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Yes. ProjectoFolio has nothing to show you signed out — every project is private to the people invited to it. Creating an account is free and needs no card.

Either Continue with Google, or with an email address and password. If you sign up with a password, open the verification link we email you before your first sign-in; until you do, sign-in is refused. The link lasts 24 hours, and submitting the sign-up form again sends a fresh one.

Check spam first. If it is genuinely missing, submit the sign-up form again with the same address.

Use Forgot password? on the sign-in page. The page gives the same answer whether or not the address has an account — that is deliberate, so nobody can use it to find out who is registered. If you signed up with Google there is no password to reset; just use Continue with Google.

An invite is tied to one email address. Sign in with exactly the address the invite was sent to, or ask the project owner to re-issue it to the address you actually use.

Only the project owner can. In the project’s Invite someone section, enter their email address, pick a role, and press Create link. ProjectoFolio does not email the invite — you get a link to send them yourself, with a copy button and a WhatsApp button next to it. Invites expire after 14 days.

Yes. The owner can open Manage permissions at the top of the project page and exclude any member from a whole category or from an individual file. Excluded items simply do not appear for that person.

No. Whoever created it is the owner, permanently.

It has passed its end date and gone stale. Everything stays readable and downloadable, but nothing new can be added. Only the owner can bring it back, by moving the end date forward in the project’s End date section.

Drawings, PDFs, office documents, images and video. PDFs, images and video open inside ProjectoFolio; anything else downloads.

Owners and editors can tick several files — or a whole category, using the box in the table header — and take them away as one zip.

Ask the project owner. Deleted files go to Recently deleted on the project page, which only the owner sees, and Restore puts them straight back. After the retention window — 14 days on Free, 30 days on Starter and 180 days on Pro, Pro Extended and Business, set by the project owner’s plan — they are permanently gone and nobody can bring them back.

Files in the trash still count against your allowance until they are permanently removed. That is by design; it is what makes Restore possible.

The person you assign it to gets an email with the project, the task and a link to their task list. Assigning something to yourself sends nothing.

Yes — that is the point. The assignee can start, finish and reopen their own tasks without going through an owner or editor.

It does not have enough evidence attached yet. The checkpoint tells you how short it is (“2 of 4”). Attach the missing photos and try again.

An owner or an editor. If a specific reviewer was named on the checkpoint when it was created, only that person can sign it off.

The reviewer had to leave a comment saying why. Fix what it says, attach any new evidence, and submit it again.

There are five. See the Plans page for the full comparison; in short:

Starter, Pro and Pro Extended are priced including VAT — the figure above is the total you pay, with nothing added at checkout. Business is priced excluding VAT, so VAT is added on top at checkout.

The AI assistant is on every plan, Free included — you bring your own Anthropic key and Anthropic bills you, so there is nothing for us to tier.

Every numeric limit has a 10% grace band: just over, everything still works with a warning; well over, further additions are refused. Three things are features rather than numeric limits, so they have no grace at all: video upload, off on Free and Starter; handovers and full exports, off on Free; and account sharing, off on Free, Starter, Pro and Pro Extended.

The owner’s. If you are on Free but working on a project owned by someone on Business, that project has Business limits.

On the Plans page. Payment goes through Stripe — we never see your card details. Your current plan has a Manage subscription button that opens Stripe’s portal for changing the card, downloading invoices and cancelling. Cancelling deletes nothing; the account simply returns to Free limits.

Give it a few seconds and reload. Plans change when Stripe confirms the payment, not the instant you press the button.

It lets someone you trust work inside your account as if they were you — an office manager who keeps your projects and hours in order, say, or a partner who covers while you are away. They see and can change your work: every project you own and the workforce area with its pay rates and costs. They can also use the AI assistant in your projects, on your key. Your plan, your billing and your AI key stay under your control. It is not the same as inviting someone to a project, which gives them one project with a role you choose. If they only need one project, invite them to it instead.

Both of you need your own ProjectoFolio account, and both accounts must be on the Business plan. Nobody shares a password: each person signs in as themselves.

Go to Your account → Account sharing, enter the email address of their ProjectoFolio account and press Share my account. Adding someone does not send them an invitation or an email, and it does not create an account for them, so tell them yourself. They show as Not yet accepted in your list until they switch in for the first time and confirm they will work on your behalf.

