Creating Projects

Projects are the core organising unit in Keito. Every time entry and expense is associated with a project, which belongs to a client.

Creating a New Project

  1. Navigate to Projects and click New Project.
  2. Fill in the required fields:
    • Project name — A clear, descriptive name
    • Client — The client this project belongs to (required)
  3. Configure optional details:
    • Project code — A short identifier (e.g., “ACME-WEB”)
    • Start date and End date — The project timeline
    • Notes — Internal notes about the project

Project Types

Choose the billing model that matches your client agreement:

Time & Materials

Bill the client based on actual hours worked at agreed rates. This is the most common project type for professional services.

  • Hours are tracked and billed at the configured rate.
  • The client pays for actual time spent.

Fixed Fee

A predetermined total fee for the project, regardless of hours worked.

  • You still track time for internal purposes and profitability analysis.
  • The fixed fee is the total invoiceable amount.

Non-Billable

Internal projects where no time or expenses are billed to a client.

  • Useful for internal meetings, training, admin time, or R&D.
  • Hours still count toward capacity and utilization metrics.

Billing Configuration

For billable projects, configure how rates are applied:

Bill By Options

Option Description
Project rate Uses only one shared hourly rate for all work on this project
Task rates Uses each project task’s rate, with that task’s default as a fallback
Person hourly rate Uses each person’s dated global profile rate or one project-only override
Non-billable Stores no billable rate or amount

Setting Rates

  • Project rate — Enter one rate that applies to all entries.
  • Task rates — Set a rate for each task assigned to the project.
  • Person hourly rate — Choose each person’s dated global profile source or one project-only override in Project team.

Billing methods are mutually exclusive; missing rates stay visible instead of falling through.

New entries snapshot their rate. Changes affect future time unless you explicitly reprice eligible uninvoiced time; invoice lines never change. See Project Team.

Project Lifecycle

Active Projects

New projects start in an Active state. Team members can track time and expenses against active projects.

Archiving Projects

When a project is complete:

  1. Open the project and click Archive.
  2. The project no longer appears in active project lists or time entry dropdowns.
  3. All historical data (entries, invoices, reports) is preserved.
  4. Archived projects can be restored at any time.

Next Steps