Managing projects: a Nutcache journey

Becoming familiar with the project screen.

A step-by-step approach to managing projects

The main steps included in the project management cycle within Nutcache.

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.).

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.

Open or restricted project: which option should I choose?

An open project

A restricted 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?

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 & done dates
  • Link expenses
  • Create subtasks (checklists)
  • Attach and store documents
  • Link worked hours
  • 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.

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.

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.

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Nutcache, the only all-in-one project management solution with a collaborative workspace.

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