Managing Projects

You can manage your projects from the project dashboard page (Projects -> Dashboard). The dashboard displays project counts by In Progress, Overdue, Due this week and New. These widgets can be clicked on to display the projects in that widget. Projects can also be displayed in a Kanban view.

The project dashboard's quick actions menu displays shortcuts to add a project, timesheet or access the completed project archive.

You can also quickly update the Due Date and Status of projects in the project dashboard. Click the project's due date to access a date picker and change status's from the status dropdown.

You can open the project details page by clicking the project number on the projects dashboard. The project details page is the primary location to manage your projects in WorkGuru. It displays the project information, quick actions, profit and progress widgets and project tabs.

Quick Actions

• Add a Timesheet - Add labour costs to the project via timesheets.
• Use Materials - Use stock on hand from a warehouse's inventory or track a non-stock expense on the project.
• Add Purchase Order - Raise a project purchase order to a project.
• Add Supplier Invoice - Quick way to add an ad-hoc suppliers invoice to the project that wasn't raised formally via a purchase order
• Quick Invoice - Raise invoices based on the project's billable lines
• Credit Note - Raise client credit notes to refund invoiced lines.
• Mark as complete - Close off and archive the project.
• Actions
  • Edit Project - Make changes to the project.
  • Copy Project - Copy project details and line items to a new project.
  • Create Template from Project - Create a template using the project's line items.
  • Create Variation Quote - Create a variation quote linked to the project.

Profit and Progress Widgets - Actual vs Forecast.

• Hours Worked - Hours based on timesheets.
• Tasks Completed - Project progress based on milestones (task) completion, not based on time.
• Invoiced - Amount invoiced vs forecast billable line items.
• Cost- Actual cost calculated by:
  • Timesheets
  • Material/Stock usage
  • Purchase orders.
  • Supplier credit notes.
• WIP - Value of un-billed billable actuals.
• Profit - Actual profit calculated from invoiced value minus actual cost.

Project Tabs

• Overview - Individual task progress and completion and bulk complete/incomplete tasks functionality
• Time - List of timesheets added to the project
• Materials - Material summary and usage breakdown.
• Purchases - List of purchase orders raised attached to the project.
• Notes - Notes added to the project.
• Files - Files added to the project.
• Financials - Displays project financials
  • Invoices
  • Credit notes
  • Billable line summary

• Adv Costs - Displays advances costing details of materials
  • SKU
  • Name of Material
  • Project Phase (if applicable)
  • How many have been used
  • How many have been received via PO/not received via PO
  • Total Cost
  • Serial or Batch material (if applicable)

Project Details v2

WorkGuru is currently implementing a new version of the Project Details page aimed at tackling speed up page load times for large data sets and showing more details, it is current in an Open Beta so any feedback or issues found are welcome - please send anything you find through to [email protected] along with a quick explainer and relevant screenshot so our team can investigate.

To access this new version of the view, click on "Try the new version of this view" on the project details page as highlighted below:

It may take a moment to register and complete the details page swap, so give it a minute or 2 to change over if it doesn't work right away. If you find any issues that impact your ability to action your project, we suggest you go back to the original project details page for a workaround after raising the issue with our team for review.