Reference

Included

Status & Limits Reference

Look up Prospeno record statuses, editability, terminal states, plan-controlled capacity, fixed workflow limits, and the expected behavior when a limit is reached.

Understand record state

Statuses explain where a record is in its workflow and which actions remain available.

Check the correct limit

Some limits depend on the company plan, while others are fixed product safeguards.

Preserve existing history

Reaching a limit, downgrading, or losing entitlement should restrict future activity rather than silently delete historical records.

How to use this reference

Use this page for quick status and limit lookup
Use the related module guide for the complete workflow
Status names may be stored directly or derived from related records
Available actions may still depend on role, assignment, module entitlement, and company state
Plan values should be read from the current commercial configuration on /subscription and /pricing
Fixed product safeguards apply regardless of plan unless code explicitly says otherwise

A status label explains record state. It does not by itself grant permission to act on the record.

Status terminology

Stored status

Saved directly on the record and changed through supported workflow actions

Derived status

Calculated from related records, dates, balances, or entitlement state

Terminal status

Completed, cancelled, paid, voided, rejected, or expired states where normal editing is restricted

Reversible status

May return through supported reopen, resubmit, reactivate, replace, or correction workflows

Not every status can be manually selected from a dropdown.

Common status patterns

Pattern	Typical meaning	Typical editability
Draft	Record is still being prepared	Usually editable
Submitted / Pending	Waiting for review	Often restricted
Approved	Authorized or accepted	Editing usually restricted
Ongoing / Partial	Workflow is in progress	Remaining work allowed
Completed / Settled	Workflow is finished	Historical or read-only
Paid	Financial settlement recorded	Protected
Rejected	Review failed	Correction or new submission may be required
Cancelled	Workflow stopped	Historical record preserved
Voided	Prior financial result invalidated through protected workflow	Historical record preserved
Expired	Time or entitlement ended	Renewal or reactivation may be required

Pattern
Draft
Typical meaning
Record is still being prepared
Typical editability
Usually editable
Pattern
Submitted / Pending
Typical meaning
Waiting for review
Typical editability
Often restricted
Pattern
Approved
Typical meaning
Authorized or accepted
Typical editability
Editing usually restricted
Pattern
Ongoing / Partial
Typical meaning
Workflow is in progress
Typical editability
Remaining work allowed
Pattern
Completed / Settled
Typical meaning
Workflow is finished
Typical editability
Historical or read-only
Pattern
Paid
Typical meaning
Financial settlement recorded
Typical editability
Protected
Pattern
Rejected
Typical meaning
Review failed
Typical editability
Correction or new submission may be required
Pattern
Cancelled
Typical meaning
Workflow stopped
Typical editability
Historical record preserved
Pattern
Voided
Typical meaning
Prior financial result invalidated through protected workflow
Typical editability
Historical record preserved
Pattern
Expired
Typical meaning
Time or entitlement ended
Typical editability
Renewal or reactivation may be required

Exact behavior varies by module.

Project statuses

Status	Meaning	Counts toward working-project limit	Editability
Planning	Stored — project is being set up	Yes	Editable; operational work may be limited until Active
Active	Stored — project is in progress	Yes	Editable; labor, expenses, and collections allowed where role permits
On Hold	Stored — project is paused	No — not counted as a working project	Editable; history remains visible
Completed	Stored — project is finished	No — counts toward completed-project retention instead	Operationally locked; reopen may be supported with limits
Cancelled	Stored — project was stopped	No	Operationally locked; historical record preserved

Status
Planning
Meaning
Stored — project is being set up
Counts toward working-project limit
Yes
Editability
Editable; operational work may be limited until Active
Status
Active
Meaning
Stored — project is in progress
Counts toward working-project limit
Yes
Editability
Editable; labor, expenses, and collections allowed where role permits
Status
On Hold
Meaning
Stored — project is paused
Counts toward working-project limit
No — not counted as a working project
Editability
Editable; history remains visible
Status
Completed
Meaning
Stored — project is finished
Counts toward working-project limit
No — counts toward completed-project retention instead
Editability
Operationally locked; reopen may be supported with limits
Status
Cancelled
Meaning
Stored — project was stopped
Counts toward working-project limit
No
Editability
Operationally locked; historical record preserved

See /docs/guides/projects for workflow detail. Enforcement uses working projects (Planning + Active). Some Help Center copy still says active project — both refer to plan capacity, but only Planning and Active are counted in code.

