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How To Manage Project In Taskip?

Managing projects in Taskip helps you stay organized, track progress, and collaborate effectively with your team. With multiple tools and views, you can control every aspect of your project from one place.

How Does It Work?

Taskip allows you to manage projects by organizing tasks, assigning team members, tracking time, updating statuses, and maintaining files—all within a single workspace. Each project acts as a central hub for all related activities.

  1. Log in to your Taskip account.
  2. From the Main Menu, select Projects.

Ways to Manage Projects in Taskip

1. Create and Edit Projects

  • Create new projects with all necessary details.
  • Update project information anytime using the Edit Project option.

2. Assign Team Members

  • Add a Project Manager and Team Members.
  • Ensure clear responsibility and collaboration.

3. Use Different Project Views

  • Switch between List, Kanban, Gantt, and Calendar views.
  • Choose the view that best fits your workflow.

4. Manage Tasks and Stages

  • Add tasks within projects.
  • Organize work using stages.
  • Update task status as work progresses.

5. Track Time

  • Monitor time spent on projects using Time Tracks.
  • View start time, end time, and duration for better reporting.

6. Upload and Manage Files

  • Upload documents and resources directly to the project.
  • Keep everything centralized for easy access.

7. Set Status and Priority

  • Update project status (Draft, Working, Review, Completed).
  • Set priority levels (Low, Medium, High, Urgent).

8. Control Visibility

  • Set projects as Public or Private.
  • Control who can access and view project details.

9. Track Milestones and Dependencies

  • Group tasks under milestones and let progress track itself.
  • Link related tasks with dependencies so blocked work is easy to spot.
  • Turn on auto-shift planning to keep dependent tasks' dates in sync automatically.

10. Plan from the Backlog

  • Keep not-yet-started work in the Backlog tab, ranked and off the board.
  • Start items onto the board when the team has room, individually or in bulk.

11. Triage Incoming Feedback

  • Review new bugs, feature requests, and client-submitted items in the Feedback tab before they hit the board.
  • Accept, decline, or merge duplicates in one action.

12. Collect Client Requests

  • Let clients submit feedback, bugs, and change requests without seeing your internal board.
  • Track and reply to client requests, with internal comments staying invisible to them.

13. Follow the Money

The Finance Tab

The Finance tab shows whether a project makes money. It appears in the project's top bar for staff who may see that project's finances. By default that is Administrators and Managers. Members and custom roles need the Project Finance permission (see Permissions). Clients never see this tab.

Navigation: Projects → open a project → Finance.

The tab has these cards:

  • Profit. Revenue, Total cost, Profit and Margin. A loss is shown in red. Margin shows a dash when revenue is zero.
  • Billing. Planned (the contract value), Invoiced and Collected, plus Refunded when there has been a refund. These sit beside revenue and are never added to it.
  • Cost. Labor, Expenses and Total cost.
  • Budget. Hours and amount used against the project's budget, with the cap mode taken into account.
  • Budget requests. Requests for more budget and their history. See Asking the Client for More Budget.
  • Expenses. The project's expenses, with add, edit and delete.
  • Labor by member. Each person's hours and labor cost.

How the Figures Are Worked Out

  • Revenue depends on the project's billing type. For Hourly projects it is the approved billable hours that haven't been written off. For Fixed Price and Retainer projects it is the amount invoiced on the project, not hours times rate. For Non-billable and Internal projects it is zero.
  • Labor is tracked time that is no longer a draft and was not rejected, multiplied by the cost rate of each entry.
  • Total cost is labor plus expenses. Profit is revenue minus total cost, and Margin is profit divided by revenue. This is gross profit: overheads are not included.
  • Collected counts paid invoices and recorded part payments, and does not count refunded invoices.
  • An invoice that was created for an advance budget request counts as billed in its own right. The hours it covers are not billed again.

Taskip never converts money between currencies. Figures are in the project's currency. Anything recorded in another currency (an invoice, an expense, a time entry) is left out and a note under the cards says how many rows were left out. Time with no cost rate is also left out of labor rather than counted as free, and the note shows what percentage of the time was costed. To fix this, set a cost rate for the person, the project, its billing profile or the workspace.

Expenses

Click Add expense on the Finance tab and fill in:

  • Category. Subcontractor, Software, Travel, Hosting or Other.
  • Description.
  • Amount. In the project's currency.
  • Date.
  • Vendor. Optional.
  • Receipt. Optional attachment.

Click Save. The project's cost and profit update straight away. Use the pencil icon to edit an expense and the bin icon to delete it (Delete this expense?). A deleted expense no longer counts toward the cost. Adding, editing and deleting follow the Project Expenses permission, so a person may be able to see expenses but not change them.

Billing and Budget Settings

Go to Project → Settings → Billing & budget.

  • Billing block: Billing Type (Hourly, Fixed Price, Retainer, Non-billable, Internal), Currency, Billable Rate (per hour), Cost Rate (per hour), Contract value, Billing Profile and Billable by default. Click Save billing. The contract value is what the client agreed to pay. It is compared with what is invoiced and paid, and it is not the budget cap. The rates and the contract value are only shown to people who can see rates on the project (Administrators and Managers by default).
  • Budget block: Maximum hours, Maximum billable amount and When the budget is reached. Click Save budget. See Time Limits and Budgets.

Showing Finances to the Client

Go to Project → Settings → Access & client portal and turn on Show finances to client. It is off by default, and only people who can see rates can change it.

When it is on, the project's client sees a Project finances card on the project Overview with Agreed (when a contract value is set), Invoiced, Paid, Still to pay, and Paid in advance, not yet used when they have paid for budget in advance. Costs, time spent and profit are never shown to the client, and are never sent to their browser.

Final Figures When You Close a Project

When a project is closed, Taskip records its final figures. Open the project's menu in the project header and choose Close project…. People with finance access see Final figures in the dialog: Revenue, Total cost, Profit and Margin, with the date they were Recorded. If the project is reopened and you open the dialog to close it again, the earlier figures are shown as At the previous close, with the number of earlier closes on record. Closing and reopening keeps the record.