Build a project structure your team can repeat and trust

Billing type, time defaults, and naming conventions shape everything downstream. Getting these right upfront prevents messy data later.

• Decide whether the project is retainer-based or standalone, and set the billing type accordingly.

• Set whether time logs as billable or non-billable by default.

• Name projects consistently using a clear convention (e.g. Client | Type of Work [Date]).

• Always create separate projects for each client engagement — mixing clients in a single project breaks reporting.

Task lists and well-defined tasks turn your project into something the whole team can navigate, plan against, and report from.

• Use the AI Project Wizard to generate a starting structure instantly.

• Organize task lists by phase or deliverable (standalone) or by month/quarter (retainers).

• Add start date, due date, assignee, and estimated time to every task.

• Use subtasks when work needs to be split across multiple contributors.

Milestones signal the moments that matter. Automations ensure the right people get notified when something needs attention — without you having to monitor everything manually.

• Add milestones for key deadlines and approval checkpoints, so progress is visible at a glance.

• Set automations to notify the project owner when logged time exceeds an estimate, or alert the assignee when a due date passes.

• Use task list budgets to track hours or spend per phase for more granular financial visibility.

The strongest teams don't rebuild their process for every project. Capture what works, save it once, and spend energy on the work instead of the setup.

• Create a project template from your best-structured project. It carries task lists, milestones, dependencies, budgets, and owners.

• Use task templates for recurring activities within projects (client onboarding, QA reviews, campaign setup).

• Keep templates updated as your process evolves — future projects inherit the improvements automatically.