Attendance and timesheet statuses

Status family	Labels	Payroll eligibility	Notes
Attendance time entry	Open (Clocked In), Closed (Completed)	Only after approval	Open means checked in without checkout
Attendance approval	Pending, Approved, Rejected, Adjusted, Missing Checkout, Late, Undertime, Overtime	Approved only	Rejected attendance is excluded from payroll
Overtime request	Pending, Approved, Rejected	Approved OT may affect payroll when configured	Separate from base attendance approval where used

Status family
Attendance time entry
Labels
Open (Clocked In), Closed (Completed)
Payroll eligibility
Only after approval
Notes
Open means checked in without checkout
Status family
Attendance approval
Labels
Pending, Approved, Rejected, Adjusted, Missing Checkout, Late, Undertime, Overtime
Payroll eligibility
Approved only
Notes
Rejected attendance is excluded from payroll
Status family
Overtime request
Labels
Pending, Approved, Rejected
Payroll eligibility
Approved OT may affect payroll when configured
Notes
Separate from base attendance approval where used

Only eligible approved attendance is included in payroll.

See /docs/guides/attendance, /docs/guides/timesheet, and /docs/modules/salaries-payroll. Approved attendance cannot be reused in another active non-voided payroll run.

Expense and approval statuses

Scope	Stored statuses	Profit effect	Editability
Project Expense	Pending, Approved, Rejected, Cancelled	Approved only	Pending editable; approved/rejected/cancelled restricted
Company Expense	Pending, Approved, Rejected, Cancelled	Approved company cost only	Same approval pattern; separate guide
Approval queue	Pending review actions	No effect until approved	Reviewer role required

Scope
Project Expense
Stored statuses
Pending, Approved, Rejected, Cancelled
Profit effect
Approved only
Editability
Pending editable; approved/rejected/cancelled restricted
Scope
Company Expense
Stored statuses
Pending, Approved, Rejected, Cancelled
Profit effect
Approved company cost only
Editability
Same approval pattern; separate guide
Scope
Approval queue
Stored statuses
Pending review actions
Profit effect
No effect until approved
Editability
Reviewer role required

Project and company expenses do not use a Draft stored status today. See /docs/modules/project-expenses, /docs/guides/company-expenses, and /docs/guides/approvals.

Collections and billing statuses

Record	Stored status	Customer label	Meaning
Billing	Pending	Pending	Billing recorded; no collection yet
Billing	Partially Collected	Partially Collected	Some payment recorded
Billing	Collected	Paid	Billing fully collected in Prospeno
Collection payment	Payment rows	Collection amount	What the client actually paid

Record
Billing
Stored status
Pending
Customer label
Pending
Meaning
Billing recorded; no collection yet
Record
Billing
Stored status
Partially Collected
Customer label
Partially Collected
Meaning
Some payment recorded
Record
Billing
Stored status
Collected
Customer label
Paid
Meaning
Billing fully collected in Prospeno
Record
Collection payment
Stored status
Payment rows
Customer label
Collection amount
Meaning
What the client actually paid

Billing records what the client owes. Collection records what the client has paid.

See /docs/guides/collections.

Budget Release and liquidation statuses

Family	Statuses	Stored or derived	Notes
Budget Release	Pending, Rejected, Open, Partially Liquidated, For Review, Fully Liquidated, Over Liquidated, Closed, Cancelled	Stored	Release approval is not expense recognition
Liquidation item	Draft, Submitted, Approved, Rejected, Needs Revision	Stored	Submitted and approved amounts affect remaining balance
Returned funds	Recorded, Reversed	Stored	Returned funds are not project cost
Available Remaining	Released − Submitted Liquidation − Returned Funds	Derived	Settlement preserves history

Family
Budget Release
Statuses
Pending, Rejected, Open, Partially Liquidated, For Review, Fully Liquidated, Over Liquidated, Closed, Cancelled
Stored or derived
Stored
Notes
Release approval is not expense recognition
Family
Liquidation item
Statuses
Draft, Submitted, Approved, Rejected, Needs Revision
Stored or derived
Stored
Notes
Submitted and approved amounts affect remaining balance
Family
Returned funds
Statuses
Recorded, Reversed
Stored or derived
Stored
Notes
Returned funds are not project cost
Family
Available Remaining
Statuses
Released − Submitted Liquidation − Returned Funds
Stored or derived
Derived
Notes
Settlement preserves history

See /docs/modules/cash-advances-liquidation.

