Projects, milestones and deliverables
- Free
- Solo
- Team
Once you connect an AI app to Kiaro, you can ask it about your projects and have it keep them up to date. It works with the same projects, milestones and deliverables you see in Kiaro, and follows the same rules.
What you can ask
| You say | What happens |
|---|---|
| ”Which projects end in the next 30 days?” | Lists unfinished projects with an end date in that window |
| ”Which of my projects are at risk of going over budget?” | Checks how each project is tracking: budget or estimated hours used, time logged and tasks done |
| ”Create a fixed-price project for Northwind called Brand refresh, 12,000 budget, with three equal milestones” | Creates the project and its milestones |
| ”Move Brand refresh to on hold and push the end date to March” | Updates the project |
| ”Add a 2,500 milestone called Design sign-off to Brand refresh, due 14 November” | Adds the milestone after the existing ones |
| ”Mark the in-progress Discovery milestone on Brand refresh as completed” | Moves the milestone one step along (a pending milestone has to be started first) |
| “Which milestones are ready to invoice?” | Lists completed milestones that have not been billed yet |
| ”What deliverables are overdue?” | Lists deliverables whose due date has passed |
| ”Add a deliverable called Brand guidelines to Brand refresh, due next Friday” | Creates the deliverable |
| ”Mark Brand guidelines as delivered” | Updates its status |
What it can change
- Projects. Name, status (planning, in progress, on hold or completed), billing type (hourly, fixed or mixed), budget, hourly rate, project lead, start and end dates, and notes. Amounts are in the client’s currency.
- Milestones. Name, amount, due date, description and status. Status moves one step at a time: pending, then in progress, then completed. A milestone can go back from in progress to pending. Reopening a completed milestone needs an admin. A completed milestone is locked until it is reopened, and an invoiced milestone can’t be changed. If a project already has a milestone with the same name, adding it again does nothing.
- Deliverables. Name, status (pending, in review, delivered or approved), due date and notes. Files are attached in Kiaro, not through your AI app.
Everything your AI app changes is recorded in your activity log as coming from the app.
Actions that need your approval
Deleting a project never happens straight away. Your AI app gives you a link; open it in Kiaro, check what will be deleted, then approve or reject it. The approval page shows how many tasks, deliverables, milestones, meetings and knowledge base articles go with the project. See Approvals.
Kiaro refuses to delete a project, and tells your AI app why, in these cases:
- It has tasks that are to do or in progress.
- It has logged time entries.
- It has invoices, proposals or SOWs attached.
Everything else on this page happens directly, and you can change it back in Kiaro at any time.
Good to know
- Plan limits apply. On the Free plan you can’t add a project to a lead, or to a client who is past, inactive or lost. Your AI app tells you and can ask whether to activate or reactivate the client first. Solo and Team have no such restriction.
- Some things stay in Kiaro. Moving a project to another client, and deleting a milestone or a deliverable, are done in Kiaro itself. Your AI app can move a task to another project; see Tasks and comments.
- Admins reopen milestones. If you are not an admin, your AI app can’t reopen a completed milestone for you.
- Money is shown in the client’s currency. Totals are never added across currencies.