Overview

Projects are the heart of WorkGuru.  It is where you can capture your actuals (Time and Materials) against what you invoice to track real-time profitability.


Before creating a new project, its important to have considered the following considerations.  How you structure the Tasks and Products on the projects greatly contribute to their ease of use capture actuals (time/materials) and invoicing.


Creating a New Project

The process to create a new project in WorkGuru is detailed below:

  1. Add a new Project
    1. From the Project Dashboard (Projects -> Projects -> Add a Project)
    2. From the New Project menu shortcut (Projects -> New Project)
    3. From the Add Project page fill out the following project information
      1. ProjectNo - Use your own project number or, if left blank, WorkGuru will assign its own.
      2. Project Name - Description of the project to display on the Project dashboard and customer facing document templates.
      3. Start Date - Estimated Project start date
      4. Due Date - Estimated Project due date
      5. Project Manager - Staff member responsible for the project. 
      6. Project Group - Assign the Project to a Project Group if it is part of a bigger Project (Optional)
      7. Client - Select the Project's client, or Add Client if not in the current address book.
      8. Billing Client - Change the Client in this dropdown if the client details you are invoicing for the project is different from the client you are completing the work for.  This is for a workflow such as for rental tenants where the tenant would be the Project client and the real estate client is the billing client you want to invoice.
      9. Client Contact - If the selected Project client has Contacts in their client card, you can select the contact relevant to this Project (Optional).
      10. Client Purchase Order - If the client has sent a PO to authorise the project or approve a quote, record that here. 
      11. Asset -  If this project is related to an asset select it from the dropdown or add it using the Add Asset button.  Note:  this dropdown will display a list of assets that are setup in WorkGuru assigned to the selected project client.  (Optional)
    4. Next step is to add the line items to build the project forecast. These line items consist of a combination of Tasks and Products
      1. Adding Tasks - You can search for your tasks setup in the WorkGuru Tasks database here.  Select the relevant task to add and you can further modify the following fields both shown inline in the row and expanded using the blue plus icon (red arrow).  You can add multiple tasks as required using the Add Task button.
        1. Name - Selected task name
        2. Cost - Task Cost per hour
        3. Quantity - Forecast number of hours required
        4. Sell Price - Billable price per hour.
        5. Billable - Toggle if the line item is billable or not.  Note: Non-billable (unticked) line items do not display on invoices, but the forecast and actual timesheet costs still accrues on the project.
        6. Total - Billable total line item amount (Quantity x Sell Price)
        7. Description - Task description/details (Optional)
        8. Start Date - Schedule the task start date (Optional)
        9. End Date - Schedule the task end date (Optional)
        10. Staff Allocation - Add the Staff that need to complete timesheet entries for this task.
        11. Asset for Task  - If the task is related to the usage of a particular asset, you can schedule an available asset for this task.  This is useful for a hire type workflow where you can hire out an asset for the duration of the Start and End dates. (Optional)
      2. Adding Products - You can search for the tasks setup in the WorkGuru Products database, using either the SKU or the product Name.  You also have the ability to add ad-hoc line items (not in the Product database), by not selecting a database item if all the basic fields are filled out when prompted.   You can add multiple products as required using the Add Product button.
        1. SKU - Stock Keeping Unit, or product code.
        2. Name - Product name
        3. Cost - Forecast product cost
        4. Quantity - Number of products required
        5. Sell Price - Forecast product sell price
        6. Billable - Toggle if the line item is billable or not.  Note: Non-billable (unticked) line items do not display on invoices, but the forecast and actual product costs still accrues on the project.
        7. Line Total - Billable total line item amount (Quantity x Sell Price)
        8. Description - Product description/details. (Optional)
      3. Project Templates let you add a pre-defined combination of Tasks and/or Products to easily populate a project minimising data entry.  The steps to add a setup a Project Template is here, and how to add them to a project is here.    You can add Project Templates to the new Project using the Add Template to Project button.
    5. Once the Task and Products have been added to the project, you can check the project totals and  forecast profitability of the project and adjust accordingly.
    6. Once happy with the Project setup, click save.  If you have missed any fields that are mandatory, WorkGuru will prompt you to resolve before saving.
    7. The new project is now available in the project dashboard.