Managing an existing project

Plans change. This page covers how to edit a project after it’s created and how those edits ripple through the rest of Monograph.

Edit the service fee

Click the Edit icon next to the fee total on the Project Budget page. You’ll see two optional checkboxes:

• Update phase budgets — reapplies your existing phase percentages to the new fee. (If Schematic Design was 25% of the budget, it stays 25% of the new total.)
• Update hours on roles — reapplies each role’s percentage of its phase budget to recalculate planned hours.

If you leave both unchecked, only the fee changes and you’ll need to reallocate phase budgets and role hours by hand.

When you can't use these options

You can’t use Update phase budgets or Update hours on roles if any phase has an end date in the past or a status set to Complete.

Edit phases

Click the Edit icon to the right of a phase to change its budget, dates, or linked phase. To reorder, collapse all phases, then drag the dotted handle.

• Avoid changing a phase budget that’s already been invoiced — it creates inconsistencies in the Invoice Builder.
• A phase that’s been invoiced or has expenses can’t be deleted until those are removed first.

Edit team members

• Replace someone: click the three dots next to their name → Change Team Member (keeps the same role and rate). If they’ve already logged time, add the new person via + Assign Team Member instead.
• Edit a role or rate: click the Edit icon next to the billable rate.
• Remove someone: three dots → Delete. This also deletes their logged timesheet entries for that phase.

Locked by open invoices

Roles in an hourly phase tied to an Open invoice line item can’t be edited until that invoice is handled.

Edit consultants & general details

• Consultant fee: click the Edit icon on the Consultant Fees tab. A consultant already on an invoice can’t be edited or deleted until that invoice is removed.
• Project details: use the Details tab to update the name, number, client contact, address, color, or notes.

Client is locked for won leads

If a project was created from a lead marked Closed/Won, its client can’t be changed later — even before any invoices exist.

Archive vs. delete

Archiving hides a project from the main list while keeping its data — find it under the Archive tab and unarchive anytime.

1. Open the project and click More in the top-right corner.

2. Select Archive (or Delete).

Archiving doesn't stop projections

Archiving only hides a project. To keep it out of future workload projections, also set its status to Cancelled, Paused, or Completed.

Deleting is permanent

Deleting removes all of a project’s data for good — it can’t be recovered.

Next steps

Phases & timelineHow phases, fees, and linking work.

Budgets & feesSet and adjust service, consultant, and expense budgets.