Run projects and bill your team's hours
Set up a project for a customer with a team, rates and a budget, log hours on a weekly timesheet, approve them, turn approved hours into a draft GST invoice, and see each project's profit.
In EaseDesk: Projects, and My time in the sidebar. Log in or start a free trial.
Steps
- 1 Open Projects and click New project. Choose the customer, the manager, how you bill it (by the hour, by milestones or not billed), the service you invoice, a budget if you want one, and the team with each person's bill and cost rate.
- 2 Each person opens My time, adds a row for the project (and a task, if you like) and types hours in the day's box, such as 2.5 or 2:30. Click Submit week when the week is done.
- 3 The manager opens the project's Time tab and approves the week, or sends it back with a note saying what to change.
- 4 On an hourly project, click Bill time, choose up to which date, check the lines and the total, and make the draft invoice. On a milestone project, click Invoice this milestone instead.
- 5 Check and issue the invoice as usual. The hours count as billed once it is issued; deleting the draft or cancelling the invoice frees them to be billed again.
- 6 The project's Money tab and the Projects list show income, bills, expenses, the cost of time and the profit of each project.
Hours that nobody writes down never reach an invoice. Projects keep every hour your team works for a customer, the manager’s approval, and the invoice it ended up on, in one place.
A project’s number (PRJ…) is set in Settings → Numbering. Completing a project switches its cost centre off so new entries cannot use it by mistake; old entries keep it.
Questions
Can a project manager approve their own hours?
No. Someone else approves them, such as another manager or a person who approves timesheets, unless you are the Owner.
Can I change the hours on a time invoice?
No. The hours come from approved time and stay as billed, and copying the invoice leaves them out. To change them, delete the draft or cancel the invoice and bill the time again. Other lines can change.
Who can see and approve time?
Everyone logs their own time on projects they are on. The project's manager, and anyone whose role can approve timesheets, approve or send back time. Owners and admins manage every project.
Where do a project's bills and expenses come from?
Each project has its own cost centre. Choose it on a purchase bill or expense line and the cost counts towards the project's profit.
Can time be changed after it is submitted?
Not by the person who logged it, until the manager sends it back. Once it is on an issued invoice, it is locked.
What happens when a project passes its budget?
An automation can tell the manager each morning when the hours or money spent pass the budget you set.
Still stuck? WhatsApp or call +91 91525 20552 or write to support@easedesk.com. Updated .