Goal: A pipeline you will actually update, plus hours you can put on an invoice.
Structure
Keep it small.
| Object | Typical mapping |
|---|---|
| Workspace | Your practice (one is enough unless a client must log in and must not see others) |
| Project | Each client engagement or each offer (retainers vs one-off) |
| Lists | Inbox → This week → Waiting on client → Done |
| Timer | Every billable sitting |
If a client needs a login, give them a Normal user and a dedicated workspace so they never see other clients — same rule as agencies.
Day-to-day
- Dump incoming asks into Inbox the same day (email subject → task title is enough).
- Move a few cards to This week. That list is your commitment, not the whole Inbox.
- When you sit down to work, open the task and Start the timer. Stop when you context-switch.
- Waiting on client is how you avoid fake “in progress”. The overdue filter then means you are late, not the client.
Use table on Sunday night to scan due dates. Use the board during the day.
Reporting
Project time logs are the invoice appendix. Export Excel/CSV rather than screenshotting the timer.
What usually goes wrong
- One project called “Work” with fifty lists. Split by client or by contract so time logs match invoices.
- Starting the timer on the wrong card. Confirm the title on the top-bar tracker before you walk away.
← All ProTask – Project Management Software with Time Tracking & Team Collaboration documentation