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Setting Project Estimates and Budgets

Track a project against a budget and get warned before it runs over

Applies to: Billing

Agreed a budget with a client? Set an estimate on the project, and Time Tracker Billing can warn you while there's still time to act, not when you're building the invoice.

Adding an Estimate

  1. Open the project and click the Project Estimates tab.
  2. Tick Add an estimate for this project.
  3. Choose an estimate method (see below).
  4. Enter the Projected Start Date and Projected End Date.
  5. Enter the Estimated Hours and, if you're budgeting by money, the Project Budget.
  6. Save.

Project Estimates

The four estimate methods, each with a short note on what it suits.

Choosing a Method

Method
You enter
Best for
by Budget
A dollar amount plus estimated hours
A spending limit agreed with the client
by Hours
Total hours for the project
One person or a small team
by Users
Hours for each team member
Several people, each with their own share
by Activity
Hours for each type of work
Work in stages, each with its own allowance

Once it's set, the project list shows a Budget column next to the billed and unbilled totals.

Getting Budget Alerts

Click Settings > Notifications and choose which alerts you want, in the web app, by email, or in the mobile app:

  • When a project's total estimated time is reached
  • When a percentage of the estimate is reached (80% unless you change it)
  • On the project's projected end date
  • A number of days before the projected end date (5 unless you change it)

Notification Settings

Each alert can go to the web app, email, or the mobile app.

Tip: Turn on the percentage alert. Hearing at 80% that a project is running hot gives you time to talk to the client before the budget is gone.

Common Problems

  • The Budget column is empty. The project has no estimate yet. Add one on its Project Estimates tab.
  • You never got an alert. Check that the alert is turned on for the channel you use in Settings > Notifications, and that the project has projected dates.