The Projects & Services module helps organizations plan, execute, monitor, and bill project-based or service-based work.
It enables:
Project planning
Task allocation
Timesheet tracking
Expense tracking
Milestone billing
Profitability analysis
This module integrates with:
Sales (project-based orders)
HR (employee timesheets)
Purchase (project expenses)
Accounting (revenue & cost booking)
Navigate to:
Projects → New Project
Enter:
Project Name
Customer (if billable)
Expected Start Date
Expected End Date
Project Type (Internal / External)
Cost Center
Project Manager
Save and Submit.
Projects can be categorized as:
Fixed Price Project
Time & Material Project
Internal Project
AMC / Support Contract
This helps define billing method.
Project statuses may include:
Open
In Progress
Completed
On Hold
Cancelled
Navigate to:
Projects → Task → New
Link to:
Project
Assigned Employee
Expected Start Date
Due Date
Priority
Save and Submit.
Tasks can be:
Parent tasks
Sub-tasks
Useful for breaking down complex projects.
Open
Working
Completed
Cancelled
Managers monitor task progress in real time.
Timesheets record:
Hours worked
Task performed
Project allocation
Used for:
Cost calculation
Billing
Productivity tracking
Navigate to:
Projects → Timesheet → New
Enter:
Employee
Project
Task
Hours worked
Activity description
Submit.
For Time & Material projects:
Timesheets generate billable amount
Invoice can be created from timesheet
System calculates:
Employee hourly cost × Hours worked
Used for profitability analysis.
Project-related expenses may include:
Travel cost
Material purchase
Outsourced service
Expenses can be linked to project in:
Purchase Invoice
Expense Claim
Define project budget:
Total budget
Department-wise allocation
System tracks:
Budget vs Actual cost.
Invoice based on:
Agreed contract value
Milestones
Example:
Project Value: $100,000
Milestone 1: 30%
Milestone 2: 40%
Milestone 3: 30%
Invoice based on:
Timesheet hours
Agreed hourly rate
Example:
100 hours × $50 per hour = $5,000
Recurring billing for:
Annual maintenance contracts
Monthly support services
System tracks:
Invoiced amount
Advance received
Pending billing
Costs include:
Salary cost (timesheets)
Purchase cost
Expense claims
Shows:
Revenue – Cost = Profit/Loss
Managers can review:
Project margin
Over-budget alerts
Cost overruns
For service-based businesses:
Create Service Order including:
Customer
Service details
Technician assigned
Service date
Technician records:
Work performed
Time spent
Parts used
Invoice created based on:
Service charges
Parts used
Time spent
Project Summary
Task Summary
Open Tasks Report
Project Profitability
Budget vs Actual
Unbilled Amount
Employee Utilization
Timesheet Summary
Billable vs Non-billable Hours
Monitor:
Employee workload
Project assignment
Available capacity
Formula:
Billable Hours ÷ Total Working Hours
Helps optimize staffing.
Enable approval for:
Timesheets
Expense claims
Project billing
System can:
Alert when budget exceeded
Restrict expense entry
Tracks:
Who updated project
Who approved billing
Task modifications
Recommended steps:
Review open tasks
Verify timesheets
Confirm project expenses
Generate billing
Review profitability report
Discuss cost variance
Define project scope clearly
Break project into tasks
Record timesheets daily
Review budget weekly
Close completed projects
Not linking expenses to project
Ignoring timesheet entry
Delayed billing
Poor task assignment
Not reviewing profitability