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How to create a project

Tidy Work provides two ways to create a new project: quick project and new project.

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Step 1.

Quick project

Go to Quick projects under Projects to create a project with basic information, and add more details.

Step 2.

New project

Go to New project under Projects to create a project completely.

Click the More settings to expand the project summary section.

Step 3.

Code: If you leave it blank, it will generate an automatic code.

Overhead: An 'overhead' project that does not relate to a specific customer. E.g. training, vacation, and internal work such as maintenance.

Status: Transition between states can be automatic. E.g. when time is written to a 'Not Started' project, it will move to 'In Progress'.

Contact (optional): If there is a primary contact listed, it will be selected by default.

Customer Ref. (optional): A reference meaningful to the customer (such as their project code or PO number).

Step 4.

Click More settings.

Project Priority: This will appear flagged on projects. Amber flag as high, red flag as urgent.

Project Manager: The person must have the Project Manager role assigned.

Special Instructions (optional): Any additional instructions.

Project Group: The group to which your project belongs (groups are configured by your Resource Administrator).

Project URL: A URL referencing a location relevant to the Project. E.g. a document storage location on SharePoint. This URL then appears in the details section of the Project Console.

Materials Under Tasks: If this feature is enabled, you can use the mandatory option to require all materials in the Material Plan be assigned to a specific task.

Material Location: Select a location where the materials in this quote are located.

Step 5.

In the Time plan tab, you indicate the expected labour resource used for the project. The top left area contains summary information, based upon the tasks that you enter. On the right are the charge rates, which you indicate effort against. At the bottom of the panel is the task list.

Step 6.

If Resource Scheduling is enabled, you will see additional calendar icons above the resource names, and also a schedule summary icon at the top right of the scheduling panel.

Step 7.

Enter the task name and click New task (top level) to add other top level tasks. Click the green plus icon beside the task name to add next level child task or click the blue arrow icon and select the New child Task.

Tips: Enter the Effort after you enter all the tasks.

Step 8.

Click the blue arrow icon to

  • Move a task up or down the task list.
  • Delete a task from the project (this cannot be done once some time has been written for that task). You have to clear the Charge Rate field and Effort field to delete a task. Delete the child task first to be able to delete parent task.
  • Assign to all AM assigns this task to all members in the group selected in the right Charge Rate panel.
  • Shift the task start date to another date.

Step 9.

Using the Advanced menu allows you to:

  • Add a task description
  • Identify as a Non-billable tasks

All tasks on Overhead, Non-Billable and Fixed price projects are non-billable by default and cannot be changed.

Step 10.

Effort is the number of hours (of days) required to complete the task. A task cannot be deleted unless the Effort estimate is set to blank.

Bal is the number of hours in the Duration that remain to be assigned. This figure will appear in red if the task has been over-assigned.

Charge is the customer charge based upon the charge rate and hours applied.

Charge Rates are the number of hours (or days) required at each Charge Rate. The sum of these assignments is used to calculate the balance ('BAL) column.

The Time cost for Quotes is calculated based on the Quote Cost that is set for each Charge Rate.

Step 11.

In the Subcontract tab you can add subcontracts to multiple tasks. Click Add Subcontract and select from suppliers. Click Add Task and select one or more tasks to this subcontract. Select the material in the Description field and save.

Step 12.

In Material plan tab you can set a budget for billable and non-billable materials to be used in a project.

Step 13.

Click New Planned Material, type in the material name in Material field, or click the telescope icon to select a material from drop-down list, or click the plus icon to create a new material.

Step 14.

Type in the quantities of this material.

The dimensions of the material items, in the units specified in the materials list, can be overridden.

Step 15.

The unit cost and unit charge are obtained from the material list but can be overridden. The Total charge is the Unit Charge multiplied by the Quantity.

If On-charge is selected, the material charge will be passed through to the customer invoice (when approved).

Click the orange arrow icon to move the material up or down.

Step 16.

If you're using the Materials Under Tasks feature, the Material Plan works a little differently. You can turn on this feature in More Settings for this project or turn on this feature for all projects under Global settings> Company.

Step 17.

First, choose the task you want to add materials to. Then add materials directly to that task, as the steps explained above. If you have other tasks in your project, you will have the option to add them to the Material Plan, and then add materials to those tasks also.

