Templates in PSOhub: What They Are and How They Work

Published: 1 June 2026

Audience

• Admin
• Controller
• Project Manager

Objective

Understand what contract, task, and budget templates are in PSOhub, how they relate to one another, and how applying them speeds up project setup.

Introduction

Templates in PSOhub let you save a reusable structure once and apply it to every new project that follows the same pattern, instead of rebuilding contracts, budgets, and plans from scratch each time.

There are three template types: Contract templates, Task templates, and Budget templates. Each one saves a different part of a project's setup, and they are designed to work together rather than as three separate features. Understanding how they connect is the difference between templates that save real time and templates that create duplicate work down the line.

This article explains what each template type does, how they depend on one another, and what happens when you apply them to a project. It does not cover invoice layout templates or quote settings, which are configured separately.

The three template types at a glance

Every template also carries a Currency. Contract templates carry a Business Unit as well.

This matters at the point you apply a template. When creating or updating a project, only templates matching that project's currency are available to select. For contract templates specifically, the business unit must match too.

Contract Templates: The Financial Foundation

A contract template is a reusable version of a project contract. It's made up of Contract Groups — high-level categories like Hours or Expenses — which in turn contain Contract Lines, the individual billable items.

Each contract line has a billing type: Fixed Fee, Time & Materials, Product, Retainer, or Expense. A line also carries its own settings, including whether it's active, whether its budget estimate is visible on a quote, and whether it should automatically generate a matching task list when applied to a project.

Budget Templates: A Detailed Hours-Based Budget

A budget template defines the detailed cost and revenue estimate behind a contract template. For each contract line, it sets out one or more roles, along with the hours, selling rate, and cost rate for each — giving you an estimated total, cost, and margin before a single hour is logged.

Budget templates only apply to Fixed Fee, Time & Materials, and Retainer contract lines. Expense and Product lines aren't included, because PSOhub's detailed budgeting is built around hours-based service delivery rather than materials or one-time costs.

Task Templates: The Delivery Plan

A task template defines the work itself: task lists (representing phases of delivery) and the tasks within them. Each task can carry an assigned role, a start and due date, an estimated effort in hours, a priority, and a milestone flag.

Task lists in a template can also be linked to a specific contract line from the associated contract template. When that link exists and the template is applied to a project, the task list is automatically connected to the matching contract line — which is what allows time booked against those tasks to roll up into the right part of the budget.

How the Three Templates Connect

Contract, budget, and task templates aren't independent — they're designed to be built and applied together, following one dependency:

1. The contract template comes first. It sets the currency and business unit that gate everything else.
2. The budget template is built against that contract template, matching its currency and reusing its contract lines.
3. The task template is optionally linked to the same contract template, so its task lists map to specific contract lines.

Building a task template without a matching contract template still works — it just means the task lists won't automatically connect to a budget, and any contract line linking has to be done manually once the template is applied to a project.

What happens when you apply templates to a project

When you create a new project, selecting a Contract Template unlocks the option to also select a Task Template and a Budget Template for that same currency. All three import automatically as part of project creation.

After a project exists, contract and task templates can still be added:

Contract and task templates can be added incrementally: you can start with a base contract and task template, then import more of each later as a project's scope expands. Budget templates work differently — a project can only ever have one imported.

Because of this, the recommended workflow is:

1. Set up your base contract, task, and budget templates.
2. Add further contract and task templates incrementally, as needed.
3. As you add contract templates, expand your budget manually by adding the corresponding contract lines.

Two Ways to Build a Template

You can build any of the three template types in two ways:

• From Settings > Templates, creating the structure directly, line item by line item or task by task.
• From an existing project, using Convert to template on the Financials or Tasks tab.

Converting from a real project is often the faster route once you've delivered at least one engagement of a given type, since it captures the structure exactly as it was actually delivered rather than requiring you to reconstruct it from scratch.

For task templates specifically, PSOhub also supports bulk import from an Excel file — useful if you're building or migrating a large template library rather than a handful of templates.

Recommendations for Structuring Your Templates

A few decisions are worth settling before building out a template library:

• Match templates to delivery types, not customers. Templates named after a specific client are harder to reuse and maintain than templates named after the kind of engagement they represent.
• Use roles, not named people. Both budget and task templates assign work to roles (e.g. Engineer, Data Scientist) rather than specific team members. Named resources are only assigned once a template is applied to a real project.
• Decide on granularity upfront. A lean base template with optional add-on task lists or contract lines is usually easier to maintain than several large, overlapping templates for similar engagement types.
• Currency and business unit multiply your template count. If you operate in more than one currency or business unit, expect to maintain a parallel set of templates for each combination.
• Treat the budget template as final. Because it can only be applied once per project, get the contract lines and roles right in the contract and task templates first, so the budget template you build from them doesn't need major rework.

Next Steps

✅ Create a contract template
Build the financial structure — groups, lines, and billing types — that everything else in your templates is built against.
How to Create a Contract Template in PSOhub

✅ Create a plan template
Structure the delivery work into task lists and tasks, and link them back to your contract lines.
How to Create a Plan Template in PSOhub

✅ Create a budget template
Build the detailed hours, roles, and rates that turn your contract into an estimated budget and margin.
How to Create a Budget Template in PSOhub

Related Articles

• How to Modify or Delete a Contract Template
• How to Copy & Delete a Plan Template in PSOhub
• Budget Template: How to set up your project budget faster
• Import Task Templates: Preparing Your Import File