Projects

Project Reporting

Project Analysis

Go to Projects > Reporting > Project Analysis. Pivot with:

• Dimensions: Project, Task, Assignee, Stage, Customer, Milestone.
• Measures: Number of Tasks, Task Done, Planned Hours, Timesheet Hours, Delay (days).

Timesheet Analysis

Go to Projects > Reporting > Timesheet Analysis. See hours logged by employee, project, task, and date. Track billable vs non-billable hours. Calculate utilization rate (billable hours ÷ total hours available).

Profitability

For billable projects, Projects > Reporting > Profitability compares invoiced revenue against timesheet cost (hours × employee cost) and any purchase/expense costs booked to the project's analytic account — the single clearest view of whether a project actually made money.

Project Dashboard

Go to Projects > Dashboard. Overview of all active projects:

• Tasks count per stage (like a mini-kanban).
• Overdue task count.
• Timesheet summary.
• Progress bar (tasks done / total tasks).

Best Practices

• Use tags consistently across projects for cross-project reporting.
• Keep the number of open tasks per assignee under a reasonable limit.
• Review Gantt dependencies weekly.
• Track planned vs actual hours to improve estimation on future quotes.

Giving Customers Visibility

Set a project's Privacy to Portal and link a Customer on individual tasks to let that contact log into the portal and see:

• Task status and stage (read-only, or commentable if you allow it).
• Attached files and the task description.
• Milestone progress on the overall project.

Internal notes and internal-only discussion messages stay hidden from portal users — only messages explicitly sent "to customer" (or logged as a note vs a message, depending on configuration) become visible, so internal team debate about a task never leaks to the client by accident.

This is commonly combined with Milestones billing so the customer's portal view doubles as a plain-language project status page they can check anytime instead of emailing "any updates?".

Project Planning

Gantt View

Switch to Gantt view in any project. Tasks are displayed as bars on a timeline.

• Drag task bars to reschedule start/end dates.
• Zoom to Day, Week, Month, Quarter.
• Dependencies – Link tasks. A task cannot start until its predecessor is done.
• Critical Path – Auto-highlighted if enabled.
• Group By – Assignee, Stage, Milestone.

Milestones

Go to Projects > Milestones. Create key deliverables:

• Name, date, project.
• Allow task creation directly from milestone.
• Milestones appear in Gantt view as diamonds.
• If the project bills by milestone, reaching one can trigger an invoice automatically.

Resource Planning

With the Planning module installed, you can:

• Assign specific time slots to employees per task.
• View resource availability in the Planning view — booked hours vs an employee's working schedule.
• Avoid over-allocation: the view flags an employee scheduled for more hours than they have available that week.
• Publish the plan so employees see their own upcoming slots on their personal dashboard.

Task Management

Creating a Task

1. Open a project → Tasks tab → Create.
2. Title – Task description.
3. Assignee – Person responsible.
4. Deadline – Due date. Tasks past deadline are highlighted in red.
5. Tags – Color-coded labels (Bug, Feature, Urgent).
6. Description – Rich text with checklists, images, links.
7. Customer – Link to a contact (for portal visibility).
8. Milestone – Link to a check point.
9. Recurrence – For recurring tasks (daily, weekly, monthly).

Kanban Workflow

• Drag tasks between stages.
• Kanban cards show: title, assignee avatar, deadline, tags, subtask count.
• Click a card to open the task form without leaving kanban.

Timesheets

On each task:

1. Click Timesheets tab.
2. Click Add a line.
3. Enter date, description, hours.
4. Total tracked time appears on the task and project overview.
5. Timesheets flow to the Accounting module for cost analysis, and to Sales if the project bills by timesheet.

Sub-tasks

Break down tasks into smaller units. Each sub-task can have its own assignee, deadline, and stage. Parent task shows progress (% of sub-tasks done). Sub-tasks can even live in a different project than their parent, useful when one team's deliverable depends on another team completing a piece of work first.

Discussion & Collaboration

Each task has a Discussion tab – internal chat with followers. Use @mentions, attach files, add internal notes. All communication is logged in the task history.

Recurring Tasks

Enable Allow Recurring Tasks on the project, then set a recurrence (e.g. every Monday) on a task — Quickenerp automatically creates the next occurrence once the current one is marked done, so weekly/monthly checklists never need to be manually re-created.

Project Setup

Creating a Project

1. Go to Projects > Projects → Create.
2. Name – Project name (e.g. "Website Redesign").
3. Privacy:

• Followers Only – Only invited users see it.
• Internal – All internal users see it.
• Portal – Portal/customer users can also see it.

• No billing (tracking only).
• Task rate (fixed per task).
• Timesheets rate (hourly billing).
• Milestones (bill a fixed amount when each milestone is reached).

Project Stages

Go to Projects > Configuration > Stages. Create stage templates. Each project can use its own stages or inherit from the template. Configure per stage:

• Fold (collapse) when empty.
• Auto-set deadline.
• Require email notification on entry.

Task Types & Domains

Projects > Configuration > Task Stages can be restricted per project so a "Development" project's stages (Backlog, In Progress, Code Review, Done) don't clutter a "Marketing Campaign" project that needs a different flow (Brief, Draft, Client Review, Published).

The Projects Module

Go to Projects from the main dashboard. Manage all project-based work with tasks, timesheets, and planning tools. Integrates with Sales (project billing), HR (resource allocation), and Accounting (cost tracking).

Core Concepts

Views

• Kanban – Drag tasks between stages. Default view.
• List – Sortable table with all fields.
• Gantt – Timeline view for project scheduling.
• Graph – Task analysis by stage, assignee, delay.
• Calendar – Tasks by deadline.
• Activity – All project activities in one timeline.

Project Templates

For repeatable work (e.g. "New Client Onboarding"), mark a finished project as a Template and duplicate it whenever a similar project starts — every task, stage, and checklist copies over so nothing is forgotten on the next client.