Projects & Services — Resource Allocation, Deliverables, Timesheets

Overview

For service-based businesses, consulting firms, and agencies that deliver projects to clients. Track work, allocate resources, log hours, and manage deliverables.

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Resource Allocation

What is Resource Allocation?

Assign team members to projects based on their availability, skills, and workload.

Creating an Allocation

1. Go to Resource Allocation → Click + Allocate Resource
2. Fill in:
   • Project — Which project
   • Resource (User) — Team member to assign
   • Role in Project — Project Manager, Developer, Designer, Consultant, etc.
   • Start Date / End Date — Duration of assignment
   • Allocation % — How much of their time (25%, 50%, 100%)
   • Billable — Yes/No (affects invoicing)
   • Hourly Rate — For billing calculations

Allocation Views

• By Person — See all projects a person is working on
• By Project — See all resources assigned to a project
• Calendar View — Visual timeline of allocations
• Utilization Report — % of available time allocated per person

Capacity Planning

• Total available hours = Working days × Hours/day
• Allocated hours = Sum of all project allocations
• Available capacity = Total - Allocated
• Over-allocated flag (>100% utilization)

Handling Conflicts

• System warns if a resource is over-allocated
• Show conflicts visually (red highlights)
• Suggest alternatives with available capacity

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Deliverables

What is a Deliverable?

A deliverable is a tangible output or milestone that a project must produce — a report, design, software module, presentation, etc.

Creating Deliverables

1. Open a Project → Deliverables tab
2. Click + Add Deliverable
3. Fill in:
   • Name — e.g., "UI Design Mockups", "API Documentation"
   • Description — What needs to be delivered
   • Assigned To — Who's responsible
   • Due Date — Deadline
   • Status — Not Started, In Progress, Under Review, Completed, Overdue
   • Priority — High, Medium, Low
   • Dependencies — Other deliverables that must finish first
   • Attachments — Upload the deliverable file when ready

Deliverable Lifecycle

Not Started → In Progress → Under Review → Revision (if rejected) → Completed → Accepted by Client

Client Approval

• Mark deliverable as "Ready for Review"
• Client receives notification (email/WhatsApp)
• Client approves or requests revision
• Revision cycle tracked

Deliverable Tracking

• % complete per project (based on deliverable status)
• On-time vs delayed count
• Dependency visualization (which deliverables are blocking others)
• Client satisfaction tracking per deliverable

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Timesheets

What is a Timesheet?

Log hours spent by team members on projects/tasks. Used for:

• Client billing (billable hours × rate)
• Internal cost tracking
• Productivity analysis
• Project profitability calculation

Logging Time

1. Go to Timesheets → Click + Log Time
2. Fill in:
   • Date — Which day
   • Project — Which project
   • Task/Activity — What was done
   • Hours — Duration (decimal: 1.5 = 1h 30m)
   • Billable — Yes/No
   • Notes — Description of work done

Timesheet Views

• Daily — Log hours for today
• Weekly — Week-at-a-glance with totals per day
• Monthly — Summary with project breakdown

Timesheet Approval

1. Team member submits timesheet (weekly/monthly)
2. Manager reviews entries
3. Approves or rejects (with comments)
4. Approved timesheets feed into billing

Billable vs Non-Billable

Type	Example	Charged to Client?
Billable	Client meeting, development work, design	Yes
Non-Billable	Internal meeting, training, admin	No
Internal Project	Product development, R&D	No (internal cost)

Project Cost Calculation

• Billable hours × Hourly rate = Revenue
• Total hours × Internal cost rate = Cost
• Revenue - Cost = Project profit
• Profit margin = Profit ÷ Revenue × 100%

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Project Management Features

Project Overview

Each project shows:

• Status (Active, On Hold, Completed)
• Budget vs actual spend
• Timeline (start, end, duration)
• Team assigned (with roles)
• Deliverables progress
• Hours logged vs estimated
• Client satisfaction

Project Phases

Break projects into phases:

1. Discovery / Requirements
2. Design / Planning
3. Development / Execution
4. Testing / Review
5. Delivery / Handover
6. Support / Maintenance

Project Reporting

• Utilization Report — Hours worked vs available per person
• Profitability Report — Revenue vs cost per project
• Timesheet Summary — Hours by project, person, week
• Deliverable Status — On-time vs delayed per project
• Resource Forecast — Upcoming availability

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Integration with Other Modules

Module	Connection
Deals	Win a deal → Create a project from it
Invoices	Timesheet hours → Generate invoice
Tasks	Deliverables → Break into tasks
Contacts	Project linked to client contact/account
Documents	Deliverable files stored in documents

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Tips

• Log time daily — Don't wait until Friday to remember the week
• Set realistic estimates — Track actual vs estimated for future accuracy
• Use deliverables — Tangible milestones keep projects on track
• Monitor utilization — 70-80% is healthy; 100% leads to burnout
• Bill promptly — Generate invoices as soon as timesheets are approved
• Track non-billable — Understanding overhead helps pricing decisions
• Review weekly — Weekly project reviews catch issues early