Open Accounts in the top bar and pick the account’s owner. The first time, you are asked to confirm that you will use the owner’s data, including the pay and hours of the people they record, only on their behalf and on their instructions. You cannot switch in until you agree, and you are asked only once for as long as the access lasts. A banner across the top of every page says whose account you are working in. To leave, press Switch back in the banner, or choose My account under Accounts. Signing out also ends it.

Only the owner can:

• delete the account;
• change its Issuing identity (the invoice issuer details);
• manage who the account is shared with;
• use admin pages;
• change the plan, open Manage subscription, change the card or cancel;
• replace, remove or test the AI key, or change the consent to send documents to Anthropic.

To do any of those in your own account, switch back first.

Under Your account → Account sharing, press Remove next to the person. If they are working in your account at that moment, their next click takes them back to their own. The same happens automatically if either of you moves off Business. You can still see and remove people after downgrading; their access is paused until both accounts are on Business again. If you remove someone and add them again later, they have to confirm again before they can switch in.

Yes. What they do in your account is recorded under their own name, not yours: chat and task messages, uploads, checkpoint sign-offs, credential reveals, hours changes, exports, documents they send and AI questions all show who actually did them. The projects, the workforce records, the subscription and the AI key stay yours. We also record, against their account, each time they switch in and out, and the list under Account sharing shows everyone who has access and since when.

You do. While they are in your account the assistant uses your Anthropic key, so their questions are charged to your Anthropic account. Their use shows under their name in Who used your key on your AI assistant page. They cannot change or remove your key; to stop the charges, remove them from Account sharing. AI questions are the only cost they can run up in your account — they cannot change your plan or subscription.

You can open a PDF or a photo stored in a project and ask questions about it — summarise this, what does clause 4 say, pull the delivery dates out of this order, draft tasks from this snag list. It answers from the document in front of it. Answers come from a language model and can be wrong, so check anything you act on.

Nothing from us. There is no plan gate — Free accounts get it on the same terms as Business. You bring your own Anthropic (Claude) API key and Anthropic bills you directly for what you use. We never see your Anthropic bill and add nothing to it.

Create an account at console.anthropic.com, add credit or a payment method there, then create an API key in the console’s API keys section. Copy it when it is shown — Anthropic will not show it to you again either.

Go to Your account → AI assistant, paste the key and save. After saving, the page shows only the last four characters, so you can tell which key is linked. There is no way to read the whole key back out of ProjectoFolio — that is deliberate. If you lose it, create a new one in the Anthropic console and paste that in instead.

Linking a key is only the first of three conditions. The assistant works on a project when: you have linked a key, you have agreed to document contents being sent to Anthropic, and the project’s owner has switched the assistant on for that project. If you are not the owner, ask them.

The contents of the document you are asking about — the text of the PDF, or the image itself — and the question you type. That is how it can answer. Nothing is sent from a project where the assistant is off, and nothing at all is sent if you have not linked a key. If a document is one you may not disclose to a third party outside the EU, do not ask the assistant about it. The privacy policy sets out the detail.

Ninety days. Each message is deleted automatically 90 days after it was written, so an old conversation empties out on its own. You can delete a conversation yourself before then, and one disappears immediately if the document, the project or your account is deleted. If you need to keep an answer, copy it out.

No. It is private to you. It is a separate thread from the document chat, and nothing from it appears in the project, document or task chats the rest of the team can see. Someone you have shared your whole account with (see Sharing your account) has conversations of their own under their own name, charged to your key.

As the project owner, switch the assistant on for the project, then grant the individual member AI access in Manage permissions. By default nobody but you can use it.

You do. A project’s assistant always runs on the project owner’s key, so every question that member asks is charged to your Anthropic account. There is no spending cap we can apply for you — set limits in the Anthropic console if you want one, and withdraw the member’s access when they no longer need it.

Your account’s AI assistant page shows your usage — how many tokens each request used and when. It is a record of use, not an invoice: the money side lives in the Anthropic console, and that is the figure to trust. If you are a project owner who has granted members access, this is also where you see whose questions spent your budget. We keep those usage records for 13 months.

Three ways, depending on how far you want to go. Withdraw one member’s AI access in Manage permissions. Switch the assistant off for the whole project. Or remove your key in Your account → AI assistant, which deletes it and stops anything being sent from your account anywhere. Whatever has already been sent is held under your own Anthropic account’s settings — revoke the key in the Anthropic console too if that matters.

