How to add and change contract lines with AI Actions

This guide shows you how to add and change the contract lines of a project or quote in PSOhub by asking your AI assistant, Claude or ChatGPT. It covers every line type (Fixed fee, T&M, Expense, Product and Retainer), sales and cost budgets, and invoice schedules with installments or recurring invoices.

New to AI Actions? Start with AI Actions: create and update PSOhub data with your AI assistant. It explains how the preview and your approval work.

Before you start

Your AI assistant, Claude or ChatGPT, is connected to PSOhub. See Connecting your AI assistant to PSOhub.
Your account has access to AI Actions, a paid feature.
Your role allows you to change contract lines. See Who can do what below.
For an invoice method other than Manual, the project has a main contact.

Big jobs in one request

These requests replace building a contract line by line.

You say	What happens
"Here's the signed quote for Acme. Add all its lines to the Website relaunch project."	Every line from the quote, with its type, amount, budget and group, in one preview with the new project total. Values come straight from the document; nothing is rounded.
"Add a support retainer of €24,000 for 2027, invoiced in four quarterly installments."	A Retainer line with four installments of €6,000 on the due dates.
"Add the SaaS licence as a product: 20 users, invoiced monthly from 1 January."	A product line with quantity 20 and a monthly invoice from that date, at the price from your price list.
"Split the implementation fee of €30,000 into 30% at signing, 40% at go-live on 1 March and 30% on 1 June."	A Fixed fee line with three installments on those dates, together exactly the line amount.
"Add 20 hours of extra consultancy to Website relaunch at €125 an hour."	A T&M line with a sales budget of €2,500. The preview shows the new project total.
"Deactivate all lines in the Phase 1 group."	Those lines are set to inactive. Nothing is deleted.

Quick everyday changes

You say	What happens
"Raise the budget of the Design line to €8,000."	The sales budget changes. On a signed contract, the same check applies as in PSOhub.
"Change the Kick-off line to invoice when 100% is used."	The invoice method changes.
"Stop the monthly hosting fee after December."	The end date of the recurring line is set.
"Add a cost budget of €3,000 to the Development line."	The cost budget changes.
"Set a budget alert at 80% on every line of Website relaunch."	Each line gets an alert at 80% used.

How to add or change contract lines

Tell your assistant which project or quote and what the lines are. Share a signed quote or contract if you have one.
Answer its questions. For example which group, or whether an amount is per invoice or the total.
Check the preview. You see every line, old and new values, and the new project total. Warnings show up here too, such as an invoice date in the past.
Approve. Say yes, or click the approve button if your assistant shows one. Up to 25 lines are saved together, or none.

Line types

Type	Amount	Invoicing
Fixed fee	Total amount, required	Manual, 100% used, recurring, or installments
T&M	No amount: it fills from booked hours. Use a budget instead.	Manual or monthly T&M
Expense	No amount: it fills from booked expenses. Use a budget instead.	Manual
Product	Quantity × the price from your price list	Follows the product: one-time and usage-based are manual; monthly, quarterly and yearly are recurring
Retainer	Total amount, required	Always a retainer schedule with installments

Note: "40 hours at €125" on a T&M line is a sales budget of €5,000, not an amount. The assistant asks when it isn't sure.

What else you can set

Setting	Details
Group and line number	An existing group, or a new group with the next free number. The line number is the first free one unless you give it.
Sales budget, cost budget	On every type except Product (there they follow from quantity × price and cost). A new Fixed fee line gets its amount as budget.
Description	Free text.
Active	Off deactivates the line.
Task list	Optionally create a task list for the line.
Budget alert	At a percentage used, 1 to 100.
Custom fields	The custom fields your organisation has on contract lines.

Invoice schedules

Recurring fixed fee: the amount is the amount of every invoice. Give the date of the first invoice, an optional end date, and monthly, quarterly or yearly.
Installments: up to 25, each with a due date and an amount or percentage. Together exactly the line amount; the last installment takes any rounding difference.
Retainer: at least one installment, together at most the line amount.
New installments replace the open ones; installments that are already invoiced stay.

Note: an invoice date in the past on an active project is invoiced straight away, at PSOhub's next daily run. The preview warns you.

Lines on a quote work the same, as long as the quote is a draft; see How to create and send quotes with AI Actions.

Verify it worked

After saving, the assistant lists the lines that were added or changed and the new project total, with a link to the project.
Open the project's contract in PSOhub to check the lines and schedules.
Changes made through AI are marked via AI in the project's activity feed.

Who can do what

Role	Contract lines
Administrator, controller	Lines on any project or draft quote
Project manager, sales rep	Lines as your role allows in PSOhub
Project Manager Basic, team member	Not available

What is not possible

These are done in PSOhub itself:

Deleting a line. Deactivate it instead.
Changing the type of a line once hours or costs are booked or invoiced.
Changing the amount or schedule start once an installment or recurring invoice has been made. A recurring end date can still change.
Changing the product of a line once it is used or invoiced.
Adding a discount line. Use Add discount in PSOhub.
Changing lines on a quote that is no longer a draft.

Common issues

The invoice method can't be set. The project has no main contact. Set one first; see How to create, update and staff projects with AI Actions.
An amount on a T&M or expense line is refused. Those lines have no amount; use a budget.
The installments don't add up. Fixed fee installments must total exactly the line amount; retainer installments at most the line amount.
A budget change is refused on a signed contract. The same check applies as in PSOhub.
A product isn't found. It isn't on an active price list in the project's currency, or it is on more than one price list. Name the price list.
PSOhub may create an invoice right away. A Fixed fee line with 100% used that reaches its budget, or an invoice date in the past, can trigger an automatic invoice. The preview warns you first.

Frequently asked questions

What's the difference between amount and budget?

The amount is what you invoice on a Fixed fee or Retainer line. The budget is what you expect to spend or earn, on every line type. T&M and expense lines only have a budget; their amount fills from what is booked.

Is the amount of a recurring line the yearly total?

No. It is the amount of every single invoice. "€12,000 a year, invoiced monthly" is €1,000 per invoice. The assistant asks when it's unclear.

Can I remove a line?

No, but you can deactivate it. Deleting is done in PSOhub.