You can create a new project on the "Projects" section by clicking the "+Project" button. You can also use the shortcut butto below the main navigation bar.
There are four steps in creating a project: "Info", "Invoicing & Budget", "Participants" and "Tasks". If your company is using project plans, you can also create a project plan while creating the project on the "Plan" tab. Project plans are covered in depth in this article: 3.3.3 How to create a new project plan?.
Info
In the info section you can add basic information about the project: name, description, timespan and the customer. Name and 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.
Invoicing & Budget
From the invoicing and budget tab, you can make the following invoicing settings for the project:
- 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
- Payment term: The default payment term for invoices for this project. If you leave this field empty, Koho uses your company’s default payment term which you can see below the field.
- Accounting account: You can define an accounting account for your project. Accounting accounts are managed from the invoicing section in settings.
- Accounting target: You can define an accounting target for your project. Accounting targets are managed from the invoicing section in settings.
- Contract: If the project’s customer has contracts, you can link the project to them. This is needed if you want to link contract billing with work shifts for reporting purposes. If there are no contracts for the customer, this field is not visible.
- Require invoice description: If this is selected, employees are required to add an invoice description for work shifts for this project.
- Require internal description: If this is selected, employees are required to add an internal description for work shifts for this project.
- Absent: If your company uses holiday calendar, tasks marked with absent will appear grey in the holiday calendar.
- No assignments: If this field is selected, assignments are not created for this project even if it is included in an assignment template.
- Include cumulative invoicing in invoice: If you select this field, invoices for this project will include a comment that show cumulative invoicing for this project.
- Invoice costs: In this field, you can choose whether you want to invoice costs for this project.
- 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 shows all work shifts that have been tracked for this project. You can also limit the visibility of this report to project responsible by choosing that option.
- Our reference: You can set your company’s reference which will show on the invoices of this project.
- Your reference: You can set your customer’s reference which will show on the invoices of this project.
- Invoice description: A comment that will show on the project’s invoice above the invoice rows.
- Project code: You can define a code for the project.
- Price list: You can define a price list that this project will use for work shifts.
- VAT 0%: If you choose this option, VAT will not be added to invoices of this project.
- Lock hours until: If you want to lock your project from tracking hours until a certain date, here you can set the date. For instance, if you choose 1st of March 2022, you cannot track hours for this project for 28th of February because it is locked.
- Merge invoice rows: You can define if you want merge invoice rows by project for this project or no merging at all. The default for your company is managed from invoice settings.
- Default invoice attachment: You can choose a default invoice attachment for the invoices of this project. Attachments can be created on the Templates section of settings. Ask our customer service for help if you want to create a custom attachment.
- Default price per hour: You can set a default price for all shifts of this project. This will override price lists.
- Set employee specific prices: You can also define an employee specific price per hour.
Additional fields for semantic invoices
If you need to send semantic invoices, here you can fill in order identifier and agreement identifier.
Budget
In the budget section you can budget hours, costs and invoicing for the project. You can choose if the budget is nonrecurring or if the budget is per month.
Budget is 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.
Participants
In this section, you can define who are the responsibles for this project. You can also choose whether the project is visible to all employees or only the participants of the project.
For a participant, you can define their role, period and total budgeted hours. You can read more about project roles from this article: 3.6.6. Customer and project roles.
You can also make whole teams responsible for the project.
Tasks
On the "Tasks" tab you can add all tasks to the project that are needed for timetracking. Usually, tasks are added by using task templates. You can also add a single task by clicking the "+New" button.
Using task templates to add tasks
Selecting a task template to your project will add all tasks included in the task template to your project. This makes it a lot faster to create new projects and you can also make sure that task names and rates are correct. If you make changes to your task template, you can copy them directly to the projects that have the task template.
Click the desired task template and Koho will add all its tasks to your project. If you need to make changes to the tasks, you can do it by clicking the task's row. On the first column you can choose the product that is used to get the hourly rates for this task. On the second column you can define the name that this task will have on timetracking. On third menu you can choose whether this task is billable, internal or contractual. If you need to hide a particular task from timetracking for this project, you can click the green eye symbol on the task row.
You can read more about task groups and additional settings for tasks from this article: 3.4.1 How to create a task template?
Adding a single task with the "+New" button
Click the +New button which will create a new task row. First you need to add a product for the new task which will function both as a charging rate and a reporting principle for the task.
Choose the product by clicking the "+" sign next to the name.
On the second column you can give the task a name of your choice. As a default it it’s the same as the product’s name. The name is visible on the timetracking. On the third column you can choose whether the task is billable, internal or contractual.
Billable: The task is charged normally and the product acts as a charging 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. These are archived and not billed directly, but the biller can also change this. These can be used for contractual work and work that is charged by adding products to the work shifts.
You can read more about additional settings for tasks from this article: 3.4.1 How to create a task template?
After you have added all the necessary tasks, remember to save your project!