Anthropic (Claude) only.

Click or tap your name in the top bar. That opens Your account, which shows your plan, how much storage you are using, and the option to delete the account.

Sign in, open Your account from your name in the top bar, and choose Delete my account under Danger zone. You get a screen that spells out exactly what would be destroyed — how many projects, how many files, how many quality-control records, and how many other people lose access — and you have to type DELETE MY ACCOUNT and tick an acknowledgement before it will go through.

If you cannot sign in, see Delete your account, which explains how to request it by email. That page is reachable without an account.

Every project you own is destroyed with it. Not hidden, not transferred — destroyed, along with its documents, photos, video, tasks, quality checkpoints, sign-offs, stored credentials and conversations, for every member of that project and not just for you. Nobody else is asked first, and they cannot get it back.

Projects owned by other people are untouched. You simply stop being a member. What you wrote in them — messages, comments, sign-offs — stays for the other members, with your name and email removed; it shows as Deleted user.

If you own projects other people depend on, transfer that work or download it before you delete the account.

For 30 days, yes. Confirming deactivates the account immediately — you are signed out, you cannot sign back in, and the projects you owned become unreachable — but nothing is actually erased until the 30 days are up. Email us from the address the account uses within that window and we can put it back. After that it is gone for good, for us as well as for you.

No. Any live subscription is cancelled the moment you confirm, so there is no further invoice. Invoices already issued are kept, because tax law requires it.

Recording the people who work for you, the companies they work for, what they are paid per hour, and the hours they put in each day. It adds up the cost and gives you a CSV of it. Four screens: Hours (the week grid), People, Companies and Report.

Give the person an hourly rate on their page under People. Rates apply from a date, so when someone’s pay changes you add the new rate from the day it starts — the old one stays on the record and past weeks keep costing what they actually cost. Days with no rate covering them are counted in hours but flagged as uncosted rather than costed at zero.

Yes. Under Sharing, add another ProjectoFolio user by email address. They can log and correct hours for your people. They cannot see anyone’s hourly rate or any cost figure, cannot add or edit people, companies or rates, and cannot export. Pay is not sent to their browser at all, so there is nothing for them to find. This is a different thing from sharing your whole account on Business, which does show rates and costs — see Sharing your account.

Every change to an hours entry is kept — the previous and the new number of minutes, who made the change and when. Press Change history on a cell in the week grid.

No. We never email, invite or contact them because you recorded them. Their details sit in your records. The one exception is a company you have invited to the supplier portal: its staff can see the names and hours of that company’s own people (see below). That does put an obligation on you: they are real people with rights over their own data, so record only what you need, have a reason for holding it, and tell them you hold it. See the privacy policy.

Yes, on the Business plan, through the supplier portal. Open the company under Companies and invite one of the email addresses stored on it: the contact, billing or contracts address. You cannot type in any other address. The person accepts while signed in to their own ProjectoFolio account with that same address. An invitation expires after 14 days, and you can withdraw access at any time. They can read their jobs and agreed amounts, the work orders you sent, their invoices and payment statements, and the names and daily hours of their own people. They cannot change anything, and they never see rates, costs or cost caps.

Yes. Once a company has portal access, it can read the description typed against each day’s hours for its people, word for word. So can the notes on a self-billed payment statement. Write them with that in mind.

You can mark a person inactive, which takes them out of the week grid and keeps their history. Someone with hours logged against them cannot be removed outright — that would destroy the hours and every figure built from them. Everything goes when you delete your account.

Open the link in the email and sign in with the address it was sent to. If you have no account yet, create one with that address. The link expires after 14 days; if it has run out, ask the business that invited you to send another. What you see is their record of your work with them, and it is read-only. If something is wrong, ask them to correct it.

Google Play — search for ProjectoFolio and install it there. It needs Android 8.0 or later.

Check the phone has a Google account, or use the email and password form the app shows. If it says “Couldn’t reach Projectofolio”, it is a connection problem.

Wherever you told it to. The app asks you to pick a folder before it saves.

Android is blocking the permission. Allow Camera for ProjectoFolio in Android’s app settings — and Microphone too, if you want to record video with sound.