Before you start
Put the right records and roles in place.
The customer must already exist, and every team member needs an Employee record. The project's company defaults to your base company.
Documented sequence
From a new project to its first pre-filled month.
Each stage identifies the action, handoff, or record change that moves the work forward.
- 01
Create the project — Project manager
Enter a unique code and a name, pick the customer, and optionally the start and end dates. The company defaults to your base company, Billable is on, and the project starts as PLANNED.
- 02
Add the tasks — Project manager
Add each task under the project with a name and optional estimated hours. The estimates feed the Estimate by Project bar chart.
- 03
Staff the team with rates — Project manager
Add each employee to the team with an optional role and a required billing rate. The rate is set per employee per project, prices every booked day as hours × rate, and employees never see it.
- 04
Go live — Project manager
Set the project's status to ACTIVE and save. There is no approval step: ACTIVE is what switches on the monthly timesheet generation for this project.
- 05
Create the month — System
At 02:00 on the 1st of each month, every ACTIVE project gets its Project Timesheet with one DRAFT line per team member and an 8-hour billable day per working day. Each member gets a Submit task.
Connected work
Carry the record into the next decision.
Related features and workflows reuse the same business records instead of asking teams to rebuild the context.
If no team is assigned by the 1st, that month's Project Timesheet is created with no employee lines, so staff the team before the month starts.
A starting point, not a fixed package
Fit the project to how you bill.
Each person's billing rate is set per project, tasks carry their own estimates, and project statuses are kept on the Settings page. A different generation schedule, other working-day patterns or additional fields can be scoped as a Custom adaptation.
Try BusinessIntentsDecision-stage answers
Plan a project so the timesheets run themselves FAQs
When are the monthly timesheets created?
At 02:00 on the 1st of each month, for every project whose status is ACTIVE. Each one has the project and customer filled in, the new month as its period, and status OPEN.
Can two people on the same project bill at different rates?
Yes. The billing rate sits on each team assignment, per employee per project, so different people can bill differently on the same engagement. Each booked day is priced as hours × rate.
Do employees see their billing rate?
No. The rate is visible to managers only. Employees book their hours without ever seeing the rate or the amounts it produces.
How do I stop the timesheets for a finished project?
Set the project to CLOSED. A project that is PLANNED or CLOSED gets no timesheet, so closing it is how the monthly generation stops.
Review the real workflow
Set up one real project in BusinessIntents.
Use a real record or transaction to compare the documented flow with the way your team works today.