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The working guide

Small habits. Smoother client work.

Four practical guides to help your team start projects clearly, keep time accurate, and make billing day easier. Use them as a shared routine.

01

Set up the work

Make the project easy to recognize. And easy to track.

Before the first hour is recorded, agree on the client, project, task list, and billing rules. A little structure now makes the timesheet, report, and invoice easier to read later.

A simple project setup

Illustrative example
Client
Atlas Studio
Project
Website redesign
Tasks
Strategy · Design · Development
Billing
Time & materials · $160 per hour
Budget
$18,000 in fees

  • Use one client record for the organization.

    Keep its projects and billing contacts together. Avoid a new client record for every engagement.

  • Make the task list short and recognizable.

    Choose activities your team can distinguish without asking. Decide which tasks are billable before work starts.

  • Set the budget and assign the team.

    Choose hours or fees to match how you will review progress. Add the teammates and rates that belong to this project.

Before you begin: check that a teammate can find the project and choose the right task from their timesheet.

Explore projects and the workspace
02

Close the week

Make accurate time a weekly habit.

Keep the routine small enough that people will use it. Record work while it’s fresh, review the complete week, and resolve questions before approval.

  1. During the day

    Team member

    Capture the work in context.

    Run a timer or add an entry. Pick the project and task, then leave a note that will make sense to someone reviewing the week.

  2. At the end of the week

    Team member

    Fill gaps before submitting.

    Scan for missing days, running timers, unclear notes, and time on the wrong project. Correct the record, then submit the timesheet.

  3. At weekly review

    Manager

    Review the exceptions.

    Look for unexpected hours or non-billable work. Resolve questions with the teammate before approving the week.

Need to make a correction? Submitted and approved weeks are protected from edits. Withdraw the submission or approval before making changes, then resubmit the corrected week for review.

See timesheets and approvals
03

Check project health

Start with three questions. Then look at the detail.

Choose a consistent review day. Use recorded time, budgets, and capacity to see where a conversation is needed; open the underlying entries when a total needs explaining.

Fee budget

$18,000

Billable value

$11,920

Remaining

$6,080

Illustrative example: 66% of the fee budget used. Compare that with how much work remains.

Is the budget keeping pace with progress?

Check budget used and remaining.

If the budget is being used faster than the work is being completed, review the tasks consuming time and discuss scope with the client.

Is the workload sustainable?

Compare recorded hours with weekly capacity.

Look at the billable and non-billable split. Discuss a consistently full week with the teammate before committing more work.

What is still waiting to be invoiced?

Review uninvoiced hours and expenses by client.

Confirm which work is ready to bill and which should remain open. Check the underlying entries before preparing the invoice.

Explore reports and budgets
04

Get ready to bill

Give the invoice one careful review.

Start from uninvoiced time and expenses for time-and-materials work. For fixed fees or work outside a timesheet, use free-form invoice lines. Then run through this checklist.

  • Confirm the client and recipients.

    Check the billing contact, company details, and any purchase order number the client expects.

  • Choose the work you’re billing.

    Review the projects, date range, and expenses. Leave work out of the draft if it isn’t ready to be invoiced.

  • Make the lines understandable.

    Choose the right level of detail and descriptions. Check quantities, rates, discounts, taxes, and the final total.

  • Check the terms and send the message.

    Confirm the issue date and due date. Add a useful note, then email the invoice link to the client contacts you selected.

  • Keep the balance current.

    Set overdue reminders if needed. Record payments you receive outside the app, including partial payments, as they arrive.

See the invoicing workflow
05

Quick reference

A few terms worth agreeing on.

Use the same language when reviewing time, budgets, and billing with your team.

Billable time
Recorded time on work marked as billable. Its value depends on the applicable billing rate.
Non-billable time
Recorded effort that is not billed to a client, such as internal work or non-billable project tasks.
Billable value
The value of billable time at its billing rates. It is separate from the amount invoiced or the payments received.
Uninvoiced amount
The value of billable work and expenses that have not yet been included in an invoice.
Weekly capacity
The working hours set for a teammate’s week, used as a baseline when reviewing their tracked time.
Budget remaining
The budget left after tracked time or billable value is deducted, depending on whether the budget uses hours or fees.

Put the guides to work

A clearer routine starts with a connected workspace.

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