual commissions

Read more: API introduction

Read more: Qondor API & Webhooks

Read more: Transfer invoice statements to your finance system using REST API

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

Read more: Customer Form Invoice specification (bookings)

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

  • 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.

Read more: Supplier API

Actual commissions (API integration)

This table contains Commission API records connected to the project. The API is the only way to create or update these — there's no manual entry point in Qondor.

Commission API operations used

  • Create commission

  • Update commission

  • Get by id

  • Get by external reference

  • Get all for project

  • Delete (by Qondor id only — there's no delete by external reference)

Typical fields for create

  • projectNumber, officeId — identifies the project

  • reference, externalReference — your own references; externalReference can also be used for update and read

  • supplierId or supplierExternalReference — links the commission actual to a supplier

  • supplierName, supplierNumber — free-text supplier details, used when no supplier is linked

  • description

  • paidDate, isPaid

  • amountExclVat, vatAmount, amountInclVat, amountPaid — project currency

  • supplierCurrency (or supplierCurrencyCode), supplierAmountExclVat, supplierVatAmount, supplierAmountInclVat, supplierAmountPaid — the same amounts in the supplier's own currency

Reference matching behaviour

Matched to a project using either the Qondor id or your own external reference, on the same terms as Sale and Cost.

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

  • Commission 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

  1. Send Sales and Costs from back-office continuously or on short intervals

  2. Always include correct project mapping and stable external references

  3. Use update calls for corrections

  4. Refresh Project ledger after sync jobs

  5. 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, Cost or Commission 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.

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