Resource Manager

Resourcing, timesheets and billing in one place.

Plan who works on what, record time in seconds, and know exactly where every project stands against its budget.

  • Book people onto confirmed and tentative work, week by week.
  • Weekly timesheets with drag and drop, and time recorded as you go.
  • Budget burn, call-off drawdown, utilisation and forecasts.
  • Secure by design, and accessible to WCAG 2.2 AA.

Built for consultancies and professional services teams.

Resource Manager
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Reports

Call-off balances

See what is left on a call-off in days and money, get warned as it runs low, and link the next statement of work.

A call-off project draws down a balance agreed with the client, in days, money or both. Set the project type to Call-off, then record each statement of work the client buys on its Call-off tab (see below). Without any, the project's budget in days and money is used.

A project's balance

Open the project and select Call-off. For days and for money you see:

  • Call-off: the balance agreed.
  • Used (approved): billable time on approved timesheets, less anything written off. Days use the project's hours per day setting.
  • Remaining, and how much of it is used.
  • When bookings use it up: the day on which approved time plus confirmed bookings from tomorrow reach the balance. If that is before the contract ends, raise the next statement of work.

Money is shown only to people who may see charge rates.

The badge shows On track, Running low (a warning threshold has been reached) or Used up. It always has text and an icon, not only a colour.

Statements of work (top-ups)

When the client buys more on the same project, add a statement of work on the Call-off tab:

  • Reference: for example the SoW or purchase order number.
  • Starts: the day it starts.
  • Days: the days bought.
  • Money (optional): what was paid for them.

The call-off is the total of the statements that have started. The project's budget in days and money then follows their total, so you don't edit it on the project.

  • Only approved billable time from the first statement's start counts, so earlier time (for example, history imported from another system) is left out.
  • Time is used from the oldest statement first. The table shows each one's days used, days left and state: Not started, Not used yet, In use or Used up. Time beyond every statement shows as used beyond them.
  • With money on a statement, money used is the days used from it at its price per day (its money ÷ its days). It doesn't depend on charge rates.

To see the balance on any date, for example a month end, choose Balance as at and select Show.

Existing call-offs were given an Initial statement for their budget, starting on the project's start date (or else the day its first time was recorded). Change or remove it if that isn't right.

Opening balances

Moving a call-off across part-way through? Under Opening balance on the call-off tab, enter the date to count from, the days used by then (or left), and a reason. The balance is then those days plus the approved billable days from that date, drawn from the oldest statement of work first, and warnings and the forecast follow it. See Projects for more.

Warnings

When approved time reaches a threshold (75%, 90% and 100% by default), the project manager and everyone with Get call-off balance warnings receive an email. Each threshold is sent once. If a week is reopened and the balance drops back below a threshold, it can be sent again. Change the thresholds with the setting Call-off warnings at (% used), for the organisation, a client or a project. The emails give percentages and days, never money.

A new project for the next statement of work

If you open a new project for each statement of work instead, choose the next call-off as the project's Successor. The Linked call-off projects table then shows the whole chain, first first, with each one's balance and the totals for all of them. Time is never moved between them.

All call-offs

Reports → Call-off lists every open call-off with the days and money left, when bookings will use it up, and when the contract ends. Tick Include closed projects to see finished ones.