Built-in project management with live Gantt Chart planning, milestones & roll up reporting, reusable task templates, budget and progress tracking, and quick click project invoicing will make it easier for you to plan, manage, work on and bill for your projects than ever before.
Using this guide, you can:
Creating a Project Plan allows you to define your project's budget, set-up milestones and timelines, tasks, dependencies and more.
Click the Create Project Plan option on your new Project to get started.
You can still log billable time without a project plan, but the time won't have a billable rate until the plan has been updated.
You can also invoice a project that doesn't have a plan - the invoice just won't have much detail, as this usually comes from the items in the Project Plan.
The first row of the Project Plan is reserved for the project itself. All milestones and tasks must come under this row.
Simply click in an empty row to quickly start adding new items. Milestones will show up in bold, so if you've just added a few rows which appear as tasks (not bold) but they need to be milestones, you can either
Use the Convert to Milestone option to quickly switch them
Select the row and then use the Insert Below option to add a task within, and voila, you've got a milestone now with a task underneath. This is because tasks cannot live within tasks.
The indent / outdent buttons are also handy for moving one or multiple rows into or out of the level above it.
If you've got some templated milestones, or even a whole templated project, use the Insert Template Below option to find it and drop it in. Note that the templates will be added below the currently selected row.
Now that you've familiarized yourself with navigating and inserting items into the Project Plan, you may grow more comfortable with utilizing our quick Keyboard Shortcuts. Utilizing these keystrokes on your keyboard will allow you to stick to quickly entering details on the left hand-side without needing to click into the navigation bar.
Mac users, please use the Option key in-place of the ALT key above.
The overall project budget should be configured by editing the project row (row 1). Click the edit icon on the left and a new window will open.
Select the Budget tab to view the options for setting the Project Budget.
Click OK to confirm these changes.
If you open up the budget tab on a milestone, you'll see it is quite similar to the project.
Some important things to note:
If you set the fixed hours for a milestone budget, then it doesn't matter how many hours you add to the tasks underneath it - those task hours will never affect the budget, though they will affect the project's progress bar.
The calculated hours only include hours for tasks directly under the milestone. So if there's a milestone underneath with more tasks, those hours are included in the calculation - though they are rolled-up in some places.
If you see a Milestone Price section and a Subtotal Price section then this means the milestone has 1 or more sub-milestones. The Milestone Price only applies to that milestone and its immediate tasks. The Subtotal Price section allows you to override the price of everything within and below the milestone.
The simplest way to budget is to let your milestones calculate their budget based on the tasks you add within, since tasks can have a rate and a number of hours specified. If this is too fine-grained, you can set a Fixed Price on your milestones, and then compare this with the calculated price to find any milestones which may be under-budgeted
Is most of your client work similar in nature? Do they usually follow the same process? We would suggest utilizing Project and Milestone templates.
These pre-populated templates can be brought into any new Project or added onto an existing one. You can do so by clicking Insert Template Below.
A new window will pop up where you can select a Project Template or Milestone Template you have already created. Click the Insert button to insert this template into your Project Plan.
There are multiple ways to create Milestone or Project templates:
In your Configurations, you can find these options listed under Projects. Creating a Project or Milestone Template is exactly like creating a Project Plan from scratch, but once saved, these Templates will save you hours of time in the future!
You can also create it from the Project itself. Click the Create Template button on the top right. It will save this newly made template and you can replicate it on upcoming projects.