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How to Transfer Funds Between projects

In many cases, a client may have multiple projects active at the same time. Occasionally, funds need to be transferred between these projects to pay down proposal or invoice balances. Below is the process for moving money between projects:

Jeremy Powers avatar
Written by Jeremy Powers
Updated over a month ago


When moving money in Design Manager, you will always start by creating a new Cash Receipt.
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Step 1: Open the Cash Receipt Module

Go to the Accounting tab in the left-hand navigation menu and select Cash Receipts.
Once the Cash Receipt window opens, click Add to create a new entry. Your screen should now look similar to the example shown below.
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Step 2: Fill in the Cash Receipt Details

Complete the following fields:

  1. Project – Leave this blank.
    Instead, use the Client field to enter the client code. This will display all projects and activity for that client. Using a project code would only show data for one specific project.

  2. Amount – Always enter $0.00.
    When moving money, you are not receiving funds—only reallocating them.

  3. Date – Enter the date of the transfer.
    Since the amount is $0, this has minimal financial impact, but it’s best practice to use the actual transfer date.

  4. Payment Type – This does not affect your financials for a $0 receipt.
    You may select any option; Cash is a common and easy choice.

Step 3: Pull the Money From the Original Source

Next, tell Design Manager where the money is coming from.

  • Tag the document or retainer you are pulling money from.

  • Click the underlined “This Payment” amount and enter the amount you want to remove.

  • Be sure to enter this as a NEGATIVE number.

In the example below, $10,000 is being pulled from the retainer on the Snow House project.
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Step 4: Apply the Money to the New Location

Now, tell Design Manager where the money should go.

  • Tag the document or retainer you are applying money to.

  • Click the underlined “This Payment” amount and enter the amount to apply.

  • This time, enter the value as a POSITIVE number.

In the example below, $10,000 is being applied to the retainer on The Project Name project.
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Step 5: Confirm and Post

At the bottom of the window, the Difference must equal $0.00.
This confirms that the amount being applied matches the amount being pulled.

  • If the difference is not $0, double-check that your positive and negative amounts match.

  • Once the difference is $0, Save and Post the Cash Receipt.

After posting, the funds will be moved to their new location.

For additional clarification, please refer to the video below.
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