Office Budget Request statuses

Status	Stored or derived	Meaning
Draft	Stored	Not yet submitted
Submitted	Stored	Awaiting review
Approved	Stored	Approved for release workflow
Rejected	Stored	Requires revision or new request
Cancelled	Stored	Stopped; history preserved
Not Released / Partially Released / Fully Released	Derived	From linked Budget Releases
Not Started / In Progress / Settled	Derived	Utilization across linked releases

Status
Draft
Stored or derived
Stored
Meaning
Not yet submitted
Status
Submitted
Stored or derived
Stored
Meaning
Awaiting review
Status
Approved
Stored or derived
Stored
Meaning
Approved for release workflow
Status
Rejected
Stored or derived
Stored
Meaning
Requires revision or new request
Status
Cancelled
Stored or derived
Stored
Meaning
Stopped; history preserved
Status
Not Released / Partially Released / Fully Released
Stored or derived
Derived
Meaning
From linked Budget Releases
Status
Not Started / In Progress / Settled
Stored or derived
Derived
Meaning
Utilization across linked releases

See /docs/modules/office-budget-requests.

Materials statuses

Family	Statuses	Cost recognition
Material request	Draft, Submitted, Approved, Partially Approved, Rejected, Cancelled, For Fulfillment, Completed	Approved request is not yet actual cost
Item line	Pending, Approved, Partially Approved, Rejected, Fulfilled	Fulfillment creates cost according to routing
Fulfillment	Pending, Partially Fulfilled, Fulfilled, Completed	Actual unit cost posts on supported fulfillment

Family
Material request
Statuses
Draft, Submitted, Approved, Partially Approved, Rejected, Cancelled, For Fulfillment, Completed
Cost recognition
Approved request is not yet actual cost
Family
Item line
Statuses
Pending, Approved, Partially Approved, Rejected, Fulfilled
Cost recognition
Fulfillment creates cost according to routing
Family
Fulfillment
Statuses
Pending, Partially Fulfilled, Fulfilled, Completed
Cost recognition
Actual unit cost posts on supported fulfillment

See /docs/modules/materials-requisition.

Payroll statuses

Payroll run status	Editable	Attendance reuse	Terminal
Draft	Yes	Not reserved	No
Reviewed	Limited	Reserved in active run	No
Approved	Restricted	Reserved	No
Paid	Protected	Used	Yes
Voided	Protected	Released for correction workflow	Yes

Payroll run status
Draft
Editable
Yes
Attendance reuse
Not reserved
Terminal
No
Payroll run status
Reviewed
Editable
Limited
Attendance reuse
Reserved in active run
Terminal
No
Payroll run status
Approved
Editable
Restricted
Attendance reuse
Reserved
Terminal
No
Payroll run status
Paid
Editable
Protected
Attendance reuse
Used
Terminal
Yes
Payroll run status
Voided
Editable
Protected
Attendance reuse
Released for correction workflow
Terminal
Yes

See /docs/modules/salaries-payroll. Paid payroll must not be rewritten directly — use supported void, replacement, or correction workflows.