Step 18.

In the Expense plan tab, enter the amount of billable expense and non-billable expense and select the currency.

Step 19.

Click New Milestone in the Milestones tab, enter the milestone name and description (this is optional and included on the invoice for invoice able milestones).

Enter the date for this task.

Click the bin icon to delete a milestone.

Step 20.

Select the role for this project.

Step 21.

In the Invoicing tab a Price Type for this quote.

  • Time & Material: The revenue and cost total will be calculated based on the value that has been entered.
  • Fixed Price: Enter a value for this project.

Related Guides

Want to learn more? Check out these related guides

All TidyWork Written Guides

Setup

Set up your account in the global settings of Tidy

Set up my console

The my console screen allows you to create reports on time, material, and expense entries.

Set up resource dashboard

This tab is visible to Resource administrators. The resource dashboard allows you to track your resources in one place.

Set up Microsoft project integration

This add-in is only available on Project plans 3 and 5, and Project Professional 2019. This add-in enables you to easily import resources from Tidy into Microsoft Project and export your projects and resources from Microsoft Project into Tidy.

Set up manager dashboard

This tab is visible to Project managers. The manager dashboard allows you to track your business performance in one place.

How to subscribe to TidyWork

This guide explains how to subscribe to TidyWork.

Setup Xero payroll (only Australia)

Currently only Xero Payroll Australia is supported. Ensure that Xero has the Payroll feature enabled as part of your subscription.

Set up Xero

TidyWork can connect with specific materials/freight accounts in Xero to help you better manage your business.

Set up users actions on behalf

This can be used to get a complete view of the project, even if not all resources are using TidyWork to enter their time and materials.

Set up users

this guide explains how to add or users, and explains the information found under each tab in the users section.

Set up suppliers

This is where you can add, edit, and view your suppliers. Once created they will be available for selection when completing a purchase order.

Set up your material items

This is where you can add material items. Materials are essentially your stock.

Set up a customer portal

The Customer Portal is where your customers can view the details of projects in which they are the selected customer. Only charge, not cost, information will show up and they will not be able to edit any details. Visibility of each project can also be set on an individual project basis.

Set up customers

This guide shows you how to set up your customers. If you integrate with Xero, you can import all your customers straight from Xero. If you don’t integrate with Xero, this guide also explains how to add customers without Xero.

Set up departments

Departments are used to populate a drop down list screen in the Add/edit new user screen to enable you to select a department for each TidyWork user.

Set up activities

A Task is typically a small goal of your organisation. It is achieved by performing activities. Project Managers are responsible for deciding on the tasks that must be achieved to complete a project. Project administrators can add to the pool of activities.

Set up charge rates

Global charge rates are available for selection as a default external charge rate for a particular user or for an alternate charge rate on a project when allocating resource. These rates enable variable charge rates for any particular resource on a project.

Set up alerts

Alerts can be set to notify you when profitability, milestones, budget, earned value, time, utilisation, etc. exceed or fail to meet the set threshold

Set up countries

The countries tab is an easy way to add or remove countries relevant to your business (e.g. the country a customer or supplier is located). Once added, they are available via a drop-down list when creating or adding customers or suppliers.

Set up currencies

Here you can set up the currencies for your company. To enable multiple currencies you need the Jet plan.

Set up your company settings

The company tab allows you to fill out all necessary information about your company, including employment contracts, sales and purchases, quotes/ proposals, etc.

Set up your expenses

Expense categories and expense types are used to populate drop down lists within Expense entry. They are required information and must be selected when entering an expense against a project.

Set up your project groups

Project groups are used to populate a drop-down list available when creating and editing a new project. This is required information. These groups are then used to group your projects when they are displayed on the heat map and dashboards.

Set up your sales tax

The Sales tax tab allows you to add any sales tax options relevant to your business. You can add as many as you need. These values can also be mapped back to Xero.

Set up your custom templates

Under the templates tab can customise templates for proposals, quotes, orders, etc. and set a default option for each.

Bulk Imports

Learn how to import data in bulk to your Tidy account

How to bulk import users

This feature allows you to quickly import your users in bulk.

How to bulk import suppliers

This feature allows you to bulk import your suppliers.

How to bulk import materials

This feature allows you to bulk import your materials in bulk.

