Plans 💳 : Everyone
User Permissions 👥: Admins, Managers, Team Leads
Imagine this. Your client calls up and needs a snapshot of the progress of a project right away. They also want the exact status of the budget. There's no time to lose! What do you do? 🙈
Firstly, don't panic. We've got you covered. With Timely, you can quickly get all the information you need about a project, its status, and budget, in no time at all! It's really that easy! 🎉
Whether you're a freelancer or manage a team, it's important to know exactly what's going on with a project at any given moment. Timely provides you with the essential project statistics you need to stay on budget, update any stakeholders, and allocate your team resources effectively. Saving you time, saving you money! 😏
Browse through this article to learn more about:
Accessing individual projects
Every project in Timely has its own dedicated page. Click on the Projects page where you'll find both the Dashboard and All Projects tabs. It doesn't matter which view you select, there you'll have an overview of all your projects. Simply click on the name of any project and you'll get access to its unique project card.
When you're on a project's individual page, you'll notice six tabs.
Here's a quick definition of each tab:
Status – your project overview
Activities – a list of all user and budget-related activities
Timesheets – a list of the hours logged to the project
Report – create a report and share data about your project
Invoices – connect to QuickBooks Online and generate invoices
Tasks – schedule to-do lists directly to a project
This section is designed to give you a breakdown of the progress of your project. Depending on the details of the project you can see:
The number of hours logged to the project
How much of the budget has been spent (Time⌛ or Money💰 budget)
The total of unbilled hours
Planned time versus logged time
Which users are working on the project
Tags that are associated with the project
It's really helpful to have everything in one place, especially nearing the end of a project when you need to stick to the budget!
If you’re looking to make edits to the project (updating your budget or adjusting user hourly rates), click the Edit Project button on the top right-hand side of the screen. It looks like this:
Any changes you need to make can be done there. ✂️
Next up is the Activities tab. Think of the activities tab as your personal assistant, reporting back to you on all important user and budget activities. It provides live updates on work-in-progress, from hours logged and the project's current budget status to business-critical actions you should be aware of.
You’ll find three buttons that give you three different filters: All activities, Regular activities, and Anomalies. All activities and Regular activities are pretty much what they say. They give you a filter of any activity that is associated with your project. The Anomalies view is what the AI has determined is out of the ordinary for that project.
Notable Project Activities
When the project was created
When the project was archived
Users added to the project
When users logged hours for the first time
Budget for <Project Name> reached 100%
Budget for <Project Name> reached 80%
Budget for <Project Name> reached 50%
Top tip: Clicking on a user's activity, such as logged hours, will redirect you to the user’s dashboard page. There you can review their logged hours by Client and Project in more detail.💡
While the Status tab gives you the big picture of a project, the Timesheets tab shows you the granular detail. It’s a chronological view of who’s been logging hours on a project.
By default, you'll see all logged hours and money across the project's lifetime. You can customize your view by using the drop-down filters to select specific time frames or activities for certain users and tags.
You can select what data to include by clicking the drop-down furthest to the right:
Marking entries as Billed or Unbilled 🧾
From the Timesheets tab, you can mark entries as either Billed or Unbilled. Simply check the boxes next to the relevant entries. Click Billed and Update. Entries marked as Billed will now appear in green on the Hours page. If you made a mistake, simply follow the same steps to mark entries as Unbilled. It looks like this:
Here you can quickly create and share reports detailing a project's progress, total logged hours, and project task or phase breakdown. Everything can be shared via a URL link, or exported to PDF or Excel files.
Logged hours graph 🕐
The Logged hours graph visualizes all logged project hours for a specific timeframe. You can instantly see where a project was most and least active, and whe it began and finished.
People chart 👫
This chart gives you a visual overview of each user’s project contribution. Filter down to just one user or compare numbers for everyone involved in the project.
Tags chart 🏷️
Tags help you understand how much time and money have been logged on a project phase. They also give you the insight you need to create better project proposals. If you know a particular project phase tends to take 50 hours, you can forecast a more accurate proposal for future projects. Fewer surprise costs and a happier client!
You can monitor project phases using tag lists and tags which can be created in Settings. The tags section gives a breakdown of each phase of a project.
Good news for all our QuickBooks Online users. You can create invoices directly from the Invoices tab. Find out more about that by clicking here.
Click the + New Invoice button to get started:
Here you'll be able to see all the data you need to create an invoice. Timely is so smart that it even collates billable hours ready for you to invoice. You'll see that by clicking Show details.
Even if you don't have QuickBooks Online integrated, Timely still allows you to create a basic invoice that you can use for reporting purposes.
Tasks is our newest feature to Timely. 🌟
The Tasks tab gives you the ability to add planned time or assign tasks to users for a specific project. Adding tasks directly to your projects helps bigger projects get broken down into more manageable bite sizes. Plus, it helps keep everyone on time and sticking to the budget!
You can easily add new tasks directly in the Tasks tab. Just click the + New Task button and you're good to go! Real-time to-do list action happening right there. 😄
Still have questions?
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