What is a STANDARD project
A STANDARD project has a clearly defined start and end. This is typical for projects such as websites or mobile apps. However, RECURRING projects are also available for fee-based projects that will automatically get created each month.
How to create STANDARD projects
Start by selecting Projects in the top bar, then click the Add a new Project button.
1. Enter basic project information
Enter the project name
Enter the project ID, or check the Auto ID option
- if the ID is unique, a green checkmark will appear by the field
- if the ID is already in use, a red cross will appear by the field
Choose an existing client or enter the name of a new one
Choose the expected start and end dates of the project (Estimated Start / End Date)
- If you set the project to start in 14 days, people will be able to see it in their time tracking only then. You’ll see it immediately after creating it.
- The expected end date is closely related to project billing.
2. Tag the project
Tagging projects is critical for reporting, as all reports include tag-based filters. If you ever get curious how much you work on tenders for example (and how much time and money has it cost you so far), you can filter the projects out using a Running tenders tag.
Read more: How to bulk add and edit all tags
3. Create a cost estimate
In this step, you’ll define time estimates for individual people and their tasks, as well as the client rates for each activity or role.
- How to budget a project when only the total price is known
- How to budget a project when it is invoiced retrospectively
- How to budget an internal project that by definition has no budget
Enter activity names
Define the activities or roles on the project, i.e. project management, graphic design and analysis, or senior designer, art director and PPC specialist.
Enter the client rates for individual activities
There can be different rates assigned to different activities that you invoice. Costlocker will remember these rates and next time when you’re creating a cost estimate, it’ll automatically pre-fill these fields for you.
Add people to work and track time on the project
Add people to work on the project under every defined activity or role. Read how to add new people to projects if you’re not sure how to do that.
Assign tasks to be tracked
It is best to assign concrete tasks to everyone, so they know what to track and don’t have to enter any notes into their timesheets.
Enter how much time is available for every activity
Next, enter time estimates for each activity or role that your client has approved. If you arrange so with the client, these estimates can be extended at any point during the project. Nevertheless, the cost estimate should always reflect what your client has approved.
Note: It’s possible to skip this step and define the project budget using external expenses only. To do so, just click the Save and Continue button.
4. Enter external project expenses
Any project expenses outside your company go here. Simply enter the buying price into the Purchased field, and the selling price into the Invoiced field.
5. Add project supervisors
Project supervisors are people allowed to edit the project – these can include account managers, project managers, etc. You can add anyone by entering their names, except people with Employee roles only – their rights don’t allow them to access project information. Only Administrators or Managers can be added as project supervisors.
Note: It’s not necessary to add any Admins as project supervisors, because their access rights include project editing by definition.
Pro tip: Add your clients as project supervisors too!
ALL SET! We’ve just created our first project!
Now it’s time to see all the different financial metrics available on the project page.