Quotation statuses

Status	Meaning	Editability	Automatic conversion
Draft	Being prepared	Editable	No — manual status transitions only
Ready	Ready for client review	Editable	No — manual status transitions only
Submitted	Shared with client	Restricted	No — manual status transitions only
Waiting	Awaiting client decision	Restricted	No — manual status transitions only
Won	Win outcome recorded	Restricted	No — manual status transitions only
Lost	Loss outcome recorded	Restricted	No — manual status transitions only

Status
Draft
Meaning
Being prepared
Editability
Editable
Automatic conversion
No — manual status transitions only
Status
Ready
Meaning
Ready for client review
Editability
Editable
Automatic conversion
No — manual status transitions only
Status
Submitted
Meaning
Shared with client
Editability
Restricted
Automatic conversion
No — manual status transitions only
Status
Waiting
Meaning
Awaiting client decision
Editability
Restricted
Automatic conversion
No — manual status transitions only
Status
Won
Meaning
Win outcome recorded
Editability
Restricted
Automatic conversion
No — manual status transitions only
Status
Lost
Meaning
Loss outcome recorded
Editability
Restricted
Automatic conversion
No — manual status transitions only

Implemented labels: Draft, Ready, Submitted, Waiting, Won, Lost. Prospeno does not auto-create projects, billings, or collections from quotation acceptance. See /docs/modules/quotations.

User statuses

State	Customer label	Sign-in effect
is_active: true	Active	May sign in when other checks pass
is_active: false	Inactive	Blocked — Admin action required to reactivate
must_change_password	Password Change Required	Forced password change before access
email unverified	Email verification required	Verification required where enforced

State
is_active: true
Customer label
Active
Sign-in effect
May sign in when other checks pass
State
is_active: false
Customer label
Inactive
Sign-in effect
Blocked — Admin action required to reactivate
State
must_change_password
Customer label
Password Change Required
Sign-in effect
Forced password change before access
State
email unverified
Customer label
Email verification required
Sign-in effect
Verification required where enforced

Historical records remain tied to the user. See /docs/guides/users-access and /docs/guides/account-access-recovery. Prospeno does not use an invitation status label.

Wallet top-up and transaction statuses

State	Balance effect	Spendable
Pending (QR Ph or manual request)	No credit posted	No
Paid / Approved	Increases available credits	Yes
Failed / Expired / Cancelled (QR Ph)	No effect	No
Rejected (manual request)	No effect	No
Top-up Pending (activity row)	No spendable credit yet	No
Subscription Payment	Decreases available credits	N/A
Refund / Reversal (when posted)	May restore credits	When credited

State
Pending (QR Ph or manual request)
Balance effect
No credit posted
Spendable
No
State
Paid / Approved
Balance effect
Increases available credits
Spendable
Yes
State
Failed / Expired / Cancelled (QR Ph)
Balance effect
No effect
Spendable
No
State
Rejected (manual request)
Balance effect
No effect
Spendable
No
State
Top-up Pending (activity row)
Balance effect
No spendable credit yet
Spendable
No
State
Subscription Payment
Balance effect
Decreases available credits
Spendable
N/A
State
Refund / Reversal (when posted)
Balance effect
May restore credits
Spendable
When credited

Pending Wallet credit cannot be spent.

See /docs/guides/wallet and /docs/guides/billing-troubleshooting.

Subscription statuses

Status	Access	Renewal	History
Trial	Introductory access per plan rules	May convert to paid	Preserved
Active	Company-wide entitlement in good standing	Renews per billing schedule	Preserved
Overdue	Renewal or billing follow-up overdue	May restrict actions	Preserved
Suspended	Access may be restricted	Requires restoration	Preserved
Cancelled	Company-wide actions may be restricted	No automatic renewal	Preserved

Status
Trial
Access
Introductory access per plan rules
Renewal
May convert to paid
History
Preserved
Status
Active
Access
Company-wide entitlement in good standing
Renewal
Renews per billing schedule
History
Preserved
Status
Overdue
Access
Renewal or billing follow-up overdue
Renewal
May restrict actions
History
Preserved
Status
Suspended
Access
Access may be restricted
Renewal
Requires restoration
History
Preserved
Status
Cancelled
Access
Company-wide actions may be restricted
Renewal
No automatic renewal
History
Preserved

Wallet balance alone does not reactivate subscription. See /docs/guides/subscription. Cancelling is not the same as deleting records.

