The Projects/Jobs and Time Tracking module in AccountingSuite is a powerful tool designed to streamline project management, enhance productivity, and ensure accurate billing for businesses that operate on a project or job basis. When combined with the ability to create Sales Invoices directly from tracked time, this module becomes an indispensable part of your company businesses success.

Projects/Jobs allows the user to group transactions in the system for the purposes of reporting and tracking. A project/job is usually created for a short or long term grouping need to achieve profit in some actions with the customer’s needs. For grouping transactions for a permanent purpose or in other goals use Classes.

To add a project to a document for tracking purposes, it must first be created and associated with a Customer.  Each project may have one customer but one customer may have many projects.

Managing project costs has never been simpler with Projects & Time module. Our Projects functionality spans the application and projects created here can be tagged on quotes, orders, invoices, bills, payments, receipts – practically everything. The time tracking module allows for recording time spent by task on a project. It makes a powerful way to report on expenses and profits for your small and large projects.

Projects / Jobs are of two types:

• T&M – time and materials, where the client is billed based on actual time and materials consumed/hours spent.
• Fixed – client is charged with a lump sum, regardless on the actual time spent.

Both Classes and Projects / Jobs are optional and can be used separately or together to meet the business needs. Classes represent a high-level breakdown (e.g. Business Units, Lines of Business), whereas the Projects / Jobs are designed for a more precise and narrow analysis.

Enable accounting by Projects #

1. Navigate to Lists – Chart of accounts.
2. Open each account, that will be affected by the Project postings and tick the toggle Accounting by projects.

Create a new Project / Job #

1. In the Lists, select Project / Jobs
   • Navigate to the Project / Jobs section where all existing projects and jobs are listed.
2. Click on Create in Project / Jobs
   • Press the Create button to open the form for entering the details of a new Project / Jobs.
3. Enter Project / Jobs name
   • Provide a clear and descriptive name for the Project / Jobs to ensure it can be easily identified.
4. Select the Project group
   • Choose the appropriate Project group to categorize the project. Project groups help in organizing and reporting projects more efficiently.
5. Select the Company
   • Assign the Project / Jobs to the relevant company
     • Note: If no Company is selected, the project will be considered an internal Project / Jobs (not associated with any external customer).
6. Project period
   • Set the planned start and end dates for the Project / Jobs if known.
     • Important: If the Project / Jobs period is not set, it will be treated as open-ended.
7. Report period
   • Define the period for which reports should be generated
     • Important: If the report period is not set, it will not restrict reporting timelines.
8. Type
   • Specify the Type of Project / Jobs:
     • Fixed: For projects with a fixed price.
     • T&M (Time and Materials): For projects billed based on actual time and material usage.
9. Status
   • Select the current Status of the Project / Jobs:
     • Open: The project is created but not yet started.
     • In Progress: The project is actively being worked on.
     • Closed: The project is completed.
10. Optionally, enter budget amounts for Income, Expense and Hours
11. Click Save and Close to finish.

Tree view mode #

Use More actions – View mode for switching between view modes:

• Hierarchical list
• List
• Tree

The Tree mode will help you with structured Projects.