How project states work
Every project goes through a lifecycle. The state tells you where it stands, whether you are still negotiating, working, paused or done. It also determines what you can do inside it and whether it uses one of your active project slots on the Free plan.
Pipeline
A project enters Pipeline when the work is still an opportunity: you created it from the new project form, from a proposal, or by filling a slot in your 30-day plan. This is the selling stage.
Pipeline projects do not use a slot, so you can keep as many prospects as you like. Tasks are not loaded yet, and the documents available are the ones you need to close: proposals and contracts.
Active
Activating a project is what starts the work. TCB loads the tasks from your Base, calculates their dates, and unlocks invoicing.
There are three ways it happens:
You activate it from the Actions menu on the project.
A payment activates it. Register the first payment and the project activates on its own, because money landing is the clearest signal there is that the work is real.
You bring it in already running. Work added through the bring-in flow is activated from the project editor, and there TCB asks for the real start date, since it is a fact from the past that nobody can derive for you.
Active projects use a slot on the Free plan, appear on your dashboard with progress tracking, and their value moves from Pipeline into Outstanding.
On Hold
If a project needs pausing, waiting on client feedback, a seasonal break, a scope change, put it On Hold. It still uses a slot. Tasks stay visible but frozen, and you can still create documents. Move it back to Active when you resume.
Completed
Mark a project Completed when it is finished. TCB prompts you once every task is checked off, and you can also do it manually at any time. The slot is freed, tasks become read-only, and the money stays in your earned totals.
Recurring projects work differently. A retainer does not finish at the end of a month, it moves into the next cycle. Read Recurring projects and cycles.
Archived
Projects that sit in Pipeline without activity for 90 days are archived automatically, and you can archive one manually whenever you want. Archived projects do not use a slot, stay searchable, and can be restored.
Which states count toward my limit?
On the Free plan you can have up to 3 projects in Active or On Hold at the same time. Those are the only two states that use a slot. Pipeline, Completed and Archived are unlimited. Plus and PRO remove the limit entirely.
Which documents are available in each state?
Pipeline: proposals and contracts.
Active and On Hold: proposals, contracts and invoices.
Completed and Archived: no new documents.
If you try to create an invoice while the project is still in Pipeline, TCB will ask you to activate it first.
Summary
Pipeline, selling. No slot. Proposals and contracts.
Active, working. Slot used. Everything unlocked.
On Hold, paused. Slot used. Tasks frozen.
Completed, done. Slot freed. Read-only.
Archived, inactive. Slot freed. Restorable.