Posted on by pkuppusamy

Managing projects is a big deal for small businesses and startups. Let us assume that Glocial Tech would like to manage their projects in the company. The process will start from a lead and end up with getting paid by customer that is, start from a lead, go through the sales & estimate process, track the services in a project, and turn these services into an invoice.

Apptivo apps are the boon for small businesses and startups. The Projects bundle definitely helps to track from scratch. We will see, where to start and how to execute this process.

The below picture will give you a basic outline of the process.

projects service process

Example Flow

This is an integrated solution for contractors and service providers who need to organize projects, track time spent by employees, and invoice the customer for the hours spent. We will cover the setup of your Apptivo account, adding your employees, creating your first project, generating timesheets, and invoicing your customer.

  1. “Mark Henry” has just closed a sale, and needs to initiate a project to manage the execution of all services.
  2. He will select Sofia as project manager and add people into the project team.
  3. He will create tasks for him and other peoples with start date and end date.
  4. Everybody will work on the tasks, log their timesheets and submits for Sofia approval.
  5. Sofia will look at the timesheet and either approves or rejects.
  6. She creates invoice from timesheets and send to customer.

Sofia creates a customer in Apptivo

customer 01

Mark Henry setup a project, creates milestones and assigns tasks.

Set up the Projects App, and create a project.

  1. Identify who will approve timesheets for this project.

  2. Select employees for your team & set their billing rates.

    projects 01

  3. Create activities and assign to employees.

    projects 02

All employees submit their timesheets for tasks.

1. Open the Timesheets App.

2. Click “Create Timesheet From” and select Project.

timesheets 02

3. Search & select the project.

timesheets 03

4. Select a date, and pick tasks to include for this timesheet.

timesheets 04

5. Add and/or correct the hours spent for each task.

timesheets 05

6. Submit the timesheet.

timesheets 06

Sofia creates invoice from timesheet and send to customer

1. Receive email notification of timesheet submission.

timesheets 07

2. Approve or reject all employee timesheets.


3. Set up the Invoices App.

4. Click “Create Invoice From” and select “Timesheet”.

timesheet 08

5. Type in the customer name, and select timesheets to be invoiced.

invoices 03

6. Finalize payment terms, discounts, and other invoice details. Then email the invoice to your customer

invoices 4

Next Steps

Back to Getting Started page to learn more

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