Project Management
Managing active projects, setting milestones, and tracking deliverables
On This Page
Dashboard Overview
Your project dashboard is the central hub for managing all active and completed projects. Access it from the main navigation or at /projects.
Understanding Project Cards
Each project is displayed as a card with key information at a glance:
Clearly labeled with current status badge (Pending, Active, In Review, etc.)
Total project value with currency indicator
Days remaining and visual progress indicator
View details, message freelancer, approve work
Filtering & Sorting Options
Project Status Lifecycle
Projects move through different statuses as they progress from creation to completion:
Pending
Awaiting AcceptancePayment link created but freelancer hasn't accepted yet. You can edit project details or cancel without penalty.
Active
Work in ProgressFreelancer accepted and is working on deliverables. Funds are secured with payment protection. You can communicate via messages and track progress.
In Review
Awaiting Your ApprovalFreelancer marked work as complete and submitted deliverables. Review the files and either approve, request revisions, or raise a dispute.
Revision Requested
Changes NeededYou requested changes to the delivered work. Freelancer is making revisions based on your feedback. Payment protection remains active.
Completed
Paid & ClosedWork approved and payment released to freelancer. You can now leave a review and download final deliverables.
Disputed
Under ResolutionA dispute has been raised. Funds are frozen under payment protection while PayHeld's resolution process determines fair outcome based on evidence from both parties.
Cancelled
Project TerminatedProject was cancelled by mutual agreement or before freelancer acceptance. If funds were secured, refund processed to original payment method.
Milestones & Deliverables
Break large projects into manageable stages with milestone-based payments. Each milestone can have its own deadline, deliverables, and approval process.
Milestone Payments
PRO FeatureCreate projects with multiple milestones, each with custom amounts, deadlines, and deliverable requirements. Perfect for phased work and large contracts.
Standard Deliverables (All Users)
Even without milestones, clearly define what you expect to receive upon project completion:
Communication Tools
Effective communication is key to successful projects. PayHeld provides multiple ways to stay in touch with freelancers:
In-App Messaging
Real-time chat directly within each project. All communications logged for dispute resolution if needed.
✓ File sharing in chat
✓ Message history saved
HD Video & Voice Calls
PROFace-to-face meetings with 1080p HD video quality, crystal-clear voice, and screen sharing for better collaboration.
✓ Screen sharing & recording
✓ In-call chat & reactions
Email Notifications
Automatic email alerts for important updates: project accepted, work delivered, deadline approaching, etc.
✓ Instant delivery
✓ Reply via email
File Sharing
Upload and share files directly in project chat or deliverables section. No need for external file transfer services.
✓ Version control
✓ Virus scanning
Video Messages
PRORecord and send video messages (up to 5 minutes) for detailed feedback, walkthroughs, or project updates.
✓ 1080p video quality
✓ View tracking
Setting Expectations
Establish communication norms upfront: response time, check-in frequency, preferred channels.
✓ Preferred hours
✓ Emergency contact
💡 Communication Best Practices
File Management
Organize project files, track versions, and securely download deliverables all in one place.
Uploading Attachments
Attach reference materials, briefs, or assets when creating projects. Freelancers can access these files immediately upon acceptance.
PDF, DOC/DOCX, XLS/XLSX, images (JPG, PNG, GIF), videos (MP4, MOV), ZIP archives, code files
100MB per file • Unlimited files per project • Automatic virus scanning on upload
File Version Control
When freelancers upload revised versions, previous versions are automatically saved. Access any version from the file history.
Downloading Deliverables
Tracking Progress
Stay informed about project status with real-time tracking tools and automatic notifications.
Timeline View
Visual timeline shows key project events chronologically:
Activity Feed
Real-time updates on all project activities:
Deadline Reminders
Automatic email and in-app notifications keep both parties aware of approaching deadlines:
First reminder - plenty of time to deliver
Second reminder - deadline approaching
Final reminder - urgent delivery needed
Auto-Release Protection
When work is delivered and marked "In Review," a 7-day countdown timer begins. If you don't approve, request revisions, or raise a dispute within this period, payment automatically releases to the freelancer.
Best Practices
Do's
Don'ts
Frequently Asked Questions
Ready to Manage Your Projects?
Put these strategies into action and create successful project outcomes.