PROJECTS · TASKS · TIMESHEETS · BILLING · BUDGETS
Every hour on a project, approved, billed and costed.
Run client projects and internal work in one place: tasks on a board, time from a timer or a weekly grid, timesheets your managers approve, invoices made from the approved hours, and budgets and margins per project. Clients follow their projects on a free portal.
IT services · Agencies · Consultancies · Engineering practices · Implementation partners
WITHOUT IT
What goes wrong without it.
×Timesheets come in late on a Monday spreadsheet, and half the week is guessed.
×Billable hours never reach the invoice, because nobody adds them up in time.
×A project looks busy and profitable until the month-end numbers say it was neither.
×The cost of an hour is a figure someone typed two years ago, not what the person is paid.
×Clients ring to ask how their project is going, because they cannot see it anywhere.
×Nobody knows who is free next month until someone goes on leave.
MY WEEK · THE APP
SmartMy Projects at work.
A team member starts the timer on a task, ticks the checklist, and sends the week on Friday. The manager approves it, and the hours land on the project's cost and the next billing run. The phone app for this is built and in testing; the same steps work on the web today.This week · 5 days38.5 h · ready to send
T-00412 · Payment pageTimer running · 1 h 20
Acme website · Sprint 12On track · 18 tasks
HOW IT RUNS
How a project runs on it.
01
Set upThe project with its client, team and roles, value and dates, and its tasks from a template with dates counted from the start.02
WorkedTasks move across the board with checklists, subtasks, comments and files; reminders come before deadlines.03
TimedTime from a timer on the task or the weekly grid, billable or not, checked against attendance when you use SmartMy HRMS.04
ApprovedEach person sends the week; the manager approves it or sends it back with a reason. Nobody approves their own.05
BilledA billing run gathers approved hours at their rates, fixed instalments or the retainer, and becomes a draft invoice with GST or VAT.06
MeasuredCost, revenue and margin per project, against its budget, with the client following progress on the portal.WHAT IT DOES
See all features →Compare plans →What it does.
01
Projects and the feed
Every project, with its health.✓Client, team with roles, value, dates and currency
✓On track, at risk or off track with a note
✓One feed per project for the team and the client
02
Tasks
Board, list, calendar and pivot.✓Subtasks, checklists, comments and files
✓Repeating tasks and task templates
✓Reminders before deadlines and while late
03
Time and timesheets
Kept as the work happens.✓Timer on a task, or the weekly grid
✓The week approved through your approval chain
✓Lock dates and missing-time reminders
04
Billing from approved hours
Hours that become invoices.✓Rate cards by person, role and currency
✓Time and materials, fixed price and retainers
✓Draft invoices with GST or VAT
05
Payment milestones
Paid by stage, event or date.✓By percentage, amount, date, stage or event
✓A draft invoice when one falls due
✓Due and received on the client portal
06
Budgets and profitability
What it may cost, what it made.✓Budgets by OPEX and CAPEX category
✓Purchase orders, bills and invoices on the budget
✓Revenue, cost and margin per project
07
Expenses and advances
Money spent for the project.✓Expenses with receipts, rebillable to the client
✓Advances and their settlement
✓Payments by method with proof
08
Capacity and utilisation
Who is free, and who is not.✓Allocations per person and week
✓Leave and holidays from SmartMy HRMS
✓Utilisation and billable percentage
09
Stages, key events and the plan
Checks before moving on.✓Stages left only when their checks pass
✓Kick-off and go-live with readiness checks
✓Work plan, critical path and Gantt
10
Client portal
Free for your clients.✓Their projects and health
✓The tasks and updates meant for them
✓Payments due and received
