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How to Set Up and Use Projects

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Using Projects, you can set up time estimates to track the progress made on a project. You can break your estimates down by individual tasks, or keep it simple with total hours.

How to: 

How to Add a Project

  1. In Projects, click + Add Project.
  2. Do one of the following:
    • For non-QuickBooks-integrated accounts, enter a Project Name.
      • (optional) Choose the job or customer the project is for.
      • A Project can only be assigned to one job. Once saved, the job assignment cannot be changed.
      • The Project will appear in Manage Jobs as a child of the assigned job and labeled with (Project) to differentiate it from any other sub-jobs.
    • For QuickBooks integrated accounts, choose an existing sub-customer from the provided list to use it as a project.
      • Projects from QuickBooks Online Plus will import automatically.
      • To add a new project that is not listed, add that project as a sub-customer in QuickBooks first, then import.
  3. If desired, add project start and end dates to have a timeline for your project.
    • If dates aren’t added, the Date Progress bar will remain empty.
  4. Click Add Project.

How to Add an Estimate

  1. In a project, click + Add Estimate.
  2. Under “estimate by”, choose Total Hours, or the Tasks list to divide the hours by list item.
    • Note: Once saved, the estimate type cannot be changed.
  3. Do one of the following:
    • If you chose Total Hours, enter the total hours projected. Any timesheet tracked against that project will count towards those total hours.
    • If you chose Tasks, select Add Item. Add a new item, or select an existing item. Enter the desired number of hours for that item. Continue for as many items as needed. All time tracked for this project will count towards the total hours, but will be visually broken up by item.
  4. Select Add Estimate.

How to Edit a Project and Estimate

  • To edit a Project:
    1. While viewing the Project, click User-added image > Edit Project.
    2. Make your changes and click Save.
  • To edit an Estimate:
    1. While viewing the associated Project, click User-added image > Edit Estimate. Or, click User-added image above the Actual vs. Estimated progress bar.

How to Track Time Against a Project

Projects will look like any other job or sub-job to employees. When clocking in, they will select either the project directly, or a parent job or customer and then the project to clock in. 

On a mobile device, clock into a project from Time Clock or the Projects view. Go to Projects or More Projects and select Clock In

See: How to Clock In, Switch Jobs or Customers, and Clock Out (Computer) or How to Clock In, Switch Jobs or Customers, and Clock Out (Mobile)

How to Manage In-Process Projects

When viewing a Project's details:

  • OVERVIEW tab:
    • ACTUAL VS ESTIMATED - hours worked progress. The number of hours worked are on the left, the total hours estimated are on the right, and hours remaining is on the far right.
    • DATE PROGRESS - if a projected date range is added, it will display the start and end dates and a visual of how much time has elapsed.
  • ESTIMATED tab:
    • This tab displays the Total Hours or the Total Hours per Task item.
    • Each line shows the estimated hours, how many hours have already been worked, the progress in percentage, and the remaining hours left to work.
    • Click each line to see the hours broken out by employee.
  • TOTAL HOURS tab:
    • Displays the total hours worked by each employee.
  • To Complete a Project:
    • Select In progress > Completed.
  • To Archive a Project:
    • Select User-added image > Archive Project.

How to Manage Projects Permissions

  1. Go to Employees > select an employee's name.
  2. Go to the Permissions tab. 
  3. Next to Projects, choose Off, View Only, or Create/Edit
  4. Click Save
  • Administrators will always have the "Create/Edit" permission.
  • All other users will default to the "View Only" permission. 
  • Users with the "View Only" permission can see the total hours worked for a project as well as the breakdown of the hours they worked against that project. 
  • Managers see the breakdown for everyone in their group. 
  • If a user has the “view timesheet reports for all” permission, they can see the breakdown for all users.

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