Projects

Organize work into projects, connect them to clients and teams, and share progress with a dedicated client view.

Overview

Projects are how work is grouped in Heyweek. Every project can link to a client and a team, collect its tracked time, files, and invoices, and — when you want — share a polished, password-protected view with the client. A project is the hub everything else hangs off: tasks and boards live inside it, time is logged against it, files belong to it, and invoices bill it.

If you do client work, each engagement is naturally a project. If you run internal initiatives, each initiative is a project. Either way, a project keeps the work, the people, and the money in one connected place.

Key features

• Quick creation — Add a project with a name, and optionally a client and team.
• Billing setup — Choose hourly, fixed-price, or retainer billing, with an hourly rate and currency.
• Budgets — Set a budget by amount or hours, one-off or recurring, and get alerts as spend approaches the limit.
• Active & inactive states — Filter between all, active, and inactive projects to focus on current work.
• List and detail views — Scan projects in a list, or open one for full details and analytics.
• Project analytics — See tracked time, labor cost, profitability, budget burn, and progress for each project.
• Boards & tasks — Plan and run the work visually inside the project.
• Project files — Keep documents, assets, and deliverables next to the work they belong to.
• Client view — Share a clean, client-facing page with file iterations, comments, and invoices.

Creating a project

1. Open Add project and give it a name.
2. (Optional) Attach a client and a team so time, files, and invoices roll up correctly.
3. Open the project to manage its details, files, boards, and analytics.

Setting the client and team up front pays off immediately — it means every hour you track and every file you upload is already pointed at the right place.

You can also set how the project bills — hourly, fixed-price, or retainer — along with an hourly rate and currency, and give it a budget by amount or hours. Budgets can be one-off or recurring (weekly, monthly, quarterly, or yearly), and Heyweek alerts you as spend approaches and reaches the limit.

TIP

Set the budget and billing type when you create a project. With them in place, project analytics can show budget burn and profitability from the very first hour you track.

Structuring the work

Inside a project, you shape the work however suits your process:

• Use Boards to run a Kanban-style flow — cards moving across columns as work progresses.
• Break work into tasks with their own details, and organize them into lists, columns, or phases.
• Connect personal follow-ups via Todos and categorize anything with Tags.

There's no single right structure — small projects might be a single board, while larger ones split into phases or workstreams.

Project files and the client view

Each project keeps its own files, so deliverables and supporting documents live right beside the work. From there, a project can expose a dedicated client view — a shareable, password-protected page where clients can:

• Review file iterations and versions, and leave comments.
• See invoices and their status.
• Follow progress without needing a Heyweek account.

The client view replaces emailing files back and forth, keeping every iteration and every comment in one durable place. See Files for how project files are organized.

Tracking time, status, and reports

A project is also where effort and outcomes come together:

• Time logged in Time Tracking rolls up per project, so you always know total effort.
• Project analytics show tracked time, labor cost, budget burn, profitability, and progress in the project's detail view.
• Roll multiple projects up into Reports to compare effort, billing, and profitability across your whole workspace.

When a project is linked to a client, its tracked hours are ready to bill through Invoicing. Projects set up as retainers can have invoices generated automatically on a regular cycle.

Archiving and inactive projects

When a project wraps up, mark it inactive rather than deleting it. Inactive projects:

• Drop out of your active list so current work stays front and center.
• Stay fully available for reporting, so historical time and billing remain intact.
• Can be filtered back into view any time using the all / active / inactive filter.

NOTE

Marking a project inactive is reversible and non-destructive — its time entries, files, and invoices are preserved. It's a way to tidy your workspace, not to erase history.

Works with the rest of Heyweek

• Time logged in Time Tracking rolls up per project.
• Plan and run the work on Boards.
• Bill a project through Invoicing, and analyze it in Reports.
• Projects connect to your Clients and Teams.
• Keep deliverables in Files and the project's client view.

Tips

• Always set the client and team up front so reporting and invoicing stay accurate.
• Set a budget and billing type early so analytics can track burn and profitability from day one.
• Use the client view instead of emailing files back and forth — it keeps every iteration in one place.
• Mark finished projects inactive to keep your active list focused without losing the history.