Module entitlement statuses

Display status	New records	Existing records	Billing
Included (core)	Yes within plan limits	Visible	Included with base plan
Available	Requires activation	N/A until active	Purchase required
Active	Yes where role permits	Visible and editable	Paid or included
Cancelling	Until paid-through date	Visible	Renewal stopped
Expired	Blocked	Preserved; may be read-only	Reactivation required
Unavailable / Disabled / Coming Soon	Blocked	May be hidden	Not purchasable

Display status
Included (core)
New records
Yes within plan limits
Existing records
Visible
Billing
Included with base plan
Display status
Available
New records
Requires activation
Existing records
N/A until active
Billing
Purchase required
Display status
Active
New records
Yes where role permits
Existing records
Visible and editable
Billing
Paid or included
Display status
Cancelling
New records
Until paid-through date
Existing records
Visible
Billing
Renewal stopped
Display status
Expired
New records
Blocked
Existing records
Preserved; may be read-only
Billing
Reactivation required
Display status
Unavailable / Disabled / Coming Soon
New records
Blocked
Existing records
May be hidden
Billing
Not purchasable

Role permission remains required after entitlement is active. See /docs/guides/module-marketplace.

Limit categories

Plan-controlled limits

Values vary by company plan or live commercial configuration
Examples: active employees, working projects, completed-project retention, and other enforced plan capacities

Fixed product limits

Safeguards enforced consistently by the workflow
Examples: quotation section/item limits, logo size, welcome-message length, markup range

Entitlement limits

A module must be active before its workflow is available

Record-state limits

Approved, paid, completed, cancelled, or expired records may restrict editing

User or employee limit

Enforcement

Customer-facing term: active employees or users
Counts active company users (is_active: true)
Inactive users do not count toward the limit
PlanLimitUpgradePrompt shows current usage and limit when available
Upgrade CTA routes to /subscription/upgrade
After upgrade, capacity increases according to the current subscription workflow
Downgrade may be blocked until usage fits the target plan
Historical user records are preserved

Active or working project limit

Canonical enforcement term: working projects

Planning and Active projects count toward the working-project limit
On Hold, Completed, and Cancelled do not count as working projects
Creation and some reopen transitions are blocked at the limit
PlanLimitUpgradePrompt title uses Working project limit reached
Some surfaces still say active project — refer to Subscription for live wording

Terminology note: enforcement code uses working projects (Planning + Active). Help Center Plans & Capacity FAQ currently says active and on-hold projects count toward the active-project limit — On Hold is not counted in enforcement code today.

Completed-project retention

Controls how many completed projects remain available for history and reporting
Completed projects are not deleted automatically when the limit is reached
Older completed projects may become locked or less accessible according to current plan behavior
Upgrade increases retained capacity on the current plan
Read-only history should remain auditable
Live values appear on /subscription, /pricing, and /help#plans-capacity

Quotation limits

Fixed per-quotation safeguards

Maximum sections per quotation: 10
Maximum total items per quotation: 300
Maximum note boxes per quotation: 5
Markup range: 0% to 500%
Duplicated and imported items count toward totals
Deleted items release capacity according to current builder behavior
Validation blocks unsupported values before save

Company logo limit

Maximum file size: 2 MB (2,097,152 bytes)
Accepted formats: PNG or WebP
Validation message: Logo must be 2 MB or smaller.
Applies to Company Identity logo upload
Transparent backgrounds are recommended for login branding
Does not affect module entitlement persistence

Custom Branding limits

Welcome message maximum length: 160 characters
Curated accent presets: 16 named presets — no arbitrary hex entry in the standard UI
Uses the saved company logo from Company Identity
Web-only branding surfaces — not a custom mobile app
No arbitrary CSS, fonts, or unrestricted color values

Kiosk and attendance limits

Employee Kiosk PIN: exactly 4 digits
After three failed PIN attempts, the kiosk terminal temporarily locks for approximately 30 seconds
Selfie capture may be required depending on kiosk settings
Offline queue behavior is documented in the Kiosk Attendance guide
Attendance overlap and location rules are enforced by the attendance workflow

See /docs/kiosk-attendance-mode and /docs/guides/attendance.

