> For the complete documentation index, see [llms.txt](https://help.tahua.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.tahua.io/knowledge-base/administrator-help-guides/milestones/milestones-faqs.md).

# Milestones FAQs

**Our Applicants need to upload receipts/invoices, but these aren't required to trigger payments. How can I do this?**

It's a great idea to use Milestones in this case, as it keeps all the required documentation assigned to the Application. You can use a Milestone template that has a "file upload" field, and set the Milestone payment amount to $0 so that it doesn't trigger a payment.

**Can the Milestone amount be based on what the Applicant enters, rather than a fixed amount I set in advance?**

Yes — when setting up your Milestone Template, choose **Form Field** instead of **Fixed Amount** for "How is the Milestone amount determined?", then select a Currency field on the deliverables form to hold the amount. The Milestone's payment amount will then be pulled directly from whatever the Applicant enters in that field. This also means one template can be reused across Applicants who are due different amounts, since each Applicant's own entry drives their own Milestone amount. See [Milestone Templates](/knowledge-base/administrator-help-guides/milestones/milestone-templates.md#choose-how-the-milestone-amount-is-determined) for the full steps.

**If an Applicant uploads an invoice, does the system check that it matches the Milestone amount?**

No — there's no automatic check that an uploaded invoice's total matches the Milestone's payment amount (whether that amount is fixed or Form Field-based). This is something your reviewer should confirm manually when approving the Milestone.

**Why isn't my tagged field showing up as an option when I build a Data Report?**

Both **Field Tags** (tagging a whole field) and **Cell Tags** (tagging a single column within a table field — see [Creating Tables](/knowledge-base/administrator-help-guides/applications/application-templates/creating-tables.md)) are available as Data Report options on Milestone/Deliverables templates, appearing under **Tagged Form Cells** for Cell Tags and **Tagged Deliverable Fields** for Field Tags. If a tagged field still isn't showing up, check a few other things first:

* The field's type — some field types (e.g. labels/headers) can't be tagged for reporting even if a tag is technically present.
* That a tag was actually saved on the field/column, rather than left blank.
* That you're looking at the right data source in the report builder for the template the field belongs to (Applications vs Milestones vs Conditions each have their own tagged-field lists).

**Note:** if you retag a field (e.g. change which tag it carries, or move a Cell Tag to a Field Tag), that only applies going forward. Any Milestones already created from that template before the change will keep whatever tag was on them at the time, so you'll need to manually update each existing Milestone if you want its data included under the new tag.

**What's the difference between an Application Milestone and a Contract Milestone — and why won't my Milestone show up as an option when I try to add it to a Contract?**

A Milestone is an **Application Milestone** if it was created directly against a Funding Application — via [Create Singular Milestone](/knowledge-base/administrator-help-guides/milestones/create-singular-milestone.md) or [Create Milestone Batch](/knowledge-base/administrator-help-guides/milestones/create-milestone-batch.md) — without a Contract selected at the time. It's a **Contract Milestone** if it was created from within a Contract's own **Add Milestones** flow, which ties it to that Contract straight away.

This matters because of how the Contract's **Add Milestones** wizard works — it offers three ways to add a Milestone, and only one of them will show a Milestone you've already created:

* **Create Milestone** — builds a brand new Milestone from scratch, tied to this Contract.
* **Import Template** — pulls from your saved **Milestone Templates** only. It will never list a Milestone you've already created via Create Singular Milestone/Batch — templates and ad-hoc Milestones are separate pools.
* **Link Milestones** — the only option that surfaces your existing, not-yet-linked Application Milestones for that Funding Application, so you can attach one to the Contract without recreating it.

If you're expecting to see an existing Milestone under Import Template, that's why it isn't there — check for **Link Milestones** instead.

{% hint style="warning" %}
**Link Milestones** only appears when the Contract is against a Funding Application and that Application has existing, unlinked Milestones. If the Contract is against a Registration Entity (an Applicant-level contract rather than an Application-level one), there is currently no way to pull in a pre-existing Milestone — you'll need to use Create Milestone or Import Template instead.

Milestones should be linked at the drafting stage, before the Contract is signed. The system doesn't block you from linking a Milestone to a Contract that's already active, and it will immediately show up in the Milestones tab and tracking — but the signed Contract document itself is generated once, at the point it's signed, and is never regenerated afterward. A Milestone linked after signing will never appear on that existing document. The only way to get a document reflecting it is to create a **Contract Variation**, which produces a brand new contract (and document) with the current Milestones included.
{% endhint %}

**A Milestone has already been approved, but the approval needs to be undone — can an Admin do this?**

Yes — open the Milestone and look for the **Undo Approval** button in the milestone actions. Clicking it sends the Milestone back to Internal Review, clears the approval, and resets the deliverable decisions so it can be reviewed again from scratch.

{% hint style="warning" %}
If the Milestone has already been marked as **fully paid**, the Undo Approval button is disabled and can't be used — at that point the approval can no longer be reverted.

If the Milestone has only been **partially** paid, Undo Approval is still available, but it won't automatically cancel or adjust the existing payment. If you undo an approval on a partially-paid Milestone, check and handle that payment separately, since the two aren't linked.
{% endhint %}