Projekte — Projects Guide

What it does

Projects are the central organising unit for client work. A project links a client, a team with individual hourly rate settings, milestones, tasks, and an AI planning assistant that can help you draft or restructure a project plan in a conversation.

Once a project exists, employees can log time against it, expenses can be scoped to it, and invoices can pull all billable items from it into a single bill. Projects without a client are treated as internal, non-billable.

How to set up

1. Create the client first — go to Clients > New. Enter details manually, or use Search Companies to look up Swiss businesses (the system pre-fills name, VAT number, address, and canton).
2. Create the project — go to Projects > New. At minimum, give it a name. Optionally set a status, start and end dates, budget, default hourly rate, and the linked client. Leave the client blank for an internal project.
3. Build the team — open the project and go to the Team tab. Add employees, set their role, and optionally override the hourly rate for individual members.
4. Add a project manager (optional) — separate from team membership, a project manager has elevated editing rights on the project.
5. Define milestones and tasks (optional) — go to the Milestones & Tasks tab. Tasks support statuses, checklists, comments, and dependencies.
6. Use the AI planning tab (optional) — chat with the AI assistant to draft a milestone and task plan, then execute the suggestions to create everything in one go.

Daily use

1. Employees log time from Time Tracking by selecting the project and optional task. Hours appear on the project automatically.
2. Employees can submit expenses linked to the project for cost tracking purposes.
3. Managers review progress in the project's Overview, Time Entries, Milestones & Tasks, and Timeline tabs.
4. Managers update task statuses as work moves along, mark milestones complete, and use Realign dependents to push downstream task dates forward after a delay.
5. When it's time to bill, create a new invoice in Invoicing, select the project, and use the Add unbilled hours and Add unbilled expenses tabs to pull in all billable items.
6. When the project is finished, set the status to Completed and eventually archive it to clear it from active views.

Works together with

• Clients — required for billable projects; managed in the same module.
• Time Tracking — employees log hours against a project and optional task. The hourly rate hierarchy flows from here.
• Invoicing — billable hours and expenses from the project flow into client invoices.
• Expenses — expenses can be scoped to a project for cost tracking.
• AI Planning Assistant — a per-project chat that drafts and restructures milestones and tasks.

Tips

• A project without a client is internal and non-billable. Do not create a placeholder "Internal" client — just leave the client field blank.
• You cannot archive a project with unbilled hours or unpaid invoices. Resolve all outstanding billing before archiving.
• The hourly rate priority order is: individual project-member rate → project default rate → employee default rate. A blank rate falls through to the next level.
• The AI planning assistant is per-project, not a global tool. Find it on the project's Planning tab.
• Project managers and team leads are different things. A team member with the "lead" role is an organisational label; a project manager has actual additional edit permissions on the project.
• Task dependency realignment can be run for a single task or for the whole project at once — useful when a milestone slips and downstream dates need to move.
• Client data can be refreshed from the Swiss company register — but refreshes are rate-limited, so avoid bulk refreshing many clients at once.