FEATURES
Every feature, with its own page.
34 features of SmartMy Projects, grouped by area, each with the plans that have it. Open one to see what it does, who uses it and how it works.
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Highlights
The parts of SmartMy Projects people notice first.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...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...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...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...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...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....How it works →
ON THIS PAGE
01Projects02Tasks03Time04Money05People06Planning07Clients, dashboards, apps, AI08Accounting09Across SmartMy ProjectsProjects
5 featuresClient projects with team, value and healthEvery project holds its client (or marks it internal), Entity, currency, value, dates and the team with their roles and dates. The project manager sets its health, On Track, At Risk or Off Track, with one line on why.Project feed for the team and the clientOne timeline per project where updates, tasks done, payments, stage changes and key events land, each marked with who it is meant for. The client is told on WhatsApp or by email with a link to their own view, and confirms important items with Seen.Payment 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.Stages 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.Key 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.
Tasks
5 featuresTasks on a board, list, calendar and pivotEvery project's work as tasks with assignees, priority, dates and tags. See them as a board by stage, a list, a calendar or a pivot. Stages are shared by every project, or a project keeps its own.Subtasks, checklists, comments and filesSplit a task into subtasks with their own people and stage, add a checklist of steps, and keep comments and files on the task. A task can be closed only when its required items are ticked and its subtasks are done.Repeating tasks and task templatesTasks that come back daily, weekly, monthly or yearly, every n, until a date. Templates add a project's usual tasks in one go, with dates from the start and each task given to the right role.Deadline remindersPeople are told when a task is given to them. They are reminded before its deadline, on the day, and every morning while it is late. You set how many days before.Task automation rulesRules that act when a task is created, reaches a stage or goes overdue, or a timesheet week is late. They assign, set priority, tags or deadline, add a follow-up task, or tell people. Every run is logged.
Time
4 featuresTime entries with a timer and a weekly gridYour team keeps time on projects and tasks in the way that suits the work. Use a timer on the task, a weekly grid of projects and days, or a line in the list. Each entry is billable or not and lands on that person's weekly timesheet by itself.Weekly timesheets with approvalEach person's time for the week sits on one sheet, sent on Friday. The project manager or your approval chain approves it as a whole. Approved hours become the project's cost and what you bill.Missing-time reminders and Time AnalysisEvery week, people whose last week is short or not submitted are reminded in the app and by email. Time Analysis shows managers the hours by project, person, task, week, billable and status.Time 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.
Money
9 featuresRate cards by person, role and projectSet what an hour of each person or role is billed at, in a currency, on a rate card you reuse across projects. A project can carry its own rate for a person, and every billing run prices the hours from these rates.Billing runs from approved hoursEach period, a billing run gathers what a project bills. That is approved hours at their rates, fixed-price instalments that are due, the retainer fee and overage, and expenses to pass on. Once approved, it becomes a draft invoice in accounting with the entity's GST or VAT.Retainers with hours included and overageBill a client a fixed fee each month or quarter that covers a number of hours. Hours above it are billed at an overage rate, and unused hours can roll over to the next period.Project budgets by OPEX and CAPEXEach project gets a budget by cost category, marked OPEX or CAPEX, approved before it counts. Time, expenses, orders, bills and store issues fill it by themselves, with alerts at 80 % and over 100 %.Project expenses, advances and settlementsYour team claims what they spent on a project, asks for an advance before a trip and settles it after. The project manager approves each one. Payments are recorded by method with proof, and a supplier's expense becomes a draft vendor bill.Purchase orders, bills and invoices on the budgetPut a project on a purchase order and it is committed on that project's budget when confirmed. Its vendor bill turns the commitment into actual cost, and customer invoices with the project count as revenue.Material requests from the storeMaterial asked from your store for a project is committed on its budget when approved, at the items' cost. What the store sends becomes actual cost, and the store buys only what it does not have.Profitability per projectOne row per project with revenue, cost, margin and budget used, read from the project's budget ledger. Time is costed at each person's cost per hour, and filters show the projects losing money or over budget.Subcontract 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.
Planning
2 featuresWork plan and Gantt with the critical pathPlan a project as linked activities with durations in working days. Schedule works out the dates, the float and the critical path. Set a baseline and see every slip against it on the Gantt.MS 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.
Clients, dashboards, apps, AI
4 featuresClient portalYour clients log in to see their projects. They see status and health with your note, the tasks you let them see, the updates meant for them and the payments due and received. Clients are free; they do not count as users.Dashboards: My Work, Delivery and MoneyThree ready dashboards open first in the Projects app. My Work is for everyone, and Delivery and Money are for managers. Every number counts only what the viewer may open, and a click shows the records behind it.The SmartMy Projects appYour team's tasks, the timer, time added by hand and the weekly timesheet on Android and iPhone, also without signal. Managers approve the team's weeks on the phone.AI task drafts and status summariesPaste the client's brief and AI adds the project's tasks, with subtasks, hours and deadlines, for you to check. One more press writes a short status summary for the client or for management, kept on the project for you to copy.
Across SmartMy Projects
3 featuresApproval chainsTimesheets, billing runs, expenses, budgets, stage overrides and subcontract work go to the right people in the right order, set up by you without code. Every decision is kept with who made it, when and why.NotificationsSmartMy Projects tells the right person when something needs them. That can be a task given to them, a week sent back, a request to approve, a payment due, a project late in a stage. Each event has its own recipients and channels, in the app, by email, as a phone notification or on WhatsApp for clients.Security: sign-in log, password rules and two-factor sign-inSee every sign-in try, set password rules, ask for a second factor or a passkey, and limit sign-ins by network, device and hours. Settings can differ per Entity, and every part comes with every plan.
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