Clients, projects and phases
A project has a client, an owner, a status and a schedule. Hours allocated to phases roll up to the project.
Solution · project work
Every hour finds the right object.
In project business, hours and costs determine the margin. In Kelomo allocation travels on the hour line, and the margin is derived from versioned rates – without the employee seeing the cost rates.
Uses the project management add-on (€2/user/mo)
Project work pain points
Profitable on paper, perhaps not in reality.
- Margin leaks from unrecorded hours A quarter-hour of unrecorded billable work per day is a large sum over a year. What isn’t recorded doesn’t show in the margin.
- Allocation is done afterwards When hours are allocated only at month-end, the right project and phase have already been forgotten.
- Cost rates show to the wrong people In Excel, margin and cost rate easily spread to people they don’t concern.
In Kelomo allocation is done on the hour line right away, and the margin is derived automatically – the cost rate stays visible only to the authorised.
See project managementWhat Kelomo does in project work
Allocation at the line level
Hours to client, project, phase and cost centre. Allocation can be corrected – the change leaves a trace.
Versioned rates
Separate cost and sales rates with validity periods. The rate is resolved at the most specific level.
Margin without leakage
Margin and margin percentage are derived from sales and cost – the cost rate only for payroll and the admin.
Budget and forecast
Hour and euro budget, burndown, forecast to completion and status: on schedule, near the limit or over.
Travel and expenses
Travel, per diems and receipts are allocated to the same project and show in the margin, when the travel add-on is in use.
Rates and margin
The margin is derived, not calculated by hand.
Pricing is versioned: the margin of past periods does not change even when rates are updated. The rate is always chosen by the most specific matching rule.
- Separate cost and sales rates, each with its own validity period.
- The rule hits the most specific level: project + person, person, project, role or the organisation’s default.
- Cost rate and margin only for payroll and the admin – not for the employee or supervisor.
- Expenses and travel claims on the same project, included in the margin.
Comparison
Timesheets and Excel vs. a derived margin
Allocation Recalled at month-end Recorded on the hour line right away
Margin Calculated by hand, leaks on the way Derived from versioned rates
Cost rate Spreads onward in spreadsheets Visible only to the authorised
Budget Overrun noticed afterwards Status raised in time (≥ 85%)
Travel costs A separate process, left out of the margin On the same project, included in the margin
For whom
Each gets the part that concerns them.
Project manager
See margin and budget in time
Track actuals against the budget, see the burndown and the forecast – and step in before the limit is crossed.
- Hour and euro budget
- Burndown and forecast
- Status ≥ 85%
Consultant and doer
Record once, on the right object
The day is ready; hours are allocated on the line to client and project without a separate timesheet.
- Allocation on the hour line
- No cost rates visible
- Travel on the same project
Finance and billing
Reliable material for billing
Confirmed hours, allocations and margin as one traceable source for billing and payroll.
- Project and client reports
- CSV export
- Margin only for the authorised
FAQ
Project work and Kelomo
01 Do the billable doers get their hours recorded?
Recording relies on the same day proposal as other working time: the day is ready, and hours are allocated on the line to client and project. A separate time entry on top of projects is not needed.
02 Does the employee see the costs or the margin?
No. The cost rate and margin show only for payroll and the admin. The employee and supervisor see hours and allocation, not euros.
03 How is the margin calculated?
The margin is derived from versioned cost and sales rates. The rate is chosen by the most specific matching rule, and the margin of past periods does not change even if rates are later updated.
04 Is this just resource planning, or does time tracking come with it?
The actual hours and allocation come from the same confirmed working time. Resource planning and actuals are in the same product – no separate time entry on top of planning.
05 What about fixed-price projects?
The budget follows both hours and euros. In fixed-price work the actual hours accumulate against the budget, and the burndown and forecast show whether the margin lasts all the way.
06 Do travel costs come into the margin?
Yes, when the Travel and expenses add-on is in use: the trip is allocated to the same project and shows in the margin together with the receipts.
30-day free trial
See what working time produces.
Allocate the hours to the right projects, let the margin derive from the rates and keep the budget in control. The trial does not renew automatically.
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