Managing projects: a Nutcache journey

Becoming familiar with the project screen.

Where can I find this option?

1. Create a client

Before creating a project, you must first create the client the project will be linked to.

As with the project screen, the client screen gathers all relevant information about the client into one cohesive place (projects, estimates, invoices, payments, etc.).

Where can I find this option?

2. Create a project

Enter the project’s basic information. Only the name of the project and the client are required (1-2). Since the estimate has not yet been created or sent to the client, the project status must be set as “Planned” (3). Once the client approves the estimates, you will need to change the project status to “In progress”. Remember to select the Billable to client checkbox (4) in order to be able later to bill the client for the work done.

While completing the project basic information, you can enter the project’s expected duration (5) and planned financial goals (6).

Once the project is complete and saved, you have access to all tabs to help you better manage the project.

3. Create an estimate and get it approved

After creating your project, you must send your client an estimate detailing the tasks you plan to perform with hourly rates for each of them. Creating and managing estimates can be done from the “Estimates” tab of the project screen.

Creating an estimate is a very straightforward operation with Nutcache. Simply enter a clear description of the tasks you plan to perform accompanied by your hourly rates. In addition, Nutcache allows you to create tasks as well as taxes on-the-fly, if required.

Once the estimate is created, sent and approved by the client, set the project status to “In progress”. If the client declines your estimate, simply set the project status to “Canceled” and close the project screen.

4. Assign members to the project

Once the project estimate is accepted by your client, it’s time to identify the members who will work on your project. Nutcache lets you make your project “open”or restrict access by making it “restricted”.

Open or restricted project: which option should I choose?

An open project

  • Open to all members of your organization
  • Everyone can work on an open project
  • Everyone can track and record time against an open project

A restricted project

  • Access is restricted to some specific members of your organization
  • Only assigned members can work on a restricted project
  • Only assigned members can track and record time against a restricted project

Let’s say you decide to make your project restricted. The next step is to assign members of your organization to the project. Only assigned members can log time entries, add expenses and access project boards according to their member permission set.

5. Add tasks to the project

After identifying which members will be working on the project, the next step is to add tasks to the project. Only assigned tasks will be available to assigned members for logging time entries against the project.

6. Organize and track a project through a collaborative board

Nutcache’s collaborative function allows you to organize and manage your project by using boards, lists and cards that represent a workflow. Create a collaborative board directly from the project screen.

What benefits will it bring me to use a board to manage my project?

  • Organize your lists to reflect your workflow
  • Fill cards with a variety of information, such as checklists, worked hours, expenses, or attached documents
  • Set a deadline and an estimated time for each card
  • Invite your client, or other business partners, to collaborate and comment on different tasks
  • Drag your cards from list to list as work progresses
  • Invoice an entire board in a single click

7. Add lists and cards to the collaborative board

Now that the project collaborative board is created, you need to add lists and cards to reflect your workflow.  Think of a list as a container where you gather all your tasks, ideas, etc.

Add as many cards and lists as you need to organize your work.

Each card has a tab menu where you can:

  • Plan tasks with estimated/due and done dates
  • Create subtasks (checklists)
  • Link worked hours
  • Link expenses
  • Attach and store documents
  • Comment the ongoing work
  • Browse the card activity log

8. Manage work hours

To record the time spent working on a task, simply start a timer directly from a card.

Once the task is complete, stop the timer. A pop-up screen will prompt you to record the actual worked hours (1), which can be different from the billable hours (2).

9. Manage project expenses

Logging and organizing your project expenses and billing them to your clients for quick reimbursement is a breeze with Nutcache. Recording a project-related expense can be made directly from the project screen.

After clicking the + Expense button, the expense management screen will open in a new tab. Assign a code to the new expense, enter the supplier’s name and set a category to the expense (1). Make sure the expense is linked to the right project (2) and that the Billable option is selected (3). Finally, enter the expense amount (4) and hit the Save button.

When you are ready to invoice the project, Nutcache will let you to add the project-related expenses to the invoice.

Where can I find this option?

10. Invoice the project

When the time comes to bill a client for work done, Nutcache offers several different options. You can, of course, bill the entire project in a single operation by including worked hours and incurred expenses.

From the application left-side menu, click the Invoice projects option. After selecting the client and project you wish to bill (1-2), specify whether you want to add the worked hours (3) and expenses to the invoice (4). Click the Create invoice button.

The invoice will display including the completed tasks and the project-related expenses.

All you need to do is click the Save and send button to send the invoice to the client.

You wish to partially bill an ongoing project? Simply select the period for which you want to issue an invoice by setting the project start and end dates (1-2) and complete the following steps as described above.

If you are using a collaborative board to manage your project, you can easily bill your client as the work is done. To do this, simply invoice a list when all the tasks (cards) it contains are completed.

By easily gathering everything that matters to your project into one cohesive place, Nutcache allows you to speed up project completion by creating or keeping tasks assignments, existing boards, worked hours, expenses, invoices, and attachments in reach without leaving the project screen.