TimeTrackerby Knudsen Software Systems

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Clients and projects

Keep an address book of clients, and set up projects with their own rate, colour and budget.

On this page
  1. Add a client
  2. Add addresses
  3. Add phone numbers
  4. Add people at a client
  5. Add a project
  6. Pick a project colour
  7. Set an hourly rate
  8. Set an intended pace
  9. Track time that isn’t for a client
  10. Archive a client or project
  11. Delete a client or project

At a glance

  • A client is a company you work for. A project is the work you track time against.
  • Both are optional, but you need them for invoices and budgets.
  • The rate belongs to the project, so one client can have several rates.
  • Projects with no client hold your admin, marketing and learning time.
  • Archive finished work to hide it. Nothing is deleted.

Clients and projects are optional, but you need them for invoices and budgets. A client is a company you work for. A project is a piece of work you track time against, usually for one client.

You manage both on the Clients & Projects tab. It lists your clients, each with the projects you do for them, and a No client section for projects that aren’t billed to anyone.

The Clients and Projects tab listing clients with their projects, and a No client section.
Each client with its projects, and the No client section at the end.

Add a client

  1. Type the client’s name in the box.
  2. Press Enter or click Add client.
  3. Click the client to open it and fill in its details.

The client is created with just its name. Only one client is open at a time. An open client has two sections:

Section What it holds
Contact information Its name, addresses, phone numbers and the people who work there.
Projects The projects you do for it.

Add addresses

Each client has two addresses, each over as many lines as you need.

  • Mailing address: where the company is.
  • Billing address: where its invoices are addressed. Invoices use this one, or the mailing address if there is no billing address.
An open client showing its name, mailing address, billing address and the same-address tick box.
Tick the box if billing and mailing are the same.

If both are the same, tick the box that says so. TimeTracker then uses the mailing address for invoices and doesn’t store a separate billing address.

Add phone numbers

A client can have phone numbers for the company itself. Each person at the company keeps their own phone numbers separately.

Add people at a client

A client can have as many people as you need. Add each one by name, by email address, or both. A shared inbox such as [email protected] doesn’t need a name.

The people at a client, each with a name and email address and edit and delete buttons.
Add people by name, email address, or both.

When you make an invoice, you choose which of these people it is addressed to. See Who the invoice is addressed to.

To change a person, press their edit button. Their details load into the form, where you save the change or cancel it. To remove someone, press delete and confirm.

Add a project

  1. Open the client and its Projects section.
  2. Type the project’s name.
  3. Press Enter or click Add project.

If the client already has a project with that name, TimeTracker tells you and doesn’t create a second one.

You can also create a project from the Track tab by typing a new name in the project box. See Choose a project.

Click a project to open its settings. Only one project is open at a time. Each project has its own:

  • name
  • client
  • hourly rate
  • budget, for fixed-price work (see Budgets)
  • intended pace
  • colour
An open project with fields for name, client, hourly rate, budget, intended pace and colour.
Save becomes available once you change something.

Pick a project colour

Each project has a colour, shown beside its entries so you can tell the work apart at a glance. Pick one of the colours offered, or choose any other colour.

Set an hourly rate

Give a project an hourly rate if you want to invoice its hours. The rate belongs to the project, not the client, so one client can have projects at different rates. Press Save after you change it.

Set an intended pace

The intended pace is the number of hours a week you plan to work on a project. TimeTracker uses it to forecast when the budget will run out if you keep to that pace. See Budgets.

Track time that isn’t for a client

Some of your time isn’t for a client: admin, marketing, learning. Make a project with no client for it. These projects sit in the No client section. Type the name there and add it.

Archive a client or project

When a job is finished, archive the project, or the whole client, to hide it from the lists you pick from. Archiving deletes nothing. All the history, including its time and invoices, is kept.

Action What happens
Archive a client Also archives its active projects. Before it does, TimeTracker tells you how many projects and how many unbilled hours are affected.
Restore a client Brings it back, along with the projects that were archived with it. Projects you had archived yourself stay archived.
Restore a project Brings it back into the lists.
The Clients and Projects tab showing archived clients and projects with restore buttons.
Archived work is hidden from the lists, not deleted.

Delete a client or project

Archiving is usually the better choice. If you do delete:

Delete What happens
A client Its projects and their time entries are kept. The projects move to No client. Invoices already issued keep their saved copy of the client’s details.
A project Only possible if it has no time entries. If it has any, archive it instead.