Posted on by Todd Miner

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

create customers

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.

    timesheets 01

  2. Select employees for your team & set their billing rates. projects 01
  3. Create activities and assign to employees.

    create tasks

All employees submit their timesheets for tasks.

1. Open the Timesheets App.

timesheets 28

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

create timesheets

3. Search & select the project.

search projects

4. Tasks will be auto populated for this timesheet.

5. You can view the timesheet created for the project as shown in the image below:

overview of timesheet

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.

timesheet submitted

3. Set up the Invoices App.

invoice 28

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

from timesheet

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

timesheet customer

create customer

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

create invoice from timesheet

Next Steps

Back to Getting Started page to learn more

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