You can create a new project on the "Projects" section by clicking the "+Project" button You can also use the shortcut button below the main navigation bar.



There are four different tabs when creating a project: "Basic info", "Project settings", "Participants" and "Tasks". If your company is using project plans, you can also create a project plan while creating the project on the additional "Plan" tab. Project plans are covered in depth in this article: 3.3.3 How to create a new project plan?. 



Basic info

In the basic info section you can add basic information about the project: name, code, description, timespan and the customer. Project name and selecting a customer are mandatory.








You can either search for an existing customer or create a new customer by clicking + New customer button. See article 3.1.1 How to create a new customer? for further information on creating new customers.  


It is also possible to set separate billing customers for projects, if it is needed. This functionality needs to be activated by our customer service, so please contact us at asiakaspalvelu@kohosales.com if you want more information.

 

Project settings


From the project settings tab, you can make the following invoicing settings for the project: 


Project

  • Require invoice description: Employees are required to add an invoice description for work shifts for the project.
  • Require internal description: Employees are required to add an internal description for work shifts for the project. 
  • Block sessions: Employees are unable to record sessions for the project.
  • Absent: If holiday calendar feature is being used, sessions recorded to the project will appear as absent in the holiday calendar. 
  • Lock hours until: Block's the project so that work session can't be recorded until specified date.
  • Session visibility in time tracker: As a default, this setting is set to "No visibility". If you set this to "All" Koho will show a link on timesheet that opens a list of work sessions that have been recorded for this project. You can also limit the visibility of this report to project responsible by choosing that option. 
  • No assignments: Disables automatic work assignment creation for the project.



Invoicing info

  • Project invoice customer: The setting allows to select a project-specific billing customer. 
  • Payment term: Default payment term for invoices for the project. If the field is left empty, Koho uses the company’s default payment term.
  • Automatically merge invoices: The setting allows to choose whether to combine invoices generated from projects into summary invoices.
  • Contract:  If the project’s customer has contracts, you can link the project to one. This is needed if you want to link contract billing with work session for reporting purposes. If there are no contracts for the customer, the field is not visible.
  • Price list: You can define a price list that this project will use for work sessions.
  • Accounting account: You can define an accounting account for your project. Accounting accounts are managed from the company's settings.
  • Accounting target: You can define an accounting target for your project. Accounting targets are managed from the company's settings.
  • Include cumulative invoicing in invoice: If selected, invoices for the project will include a comment that show it's cumulative invoicing.
  • Our reference: Default "Our reference", which will show on the invoices of the project. 
  • Your reference: Default "Your reference", which will show on the invoices of the project. 
  • Invoice description: A default description, which will be visible to the customer on the project's invoices.
  • Comment (internal): A default comment that will be added to the project's invoices, but will not be visible to the customer.
  • Invoice E-mail address: If you want to send invoices by email for this project, fill in the email you want the invoices to be sent.
  • VAT 0%: If selected, VAT will not be added to invoices of the project. 
  • Merge invoice rows: Setting for defining how the project's invoice rows will be merged or not merged at all. The default merge setting is managed from the company's settings. 
  • Default invoice attachment: A setting to select a default invoice attachment for the invoices of the project. Ask our customer service for help if you want to create a custom attachment. 
  • Default price per hour: A setting to set a default price for all work sessions of the project. This setting will override price lists.
  • Set employee specific prices: Allows to define employee specific price's per hour for the project. 


Budget


In the budget section it is possible to specify project budget's for recorded hours, costs and invoicing for the project. The budget's can also be set as nonrecurring ("Single product") or recurring monthly.



Budgets can be monitored in the reporting and they are also visible as a guideline for the biller in the work sessions, but they do not create any restrictions for the project. If the budget is surpassed, this will be indicated with red colour in the work sessions.  




Expense settings


  • Invoice costs: The setting defines whether the project's costs will be invoiced or not.
  • Travel billing: kilometers: The setting defines whether the project's travel kilometer expenses will be invoiced or not.
  • Travel billing: hours: The setting defines whether the project's travel hour expenses will be invoiced or not.


Travel city-, description- and kms-fields can be used to set default values, which will be used on the project's travel expenses.



Additional fields for semantic invoices


If you need to send semantic invoices, here you can fill in order identifier and agreement identifier. 


Participants


The participants section specifies which employees or entire teams are responsible or just participants for the project. At the top of the section there is a "Visibility"-setting, which defines whether the project is visible to all employees or only the participants of the project.


The "Responsible"-setting can be disabled from a project participant if the employee is not actually responsible for the project, but still participates in the project. The participant's can also be assigned to a specific project role's and have a defined time period for the participation. Project participants can also be assigned a project-specific budgeted number of hours in the "Total hours"-field.


You can read more about project roles from this article: 3.6.6. Customer and project roles.


 


Tasks


The tasks section defines all tasks belonging to the project that will be used in recording work session. If the environment has task groups defined, then the tasks from the task group can be added to the project simply by linking the task group to the project (for example "Accounting" in the image below). Singular unique tasks can also be added to the project by clicking the "+ New"-button.


Utilizing task groups makes creating new projects significantly faster and also prevents errors, as tasks are always similar and based on a predetermined template. Another benefit of using task groups is that tasks added through task groups can be edited en masse by editing the task group.




Using task templates to add tasks

   


Tasks can be edited in the "Tasks"-table section and each task row has three visible fields that defines the name of the task, the product that is used to get the hourly rates for the task and the task's invoicing type (billable, internal or contractual).


The settings button next to the fields opens additional settings for the task, which are explained in more detail in the task troups article. You can read more about task groups and additional settings for tasks from this article: 3.4.1 How to create a task template?


Task can also be moved to the hidden tasks by clicking the green eye symbol on the task row, which means that the task is no longer visible for the employees in the work sessions. Tasks can also be deleted by clicking the red trashcan icon if they have no recorded work session.




Adding a single task with the "+ New" button


The "+ New"-button will create a new blank task row. By selecting a product for the new task, this will automatically update the product's name as the task's name. The product will also function both as a charging rate and a reporting principle for the task.


The task name can be edited manually if needed and the name of the task will be used in the work sessions. Lastly the task's invoicing type can be set either as billable, internal or contractual.


Billable: The work sessions recorded for the task will be billed normally and the product acts as a billing principle. 


Internal: Internal tasks are not visible in billing, only in reporting. They are usually used for internal tasks like education, meetings or different absences. 


Contractual: Tasks that are contractual have a 0€ price per hour as a default. They are also archived by default and not billed directly, but the biller can also change this. Contractual tasks can be used for contractual work and work that is billed by adding products to the work sessions.  


 



After all the necessary tasks are added, save the project by clicking the "Save"-button.