What Projects owns
- Projects — the top-level project record with client, status, and budget
- Tasks — individual work items assigned to team members
- Time entries — logged hours against tasks and projects
- Budgets — planned vs actual cost tracking per project
Data flows out of Projects to
| Module | What it sends |
|---|---|
| Finance | Billable time for invoicing |
| Procurement | Project purchase orders |
| Reports | Project data |
Data flows into Projects from
| Module | What it sends |
|---|---|
| CRM | Customer records for project linking |
| HR | Employee records for team assignment |
Common tasks
Create a project
Name the project and link a customer
Select the customer from CRM. This links the project to the customer record and enables billable time to be invoiced directly from the project.
Set the budget
Enter the total project budget in your home currency. The system tracks actual spend against this in real time. You will receive an alert when spend reaches 80% of budget.
Set the billing type
Choose: Fixed Price (invoice a set amount regardless of hours), Time & Materials (invoice logged hours at a rate), or Non-billable (internal project, no invoicing).
Assign team members
Add the employees working on this project. They can then log time against it and see the project’s tasks.
Add and manage tasks
Name the task and assign it
Give the task a specific, actionable name and assign it to a team member. Unassigned tasks will not send reminders.
Set priority and due date
Choose a priority level (Low, Medium, High) and a due date. Overdue tasks are highlighted in red across all views.
Add a description and attachments (optional)
Write detailed requirements or instructions. Attach reference files or designs directly to the task.
Log time against a task
Select the project and task
If logging from the Time Entries screen, select the project first and then the specific task.
Enter hours worked and the date
Enter the duration in hours. You can log time retroactively for past dates.
Add a description
Briefly describe the work done in this session. This description appears on the invoice when the time is billed to the client.
Mark as billable if applicable
Toggle Billable on to include this entry in the next client invoice. Leave it off for internal time that should not be charged.
Bill logged time to a client
Click Add Billable Time
The system lists all unbilled time entries for this customer across all projects. Select the entries you want to include in this invoice.
Review the line items
Each time entry becomes a line item on the invoice. You can group all time entries into a single line or keep them individual — the setting is in the invoice options.
Track budget vs actual spend
Open the project → Budget tab
The budget overview shows: total budget, amount spent to date (including logged time at billing rate and any linked purchase orders), remaining budget, and percentage consumed.
Review the cost breakdown
Costs are split by type: labour (time entries), materials (linked procurement POs), and other expenses. Drill into any category to see individual entries.
Close a project
Ensure all tasks are completed or cancelled
The system will warn you if open tasks remain. Review them and either complete or cancel before closing.
Invoice any remaining unbilled time
Go to Finance → Invoices and check for unbilled time entries. Bill these before closing so no revenue is lost.
Set status to Completed
Open the project and change the status to Completed. Set the actual end date.
Troubleshooting
Billable time entries are not appearing when creating an invoice
Billable time entries are not appearing when creating an invoice
Check three things: (1) the time entry is marked as Billable, (2) the time entry is linked to a project that belongs to the same customer as the invoice, and (3) the time entry has not already been billed on a previous invoice. Billed entries are marked with a checkmark in the time log.
A team member cannot see or log time on a project
A team member cannot see or log time on a project
The employee must be added as a project member. Open the project → Members tab and add them. Employees can only log time on projects they are members of.
The budget alert triggered but the project is not over budget
The budget alert triggered but the project is not over budget
The alert fires at 80% of budget, not 100%. This is intentional — the warning gives you time to review scope and billing before the budget is fully consumed. If you want to dismiss it, increase the budget or confirm the current spend is expected.
A time entry was logged on the wrong project
A time entry was logged on the wrong project
Open the time entry and change the project and task fields. If the entry has already been included on a sent invoice, you cannot move it — contact your Finance team to issue a correction.
Tasks are not showing on the assignee's dashboard
Tasks are not showing on the assignee's dashboard
Tasks only appear on the assignee’s dashboard when the task status is active (To Do or In Progress) and the due date is within the next 30 days. Completed and cancelled tasks are hidden from the dashboard by default. Check the task status and due date.
FAQ
Can I have multiple billing rates for different team members on the same project?
Can I have multiple billing rates for different team members on the same project?
Yes. Set each team member’s default billable rate on their HR employee record. When time is logged, the rate is pulled from their record. You can override the rate on individual time entries if a specific project has different agreed rates.
Can I create project templates to reuse across similar projects?
Can I create project templates to reuse across similar projects?
Yes. When closing or viewing any project, use Save as Template to save the task structure, milestone layout, and team configuration. When creating a new project, select From Template to pre-populate these fields.
Can clients see project progress?
Can clients see project progress?
Yes, if you enable Client Portal access for the customer. Clients can view project status, milestones, and shared documents — but not internal tasks, time entries, or budget figures unless specifically enabled.
How does Projects integrate with Procurement?
How does Projects integrate with Procurement?
When raising a purchase order in Procurement, you can link it to a project. The PO cost then appears in the project’s budget under Materials, giving you a complete view of all project costs — not just labour.
Can I track non-billable internal projects?
Can I track non-billable internal projects?
Yes. Set the billing type to Non-billable when creating the project. Time can still be logged for internal reporting purposes, and the budget tracker still works — it is just not connected to Finance invoicing.
See also
Finance
Invoice clients for billable project time and milestones.
CRM
Link projects to customer records for a full account view.
Client Portal
Clients can track project progress directly in their portal.