Your client asks for a snapshot of how a project is coming along and wants to see the budget status right away! 🙈 Back when you were tracking time manually this was enough to give you a case of the 💦 sweats. With Timely, you can quickly get all the information you need to send your client down Easy Street.
Whether you freelance or manage a team, it's important to know a project's health at every stage. Understanding performance also reveals the insights you need to plan future projects more accurately. Timely provides you with the essential project stats needed to stay on-budget, quickly update stakeholders and allocate team resources effectively.
Accessing an individual project page
Every project in TImely has a dedicated page. Access it simply by clicking on the project's name – either from a pinned Project card or from the ‘All Projects’ page. You'll land on a page with the Project and Client name, front and center.
Note: Deleting a project from Timely means it will be gone…forever.
The individual project page is divided into four sections:
Status - Project overview
Activities - A list view of user- and budget-related activities
Hours - Customizable list-view for all logged hours and money
Reports - Quick project report creation and sharing
Now, let’s take a look at what each tab offers!
The Status tab 📈
This section is designed to give you a breakdown of the budget progress across the project's lifetime. You can quickly track budget stage, see how many hours have been spent on the project, and compare planned money against the total remaining budget. It's especially helpful when you’re nearing the end of a project and need to stick to a tight budget!
If you’re looking to make edits on the project (e.g. updating your budget or adjusting user hourly rates), click the ‘Edit Project’ button on the top right-hand side of the screen to be redirected to the Edit Project page.
The first section on the Status page provides the Project Overview, or the big picture view of what’s happening with your project
Here you’ll find:
Total Logged Time - Time logged across the life of your project
Total Planned Time - Total planned time for all users
Total Unbilled Hours - Hours that have not yet been “marked as billed”
The Budget Progress by percentage
Budget Remaining - Total budget minus total money logged
Worked Budget - Total number of hours spent on the project
Total Budget Set for the Project - Budget set at the project's creation
Non-billable projects will only show Total Logged Time, Total Planned Time, and Total Unbilled Hours:
The Activities Tab 🏃
Think of the activities feed as your personal assistant, reporting back to you all important user and budget activities. It feeds live updates on work-in-progress, from hours logged and budget status, to business-critical actions you should be aware of.
Notable Project Activities
- You were added to <Project Name>.
- <Project Name> was created
- <Project Name> was archived.
- <names> and 8 others were added to <project name>
- <name> was added to Project
- Budget for <Project Name> reached 100%
- Budget for <Project Name> reached 80%
- Budget for <Project Name> reached 50%
- Budget was removed from <Project Name>
Pro tip: Clicking on a user-related activity such as logged hours updates will redirect you to the user’s dashboard page where you can review their logged hours by Client and Project in more detail.
The Hours tab
While the Status tab gives you the big picture of a project, the Hours 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 aross the project's lifetime. You can customize your view by using the drop-down filters to select specific time frames or to the activities for certain users and tags. You can also include planned hours or money in the drop-down furthest to the right.
Marking entries as billed 💵
From the Hours tab, you can mark entries as "Billed" once they've been invoiced to your client. 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’.
This helps prevent users from editing logged time entries that have already been invoiced. Admins can override the entry lock function to entry already “Marked as Billed” by clicking “Make Changes” on the locked 🔒entry.
Exporting your logged time entries 📥
Once you’ve selected your preferences, you can export your Hours report to a PDF or Excel file by hitting the down arrow icon to the right. This is helpful when you need to provide a client or team lead with a detailed entry log including notes and tags.
The Reports tab 📊
Here you can quickly create and share reports detailing a project's progress, total logged hours, and project task or and phase breakdown. Everything can be shared via a URL link or exported to PDF or Excel files.
Hours Graph 🕐
The Hours Graph visualizes all logged project hours for a specific timeframe. You can instantly see where a project was most and least active, and where it began and finished.
Users Chart 👫
This 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.
Total logged hours appear in order of most to least logged hours, but you can reverse the order by hitting the arrow near ‘Total logged hours’. You can also see the total logged money based on the user’s hourly rate and total hours logged on the project.
Tags Chart 🔖
Tags help you understand how much time and money have been logged on a project phase, and gives 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!
This chart includes:
- Name of Parent and Child tag
- Entries related to tags
- Logged and planned money per Tag
- Logged and planned hours per Tag
Creating a Project Report
The project Reports tab shows an overview of the project data for active users only. This includes the Hours Graph to give you a visual overview of logged hours, the data for each user assigned to the project, and a breakdown of tags (or phases) of the project.
If you want to report on active and deleted users or plan to generate a project report on a regular basis, you can create a saved report template to prevent you from selecting your preferences each time.
Just click on the quick action menu or “…” in the upper right-hand corner of the individual project page and choose ‘Open in Reports’. This will auto-populate the projects hours graph, users chart and tags chart, based on the time frame you’ve selected in the project's page.