01Payment milestones with draft invoicesGive a project a payment plan, such as 30 / 40 / 30. Its milestones fall due by hand, on a date, at a stage or when a key event is done. The client is told, a draft invoice is made, and an unpaid milestone can hold the project in its stage.How it works →02Stages you leave only when the checks passEvery project moves through your stages, such as Planning, Execution and Closure. It leaves a stage only when its checks pass: tasks done, time approved, the payment received. Passing a check anyway takes an approval, with the reason on record.How it works →03Key events with readiness checksKick-offs, steering reviews and go-lives run as key events. Each has readiness checks counted back from the day and invitations the client answers from a link. Reminders, follow-ups and the report come by themselves.How it works →04Time checked against attendanceWith SmartMy HRMS, each submitted week is compared day by day with the person's attendance. It finds more hours than they worked, time on a day of leave or a holiday, or time on a day with no attendance. You choose to warn the approver or to block the week until it matches.How it works →05Subcontract work orders with certified measured workGive work to freelancers and subcontractors on a work order with item lines and rates. Work done is measured and certified by a Projects Manager. Running bills work out retention, advance recovery, back-charges and withholding tax.How it works →06MS Project and Primavera P6 import and exportBring a schedule in from Microsoft Project (XML) or Primavera P6 (XER) with its outline, dates, progress and links. Send your work plan back out as a Microsoft Project file.How it works →
SECURITY AND DATA
Costs and rates stay with the right people.
Cost only for managersWhat an hour costs, and the margin it leaves, is shown to project managers only, never to the team or the client.
Only your own projectsTeam members see the projects they are on, the tasks of those projects and their own time; managers see the entity's projects.
Clients see what you markOn the portal a client sees only their own projects, the tasks marked for them and the updates meant for clients.
Approved time is lockedTime in an approved week, before a lock date or older than the days you set cannot be changed.
Good to know before a demo
What SmartMy Projects does not do today, so you hear it here first.
The phone appThe SmartMy Projects app (my tasks, timer, weekly timesheet, approvals, working without signal) is built and being tested. It is not in the app stores yet.
IN PROGRESSDocs and wiki pagesThere are no wiki or document pages inside a project. Files and comments sit on tasks and the project feed.
NOT YETProofing and mark-up of designsClients cannot draw on a design or a PDF to give feedback. They comment through the project feed.
NOT INCLUDEDQuotations, sales orders and CRMSmartMy Projects starts from the won project. Billing goes to invoicing and accounting, not to a sales pipeline.
NOT INCLUDEDA published pricePriced per user with a Projects role a month, with some users included. Tell us your team size for a figure.
ON REQUESTQuestions and answers
Who is SmartMy Projects for?
Firms that sell their time or run client projects: IT services, design studios and agencies, consultancies, engineering and architecture practices and implementation partners, and project offices inside larger companies.
Who counts as a user?
Every person with a Projects role, including people who only keep time. Clients who follow their projects on the portal are free and not counted.
Do we need SmartMy HRMS?
No. With it, time is checked against the day's attendance, the cost of an hour comes from the person's salary, and leave shows on capacity. Without it, a manager types each person's cost per hour.
We already use SmartMy HRMS for timesheets. What changes?
HRMS Growth has basic projects, tasks and timesheets. SmartMy Projects adds billing, budgets, capacity, the client portal and the rest on the same projects, so nothing is moved or typed again.
Can it make our invoices?
Yes. A billing run turns approved hours, fixed instalments or a retainer into a draft invoice in SmartMy accounting, with your GST or VAT. It is approved before it becomes an invoice.
Is there a Gantt chart?
Yes, in Scale: a work plan with links between activities, the critical path, a baseline and holidays, with import and export for MS Project and Primavera P6.
Does it work outside India?
Yes. Each project has its own currency, rate cards are per currency, and invoices use the taxes of your entity: GST in India, VAT elsewhere.
Is there a phone app?
It is built and being tested, not in the app stores yet. Until then, everything works on the web.
See your next project on it.
Tell us how many people keep time, how you bill your clients today (hours, fixed price, retainers) and what you use now. We will set up one of your real projects with you.