Upload limits

Upload type	Formats	Maximum size	Source
Expense receipt / proof (input)	image/jpeg, image/png, image/webp	15 MB input	Shared expense proof constants
Expense proof (stored output)	Compressed image	4 MB output	Server compression target
Receipt uploads (legacy constant)	image/jpeg, image/png, image/webp, application/pdf	10 MB	Shared receipt constant
Attendance selfie / photo	image/jpeg, image/png, image/webp	200 KB after compression (server validation)	Attendance and kiosk routes
Company logo	PNG, WebP	2 MB	Company logo API

Upload type
Expense receipt / proof (input)
Formats
image/jpeg, image/png, image/webp
Maximum size
15 MB input
Source
Shared expense proof constants
Upload type
Expense proof (stored output)
Formats
Compressed image
Maximum size
4 MB output
Source
Server compression target
Upload type
Receipt uploads (legacy constant)
Formats
image/jpeg, image/png, image/webp, application/pdf
Maximum size
10 MB
Source
Shared receipt constant
Upload type
Attendance selfie / photo
Formats
image/jpeg, image/png, image/webp
Maximum size
200 KB after compression (server validation)
Source
Attendance and kiosk routes
Upload type
Company logo
Formats
PNG, WebP
Maximum size
2 MB
Source
Company logo API

Payroll limits and safeguards

Payroll periods must not overlap for active runs
Only eligible approved attendance is included
Attendance cannot be reused in another active non-voided payroll run
Additions and deductions are validated before approval
Cash-advance deductions cannot exceed eligible balance
Approved and paid runs are protected from direct rewrite

What happens when a limit is reached

1
Read the exact message
Identify the limit type.
2
Check current usage
Review active records and statuses.
3
Avoid deleting history
Do not remove records solely to bypass a limit.
4
Use a supported resolution
Upgrade, change record status, archive where supported, reduce active usage, or correct invalid input.
5
Confirm the new capacity
Refresh after the supported change.
6
Contact support for inconsistent counts
Provide the limit type, current usage, and safe screenshot.

Upgrade behavior

Company Admins upgrade from Subscription → Upgrade
Employee, working-project, and completed-project limits should update with the new plan
Upgrade applies according to the current subscription workflow
Role and module entitlement remain separate checks
Existing data remains preserved
Refresh the page or start a new session if capacity looks stale
Contact support if usage still contradicts Subscription after upgrade

Downgrade and expiry behavior

Lower limits or expired entitlement → May block new actions

Existing users, projects, records, and audit history → Remain preserved

Limit terminology

Term	Meaning
Active user / employee	Company user with is_active: true
Working project	Project in Planning or Active status counted toward plan capacity
Completed-project retention	How many completed projects remain available for history
Module entitlement	Whether the company owns or includes a workflow
Available Wallet balance	Spendable Prospeno billing credit
Fixed workflow limit	Product safeguard such as quotation item count
Plan capacity	Live limit from the current company plan
Read-only state	Historical view without normal editing

Term
Active user / employee
Meaning
Company user with is_active: true
Term
Working project
Meaning
Project in Planning or Active status counted toward plan capacity
Term
Completed-project retention
Meaning
How many completed projects remain available for history
Term
Module entitlement
Meaning
Whether the company owns or includes a workflow
Term
Available Wallet balance
Meaning
Spendable Prospeno billing credit
Term
Fixed workflow limit
Meaning
Product safeguard such as quotation item count
Term
Plan capacity
Meaning
Live limit from the current company plan
Term
Read-only state
Meaning
Historical view without normal editing

Source-of-truth guidance

Displayed plan capacity comes from the current company plan on /subscription
Commercial configuration may change over time
/pricing and Subscription → Upgrade are customer-facing capacity references
Module-specific fixed limits are enforced by each workflow
Help Center examples must not override live account values

Important limitations

Status behavior varies by module.
A visible status does not grant permission.
Derived statuses may change when related records change.
Plan limits may vary by current commercial configuration.
Public documentation must not be treated as a price quotation.
Fixed workflow safeguards may apply regardless of plan.
Reaching a limit should not delete historical data.
Downgrade or expiry may restrict new actions.
Record-state locks may remain even when capacity is available.
Module entitlement and role permission are separate.
Some corrections require a company Admin.
Inconsistent counts or states may require Prospeno support.

Where to find help

Use the ? button in the web application for the current page guide, Getting Started, Module Guides, and Contact Support.