Nutcache includes many tools to help you manage and keep track of your projects. You will find below a complete overview and a step-by-step guide on how to use Nutcache to manage your projects.


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
2. Create a project

3. Create an estimate
4. Assign members to the project
5. Add tasks to the project

6. Monitor the project budget

7. Organize and track a project through a collaborative board
8. Add lists and cards to the collaborative board
9. Manage work hours
10. Manage project expenses
11. Invoice the project



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


 The Client screen is accessible from the Project module.



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”. Select a manager for the project and set the project’s expected duration (4).



Setting the project accessibility
Choose whether the project will be "Open", which means open to all members in your organization or rather "Restricted", meaning restricted to some specific members in your organization (5).

Open or restricted project: which option should I choose?

An open project

 

A restricted 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
 
  • 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


Setting the project budget and invoice method

Should you choose to add a budget to your project (6), you will need to set the budget scope, the budget type (based on worked hours, costs, billable hours, etc.), the budget amount, and decide whether or not you wish to consider only approved entries for the calculation of the budget.  To learn more about how to set up a project budget, click here.



Finally, in order to bill the client for the work done, you must select an invoice method for the project (7). To learn more about how to choose a project invoice method, click here.



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. 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 consists of adding tasks to the project. Project-specific tasks can be created within the project and grouped by task type.

Only assigned tasks will be available to assigned members for logging time entries against the project.




6. Monitor project budget

Once all the budget initial parameters are set and saved, and members have start working on the project, the Budget tab will help you monitor the project performance through several KPIs.



You can also set budget milestones and alerts to ensure your project runs smoothly and profitably. To learn more on how use the Budget tab and set milestones and alerts, click here.


7. 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.

To learn more on how to use collaborative boards to manage projects, click here.




What are the benefits of using 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



8. 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


9. 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).




10. 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. Set a number and date to the new expense, and link the expense to a member of your organization (1). Make sure the expense is linked to the right project (2) and that the Billable option is selected (3). Enter the supplier’s name and set a category to the expense (4). Finally, enter the expense amount (5) 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.



11. 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.


  You can generate an invoice from 3 different ways:


After selecting the client and project you wish to bill (1-2), set the invoice date range (3), and specify whether you want to add the worked hours (4) or expenses to the invoice (5). Click the Create invoice button (6) to generate the invoice.


The invoice will display including the completed tasks (1) and the project-related expenses (2).


All you need to do is click the Save and send button to send the invoice to the client. To learn more on how to invoice a project with Nutcache, click here.


How 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.




Billing your client through a collaborative board
If you are using a collaborative board to manage your project, you can easily generate an invoice for an entire board (from the board menu) or 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, project budget, worked hours, expenses, invoices, and attachments in reach without leaving the project screen.