Milestones & deliverables

A project's Milestones & deliverables card holds two kinds of item:

• Payment milestones have a fixed amount and become billable once you mark them complete with evidence of what was delivered. Use them to bill a project per milestone instead of by the hour.
• Deliverables are tracked the same way (name, due date, completion with evidence) but are never billed: they don't appear on New invoice, aren't picked up by billing cycles, and don't count as unbilled work in reports. Use them for what you owe the client on any project, hourly or flat fee.

Both show on the calendar on their due date, and you're reminded when one is overdue.

The card is on every project for owners and admins. On a project whose Billing type is Milestone-based, new items start as payment milestones; on other projects they start as deliverables. Members see the card read-only (on projects that aren't milestone-based, only once there's something on it).

Who can do this: only owners and admins add, edit, complete, reopen and delete milestones and deliverables, in the app and over an API key or the MCP server alike.

How to add a milestone or deliverable

1. Open the card

   Open the project and find Milestones & deliverables. Click Add.

2. Pick the type

   Under Type, pick Payment milestone (billed when complete) or Deliverable (not billed).

3. Fill it in

   Enter a Name, an optional Description, the Amount (payment milestones only), and an optional Due date.

4. Save

   Click Add. It shows as Pending; a deliverable is also badged Deliverable and shows Not billed instead of an amount.

To change one, click the pencil next to it. You can change its type too, for example to stop billing a milestone the client no longer pays for separately. Once a milestone is invoiced it can't be changed.

If you leave the amount empty on a payment milestone you'll see Amount must be greater than zero (or make it a deliverable, which isn't billed). A due date that doesn't exist (say, February 30) gets That date doesn't exist.

How to complete one

Completing records what was actually delivered, not just a tick.

1. Click Mark complete.
2. Under Evidence of completion, describe what was delivered and how it was verified (required), for example Signed off by client on call 3/14, deployed to production.
3. Optional: add a Link (deployed URL, PR, doc) and/or Attach a file (PNG, JPEG, WebP or PDF; under 5 MB, or 25 MB when uploads go to S3-compatible storage).
4. Click Mark complete. It shows as Completed.

Click View evidence on a completed one to see the note, link and file.

How to reopen one

Click the reopen (circular arrow) button on a completed milestone or deliverable. It goes back to Pending and its evidence is cleared. You can only reopen a milestone that hasn't been invoiced.

How a payment milestone gets billed

A completed payment milestone that isn't on an invoice yet shows up on New invoice for the project's client (and is picked up by the client's billing cycle, if it has one). It becomes its own line: Project — Milestone: name, quantity 1 at the milestone's amount.

Once it's on an invoice it shows as Invoiced and is locked: it can't be edited, reopened or deleted. If the invoice is a draft that gets deleted, or the line is removed from the draft, the milestone goes back to Completed.

Deliverables never get here. Asking for one by id anyway (over the API or MCP) is refused with No eligible unbilled time entries, milestones, or expenses were selected.

How to delete one

Click the bin icon and confirm. Invoiced milestones can't be deleted.

Over MCP

list_milestones (any role; billable is false for a deliverable), and create_milestone, update_milestone, complete_milestone and reopen_milestone (owner and admin keys; a member's key gets Only owners and admins can manage milestones.). create_milestone takes billable (default true) and needs an amount for a billable one; update_milestone keeps the current type and amount when you leave them out. Due dates are YYYY-MM-DD. See the MCP server.