Projects

This section shows all projects that you can track time for as well as set budgets, billing status and many more.

Types of projects

We show 2 types of projects.

Projects from your external tool that you connected with Everhour. By default, we sync all active projects a user has access to. It includes public projects. Admins can see all team projects, even when they don’t have access to a project in the PM tool. You can archive some projects in Everhour by selecting them to see that option or do it from the integration side. After this, the project will disappear from the active list.

Internal projects are projects that admins create inside Everhour. They are mainly for something that you don’t want to keep in your primary project manager. You can find out more here. You can create an internal project or click on the title of the existing to open its tasks.

When you would like to pin some of the projects that you work most of the time with, click on a star label to make it favorite. Favorite projects appear under a special tab.

Filters

We see that for many companies, having 50 or 100 projects is something usual. Therefore, in order to simplify navigation, search and even reading this list, we added several useful functions.

everhour new projects list - grouping

For example, you can group projects by workspaces your integration has, which is perfect when you have several connected projects. Or you can group projects by a client name. Filtering helps to see projects with/without a budget, by billable/non-billable status, by integration name.

everhour new projects list - bulk edit

You can take actions after bulk-select projects. For example, if you wish to set the same budget or resync tasks in multiple projects.

Billing method

It makes a project billable and allows to see money information in reports or issue invoices for a client with this project.

everhour new projects list - billable method

A project can have a fixed hourly rate that applies to everybody’s time. Or it can be a rate based on a team member hour that you set up on your team list. However, you can set up a unique team rate for a particular project, or even set it as 0, thus making anyone non-billable to exclude from the invoice.

We don’t track fixed-price projects or fixed price tasks inside an hourly billed project.

Under a project name, you can see the name of the client. You can click on this name to expand and select another client or create new on the fly. You can read this article to find out how to create a client.

When you have some non-billable tasks in a billable project, you should click on a task title anywhere you see it in Everhour (reports, time page, dashboard) and mark as non-billable:

Budgeting

You can see a budget value, which is set as a time or a sum of money (depends on what form you agreed with your client). When this is the latter, we rely on team members’ rates multiplied by the time they track into a project.

This information regarding the budget is visible for admins only, ordinary members or supervisors won’t see anything. Nevertheless, you can allow members to see some budgets.

You can also make your budget to recur daily, weekly or monthly. This will start over a budget at each new period. A general budget can start from a specific date.

To track progress towards your budget, you can visit this project page or through a summary emails that we send each day/week/month. Please make sure you have enabled this type of notifications in your email preferences. Another option is to set an email reminder about thresholds on every budget in the pop-up window.

When you wish to set a project/client budget limit, you should first add a budget to it. After this, you will see a checkbox disallow overbudget. This kind of limit may be not tied to any period and start from a specific date. And this is possible to make it as a sum of money.

If an admin opens task details, there is a button at the top allowing to convert time into non-billable.

Everhour Task Details Popup

Additionally, you can exclude non-billable time from a budget if it is set as hours. We do this by default with budgets reflected in money, however, you may want to see progress on a budget based on all time. This is why it is an option for time budgets.

Everhour Project Budget - Exclude Non-Billable TimeWhen you have some expenses in a project, you can exclude them from a project budget.

Resync tasks in a project

It takes Everhour some time to push a fresh change into your report, i.e. a label change or renamed project. When you want to see your change straight away in reports, you need to do a force sync by selecting a project/projects and clicking on the appeared button.

Important! You should refresh your page with old info after you do this force sync. Otherwise, you won’t see any changes. We also strongly recommend selecting all projects you need at once, despite it takes some time to sync many projects. The reason is that force sync can be successfully repeated only 5 minutes after.

Project summary

A project summary consists of 4 parts.

A chart grouped by months or weeks. You can see how many hours you spent on a project within various periods, the difference between billable and non-billable work.

A budget usage. You see the budget value, what you used, what is left and so on.

 

Team timesheet with hours by day for the last 2 weeks.

Details with time by a member

Project expenses. This is what is not time and can be added in a separate expenses tab by admins. Categories are created in Account>More>Expense categories.

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