How to bulk import customers

This feature allows you to quickly import your customers in bulk.

Purchasing

Learn how to complete purchasing tasks within your Tidy account

How to invoice items separately

This guide explains how to invoice tasks, times, materials, and expenses on a project separately.

How to search for a material item by reference

TidyWork allows you to add material items to your Purchase orders or Sale orders, by searching for them using their reference.

How to view a purchase order

In some cases, you receive partially from a Purchase Order. TidyWork allows you to split Purchase Orders.

How to split a purchase order

In some cases, you receive partially from a Purchase Order. TidyWork allows you to split Purchase Orders.

How to receive a purchase order

This guide explains how to receive a purchase order in order to accept the stock into your system.

How to view the purchase order history

This guide explains how to view purchase order histories.

How to view the invoice queue

This guide explains how the invoice queue feature in TidyWork works and what it does.

How to view invoice history

This guide explains how to view an invoice’s history.

How to edit a purchase order

This guide explains how to make any edits to your purchase orders. You can only edit purchase orders when they are drafts.

How to create a purchase order

This guide explains how to create a purchase order.

How to assign a purchase order to a project

This guide take you through the steps to assign a purchase order to a set project.

Projects

Learn how to complete projects within your Tidy account

How to run a report

In TidyWork, there are many different types of reports that are available to run. The categories of these reports are: Project Reports, Time & Productivity Reports, Operational Reports, Sales Reports, Stock Reports, Administration Reports.

How to export data

This guide explains how to export project data.

How to approve expenses

To Approve expenses, you need to have the user role of Expense Approver and be assigned to the project you are approving materials for.

How to approve materials

To Approve Material, you need to have the user role of Material Approver and be assigned to the project you are approving materials for.

How to enter materials

This guide explains how to enter materials for a project.

How to enter expenses

This guide explains how to enter expenses for a project.

How to approve time

To Approve Time, you need to have the user role of Time Approver and be assigned to the project you are approving time for.

How to enter time

This guide explains how to enter time for a project.

How to enable combined project invoices

Combined Project Invoices is only available on the Rocket plan of TidyWork and TidyBuild, and on TidyEnterprise. With Combined Project Invoices enabled, Project items ready for invoicing on the Invoice Queue which have the same customer, can be combined onto one invoice.

How to clone a project

This guide explains how to easily clone a project and all of it’s details.

How to edit a project

This guide explains how to edit the details of a project, only when it is a draft.

How to view a project

This guide explains how to view all the details of a project.

How to use the project calendar

This guide explains how the project calendar works.

How to schedule resources and book time

If the Resource Scheduling feature is enabled for your organisation, Project Managers will be able to write future booked time against resources, and will be able to see the allocations when adding time entries. This time will be visible to your Time Writers when they add time entries.

How to create a project

Tidy Work provides two ways to create a new project: quick project and new project.

How to invoice a project in advance

This document is for those businesses who invoice a project in advance before starting the project and recording time/materials. How this is done in TidyWork depends on whether the project is Time & Materials or Fixed Price project.

How to add project adjustments to projects

This guide explains how to add project adjustments to a project, this allows you to make any changes that weren’t accounted for when the project was originally created.

How to add time adjustments to projects

This guide explains how to add time adjustments to a project, this allows you to make any changes that weren’t accounted for when the project was originally created.

How to clone a quote

This feature allows you to easily replicate existing quotes.

How to edit a quote

This feature allows you to make changes to the details of your existing quotes.

How to create a quote

Quotes allow you to present the estimated time, cost, material, tasks, etc. for a project.

How to view a quote

This guide explains how to view all the details of a quote.

Sales and Pricing

Learn how to manage sales and pricing within your Tidy account

How to export payroll

You can easily export payroll data from your Tidy account to a connected Payroll provider that Tidy offers. Tidy offers integrations with multiple Payroll providers. These are: Smart Payroll, iPayroll, IMS Payroll

Inventory

Learn how to manage your inventory in your Tidy account

How to clone a material

This guide explains how to easily clone materials and all of it’s details.

How to disable and delete materials

If you are no longer using certain material items, you can choose to disable them. If there is no purchase or sale history against a specific material item, you can delete it. To disable a material item, you first need to have the right permissions. Users with Purchaser, or System Administrator permission can disable material items.