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      What are Projects?

      Projects are a great way to collaborate with Clients, Employees and Contractors inside your FreshBooks account. It's also helpful for communicating with your Clients beyond Invoices. You're also able to review all time tracked on a Project, including your Contractors' and Employees' time.

      Creating Projects 

      To create a Project, follow these steps:

      1. Go to the Projects section on the left side
      2. Click on the Create New... button
      3. Select Flat Rate Project or Hourly Project (see here if you're not sure which Project Type to choose)

      You'll be taken to the New Project screen:
      New project button.

      Here's what you can customize in your Project: 

      • Team Members - In the top left corner, click on the + symbol to add Team Members (Employees and Contractors). You can also invite new Employees and Contractors as well
      • Assign a Client - In the top right corner, click to assign a Client to the Project
      • Project Name - Enter a name for your Project
      • Project Services - Add or remove Services you'd like to use for tracking time (or set up your default services to apply automatically to every new project with the steps here)
      • Hourly Budget - In the bottom left corner, you can set up a budget for the amount of time to allocate to a Project
      • End Date - In the bottom right corner, you can put in an end date (or deadline) for your Project
      • Flat Rate - If you select Flat Rate Project as your Project Type, this appears so you can indicate the Rate here
      • Project Settings
        • Project Type - You can choose Flat Rate Project so regardless of how many time entries you and your team track, you can bill it with a flat rate. Or choose Hourly Project if you want to charge by the hour for you and your team's time entries
        • Set Hourly Rates - Choose between Single Hourly RateTeam Member Rates or Service Rates for this Project - read more about what each Billing Rate does here.

      Project Budgets

      You can easily set up an Hourly Budget so you and your team can keep everything on schedule. This gives you greater visibility into how much time has been tracked and whether you are on budget or not.

      To add or modify a Hourly Budget, use the below steps: 

      1. Go to the Projects section
      2. Click on the Project you want to edit and then the Edit button
      3. Or create a new one with the Create New... button
      4. In the bottom left corner, under Hourly Budget, type in the amount you want to budget for (or increase it if you are editing it)
      5. Click Save to finish.

      The Hours Logged column is also useful for visually tracking this progress:List of projects with Hours Logged column showing budgeted time.


      Reviewing Time on Projects 

      Reviewing time allows you to see a total breakdown of who's tracked time on a particular Project, and what those time entries look like.

      1. Go the Projects section
      2. Click on a Project
      3. Then click on the review button at the top.
        Review section of a Project.

      For more details on how to review specific team members' time entries, or by calendar view, check out this article here.

      Discussing & Collaborating on Projects

      You can collaborate on any Project by sharing files, attachments or comments with your Client and team. Everything is stored inside the project for easy reference anytime you need it. Just do the following:

      1. Go the Projects section
      2. Click on a Project
      3. Then click on the discuss button at the top. Discussion section of a project.

      Here you can post files, comments, and collaborate with your team and Client. Here's what you can share inside a Project:

      • Comments
      • Files (images, gifs, PDFs, documents, spreadsheets)
      • Links

      The size limit for files is 50 MB per file, and a maximum of 40 files per post.


      How do I add people to my Project?

      To add people to your Project, follow these steps: 

      1. Go to the Projects section on the left side
      2. For existing Projects, click on it, then click on the Edit button
      3. For a new Project, click on the New Project button
      4. Click on the + symbol under Team Members in the top left
        1. Select your Team Members by using either:
        2. The Select All checkbox
        3. Individually checking off boxes next to the Team Member(s)
        4. The Search field and/or Filter by Role option to check off specific boxes
        5. Then click on the Save or Update Team Members button to send the invites.
      5. Or use the Invite an Employee/Invite a Contractor button to invite a new one
        1. Type in the person's email address in the To: field
        2. Feel free to write a personal message or leave it blank, then click on the Send Invitation button
        3. The invitation will then be emailed, and the recipient can accept it to have access to the Project.

      Note: If you add a Client to a Project, they will only be able to see the Discuss tab. If a Client needs to see time tracked so far, you can either send them an Invoice with the time entries, or run a Time Entry Details report filtered to that Client/Project.

      How do I remove people from my Project? 

      You can remove team members from your Project with the below steps:

      1. Go to the Projects section on the left side
      2. Click on the Project you want to edit
      3. Then click on the Edit button
      4. Click on the + symbol under Team Members in the top left
      5. Uncheck the box next to any existing Team Member
      6. Click Done and any unselected Team Members will be removed from the Project.


      How do I change the Client on a Project?

      1. Go to the Projects section on the left side
      2. Click on the Project you want to change the Client for
      3. Then click on the Edit button
      4. Click over the Client's name and select Change Client
      5. Choose the new Client
      6. Click Save.

      Note: If you have time entries already billed on an Invoice belonging to the original Client, the Invoice will not change Clients and remain as is. Both billed and unbilled time entries will be reassigned to the new Client.

      If the original Client has a Retainer, time entries will be removed from the retainer and reassigned to the new Client instead. If the new Client has a Retainer as well, the time entries from the old Client's Retainer will move to the new Client's Retainer.


      How do I edit my Project settings?

      1. Go to the Projects section
      2. Click on the Project you wish to edit
      3. Click on the Edit button.

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