Project Management
Lock Transactions on Completed Projects
Prevent edits to completed projects by locking all associated transactions — ensuring financial accuracy and clean project closeouts.
Locks all transactions — jobs, estimates, invoices, purchase orders, requisitions, returns, bills, and timesheets — when a project's status is set to Completed.
Administrators, accountants, estimators, project managers, and operations managers. Account configuration is required — contact your success or implementation manager to enable.
Closed Beta
This feature is currently in closed beta and is subject to change.
Overview
How It Works
If you don't want projects to be edited after completion, you can lock them. This prevents users from adding or updating jobs, estimates, invoices, purchase orders, requisitions, returns, bills, and timesheets when a project's status is Completed. In addition, this ensures a project can't be marked as Completed until all of its transactions are closed or removed.
Things to Know
This is a global setting that affects all projects.
This feature is retroactive. Any Completed projects created before enabling it will be locked.
This feature includes two new Job Booking & Dispatching Permissions:
| Permission | What It Allows |
|---|---|
| Set project to completed status | Allows the employee to mark a project as Completed. |
| Set project from completed status to another | Allows the employee to reopen a Completed project by choosing a different status. |
📌 Note: If an employee tries to edit or remove transactions on a Completed project, an error pop-up explains the project is locked.
📌 Note: If an employee tries to complete a project with open transactions, an error pop-up with links to the open items appears.
Configuration
Set Up Lock Completed Projects
To start using this feature, enable it under Project Settings and set employee permissions accordingly.
Enable the Lock Completed Projects Setting
Go to the navigation bar and click Settings ⚙.
In the side panel, click Operations > Project Settings.
Click the Lock Transactions of Completed Projects toggle.
When finished, click Save.
Set Employee Permissions
Under employee permissions, go to the Job Booking & Dispatching section.
To allow an employee to mark projects as Complete, click Set project to completed status.
To allow an employee to set completed projects to other statuses, click Set project from completed status to another.
When finished, click Save.
Reference
Project Completion Requirements
Once Lock Transactions of Completed Projects is enabled, a project's status can only be changed to Completed after all of the following conditions are met:
| Transaction Type | Completion Requirement |
|---|---|
| Jobs | All jobs must be complete or canceled. |
| Purchase Orders | All purchase orders must be received or canceled. This includes job POs where the job is part of a completed project. |
| Applications for Payment | All applications for payments must be closed, meaning the balance and retainage is at zero. |
| Invoices | All invoices must be exported or attached to a canceled job. This includes job invoices that are part of a completed project. |
| Project Requisitions | All project requisitions must be completed or canceled. This includes requisitions where the job is part of a completed project. |
| Returns | All returns must be canceled or exported. This includes a job's return where the job is part of a completed project. |
| Bills | All bills must be exported. This includes bills for POs on a job that is part of a completed project. 💡 Note: Bills don't need to be exported if Payables is enabled in your account. |
Want to learn more? See Understand project records for additional context on project management in ServiceTitan.