Frequently Asked Questions

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

You'll be taken to the New Project screen: 

New_Project

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
  • 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
  • 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 - You can choose Single Hourly Rate so all time tracked by you and your team on this Project are the same rate, or Team Member Rate so you can apply a rate unique to each Team Member on all their time entries. Read more about Billing Rates here 


Mark Projects as Complete

If the Project you've been working on has finished (you're no longer tracking time or collaborating on it), you can mark the Project as Complete. Doing so moves the Project out of the list of active Projects, and into a separate Completed list to keep your view organized. To mark a Project as Complete, use the below steps: 

  1. Go to the Projects section
  2. Check the box off next to the Project you've completed
  3. Click on the Actions button
  4. Select Mark as Complete

    Mark_As_Complete

  5. Click OK to confirm.


Completed Projects are in their own lists and are in a read-only state. You can also mark completed Projects as Active if you'd like to work on them again. Restoring Completed Projects can be done with a few steps: 

  1. Go to the Projects section
  2. Click on the View Completed button at the bottom of the list
  3. Check the box off next to the Project you'd like to restore
  4. Click on the Actions button
  5. Select Mark as Active, click OK to confirm, and it'll return in your All Projects view.

    Mark_As_Active 

 

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: 

Project_Budget 

 

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.

Project_Review 

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 or comments with your Client and team. Just do the following:

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


Project_Discuss


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

 

FAQs

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
  5. Check the box next to any existing Team Member and click Done
  6. Or use the Invite an Employee/Invite a Contractor button to invite them
  7. Type in the person's email address in the To: field
  8. Feel free to write a personal message or leave it blank, then click on the Send Invitation button
  9. The invitation will then be emailed, and the recipient can accept it to have access to the Project. 

 

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.

 

How do I delete a Project? 

  1. Go to the Projects section on the left side
  2. Check the box off next to the Project you want to delete
  3. Click on Actions (top of the list)
  4. Click on Delete.