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Projects
The more you know, the further your business will go.



NEW PROJECT

To create new project, go to Projects from the side menu, and click New Project on the top left button.

Project Name – The name of the project – Visible to customer
• Select customer
Billing Type – there are 3 billing types for the projects. (Auto-selected from the most used billing type)
 Billing type can’t be changed if any billed tasks found for the project.
Fixed Cost
Project Hours – Based on project total billable hours
Tasks Hours – Based on tasks total billable hours – Total is calculated per task Hourly Rate (When creating task, you need to set hourly rate for these   tasks if billable.
Select project members – Only project members and staff who has permission Manage Projects will be able to access the project.
Start Date
End Date
Project Description

Project Settings

Each project can have its own settings based on the customer.

Allow customer to view tasks
• Allow customer to comment on project tasks – Not applied if Allow customer to view tasks is unchecked.
• Allow customer to view task comments- Not applied if Allow customer to view tasks is unchecked.
• Allow customer to view task attachments- Not applied if Allow customer to view tasks is unchecked.
• Allow customer to view task checklist items- Not applied if Allow customer to view tasks is unchecked.
• Allow customer to upload attachments on tasks- Not applied if Allow customer to view tasks is unchecked.
• Allow customer to view task total logged time
• Allow customer to view finance overview –  (Finance overview for tasks is not shown if project Billing Type is Fixed Cost)
• Allow customer to upload files
• Allow customer to open discussions
• Allow customer to view milestones
• Allow customer to view Gantt
• Allow customer to view timesheets
• Allow customer to view activity log
• Allow customer to view team members

Notes:

• When creating a new project, initially the default project settings will be taken from the last project. You can adjust if any changes are required.

• Project currency will be your base currency or the customer currency. If the customer has setup currency differently then the base currency, the currency will be used from the customer profile.

• If your staff members are able to see all projects, make sure that the member doesn't have permissions for projects. VIEW allows staff members to see ALL projects. If you only want them to see projects they are assigned (added as members), do not give VIEW permissions.

INVOICE PROJECT

Invoicing a project is recommended to do from the project area only, via the Invoice Project button on the top right side, to keep track of all invoices created for the project.

Project Invoice Info
 
There are 3 types of how the invoice items will be structure when invoicing the project.

1. Single Line – Not applied if project Billing Type is Task Hours
1. Item name: Project name
2. Description: All tasks + total logged time per task

2. Task Per Item – All billable tasks per item – (Not applied if Billing type is Fixed Cost)
1. Item name: Project name + Task name
2. Description: Total logged time

3. All timesheets individually – Applied all billable timesheets from tasks – (Not applied if Billing type is Fixed Cost)
1. Item name: Project name + Task name
2. Description: Timesheet start time + end time + total logged time

Tasks that will be billed

With CRM you have the ability to chose which tasks to bill when invoicing a project.

To see the tasks that will be billed, click on See tasks that will be billed on this invoice, you can adjust per your requirements.

If a task is not complete, when you click See tasks that will be on this invoice on the right side, you can see a message Not Complete. Another message is auto added there, with red, if the task doesn't have any timers but you want to bill the task.



Tasks with a future start date cannot be billed.

Actually, they can if you check them. By default, the tasks with future start date won’t be checked which is logical.

Notes
• All billed tasks will be marked as finished (If any tasks found not finished) – No notification will be sent to assigned staff members.
• After the task is billed you cannot start timers or bill the task again. If is required to bill again, you need to re-create the task.
• If the customer has a different currency set than the default currency, the project currency will be the currency of the customer.

PROJECT ACTIVITY

Project activity is a feature where you can track the activity of the project.

There is a way to turn off project activity from being visible to customer. You can just toggle the OFF button on the right side of the activity.

Project activity works smart and auto turns the on/off visible to customer.

How does this work?

Example: Not visible to customer discussion is created. After that all project activity logged by this discussion will be marked as not visible to customer. This logic is applied also on tasks, files and timesheets.



DISALLOW PROJECT MEMBERS TO SEE ALL PROJECT TASKS

By the default all project related tasks are visible to all project members.

If you want only to show the tasks where the staff member is assigned/added as follower, you need to turn off Allow all staff to see all tasks related to projects.

To achieve this, go to Setup->Settings->Tasks and set Allow all staff to see all tasks related to projects to NO.

If the staff member has permission for tasks VIEW or is admin, then this member will be still able to see all tasks.


PROJECT DISCUSSIONS

Projects discussions is a feature in CRM which will give you ability to start various discussions with your customer or project member for a specific project.

To create a new project discussion, open the desired project and click on the discussions tab then click on the create discussion button.



• Discussion Subject
• Discussion Description
• Visible to customer – If this field is checked, the customer will be able to see this discussion in the customers area, they will also receive a new email to say that a new project discussion is created. All customer contacts that have permission for projects will be receive this email.


PIN PROJECTS

If you are working on specific projects everyday, and you need to access them everyday, there is an option to pin the project. The pinned projects will be shown on the bottom left side from the admin main menu.



To pin a project from the main menum navigate to Project and open the project you want to open. On the top right side there is an Action button, click it and then click on Pin Project dropdown link.



After pinning the project you will be able to see it and access directly on the left side of the admin menu.

Keep in mind that you will want to unpin this project after it is marked as finished.

FINANCE OVERVIEW

Finance Overview is a showcase of all your logged project timesheets together, including project expenses.

Logged Hours – Shows total logged project hours, Billable and Not Billable
Billable Hours – Shows total billable hours – All time
Billed Hours – Shows total invoiced hours.
Unbillable Hours – Shows total unbilled hours. Ex. Means that the project has 3 unbilled hours from the last project invoice (If any).

The total values are calculated based on the Billing Type.


TIMESHEETS

Project timesheets are all started timers for tasks related to a specific project.

To view all project timesheets, while viewing the project, click on the timesheets tab.



You can view and sort all timers that are in progress or stopped, all timesheets are linked to staff members and tasks.

Add new timesheet manually

While you are in the timesheets, follow the steps:

• Click on the button Timesheet



• Select start time and end time from the calendar.

• Select task where this timesheet will be linked.

• Select staff member
o By default, the logged in user will be auto selected
o If the user does not have permission for projects EDIT or CREATE, only the logged in user will be available to select a timesheet staff in the dropdown



MANUALLY LINKING INVOICE TO PROJECT

1. Go to Menu -> Sales -> Invoices and click Create New Invoice

2. Select customer.

3. A dropdown with projects will be shown below the customers select field (if no projects associated with the selected customer the dropdown with projects won’t be shown)

4. Select the project

5. Configure the invoice for your needs

6. Save the invoice

7. Navigate to the project area and click on the tab Sales->Invoices, you will be able to see the newly created invoice associated with your selected project.















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