Log My Business
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Documentation

Complete guide to using Log My Business for managing your freelance business

Getting Started

Welcome to Log My Business!

Log My Business is a comprehensive platform designed to help freelancers and small businesses manage their operations efficiently. This documentation will guide you through all the features and help you get the most out of the platform.

First Steps

  • Create an Account: Register with your email and password (or continue with Google)
  • Create an Organization: Pick a plan and name your business
  • Run the Setup Wizard: Right after your organization is created, a guided setup walks you through everything below

The Organization Setup Wizard

When you create an organization, a guided setup collects the essentials and configures the rest from a few quick questions. Only the first step is required — skip anything and come back later:

  • 1. Company (required) — your legal name, address, phone, website, tax ID, and time zone. These appear on invoices, reports, and emails
  • 2. Security — optionally protect your account with two-factor authentication (see the section below)
  • 3. Tasks — a quick tour of how boards, tasks, and jobs work
  • 4. Team — send email invitations with roles (Member, Admin, or Contractor)
  • 5. Expenses — start from a standard set of expense categories, edit it, or skip
  • 6. Invoicing — if you'll send invoices, set your number prefix, payment terms, and default tax rate; your company details flow onto invoices automatically
  • 7. Branding — upload your logo and pick brand colors used across the app, shared pages, and invoices
  • 8. Done — jump straight into creating your first project with the project wizard
Skipped something? Everything in the wizard lives in Organization settings too — and the Getting Started checklist on your dashboard links back to any step you haven't finished.

Two-Factor Authentication (2FA)

Protect your account with an authenticator app (Google Authenticator, Microsoft Authenticator, 1Password, Authy, and similar):

  • 1. Start setup from the organization setup wizard's Security step, or any time from Account Settings → Two-Factor Authentication
  • 2. Scan the QR code with your authenticator app (or type the key in manually)
  • 3. Enter the 6-digit code the app shows to confirm
  • 4. Save your recovery codes — each works once if you ever lose your device, and they're only shown when they're generated

Once enabled, every sign-in asks for a current code from the app — including when you sign in with Google. A recovery code works in place of the app code.

From Account Settings you can also see how many recovery codes you have left, generate a fresh set (which replaces the old ones), or turn two-factor authentication off — each requires a current code to confirm.

Account protection: after too many failed sign-in attempts (wrong password or wrong code), the account is temporarily locked for 15 minutes. Forgot your password? Use the Forgot password link on the sign-in page and we'll email you a reset link that's valid for 24 hours. For your safety, signing out, changing your password, or turning off two-factor authentication also signs you out on all other devices.

Organizations

What are Organizations?

Organizations (also called Teams) are workspaces where you can manage customers, projects, and collaborate with team members. You can create multiple organizations for different businesses or clients.

Creating an Organization

  • 1. Navigate to Account → Organizations
  • 2. Click Create New Organization
  • 3. Enter your organization name and optional description
  • 4. Click Create to set up your new workspace

Managing Company Details

Add professional details to your organization including legal name, address, phone number, website, and tax ID. These details appear on invoices and official documents.

Switching Organizations

Click the organization switcher — your logo and company name at the far left of the top bar — and choose Switch Organization to move between your organizations. The same menu holds Settings for the current organization, Billing & Subscription if you own it, and View all organizations. When you switch, you'll be taken to that organization's dashboard, and the logo and colors in the top bar change to match so you always know which one you're in.

Branding & Appearance

Make it yours

White-label the app with your own brand color and logo. Your branding appears across the app for your team, on the invoices and estimates you email, and on the pages your clients see when they open a shared link — invoices, tasks, documents, and whiteboards.

Setting your branding

  • 1. Go to Company Details and click Branding & Appearance.
  • 2. Pick an accent color for buttons, links, and highlights across the app, invoices, and emails. Optionally set a separate navbar color for the top navigation bar — leave it empty to reuse your accent. We automatically derive matching hover, light, and dark-mode shades and choose readable text for each.
  • 3. Upload a logo — a wide, horizontal PNG with a transparent background works best (around 400×100 px). Large images are resized automatically, so it just needs to be under 2 MB.
  • 4. Use the live preview to see how it looks, then click Save.
Tip: Your logo shows on the app bar and on client-facing pages, so a horizontal logo that reads well on your brand color looks best. We automatically resize and optimize it, so a single upload looks crisp everywhere — in the app, in emails, and on shared links. You can remove the logo or reset to the default color at any time.
Who can edit: Only organization owners and admins can change branding. Changes apply immediately — no reload needed.

Dashboard

Overview

The Dashboard is your command center, showing key metrics and providing quick access to important features.

Key Metrics

  • Total Customers: Your complete customer count with active customer breakdown
  • Leads: Potential customers in your pipeline
  • Team Members: Number of active users in your organization
  • Outstanding Balance: Total receivables from all customers

Time Tracking Metrics

  • Total Projects: All projects with active project breakdown
  • This Week: Hours tracked in the current week
  • This Month: Hours tracked in the current month
  • Total Entries: All time entries recorded

Quick Actions

The dashboard provides quick access to frequently used features including customer management, time tracking, projects, team management, and company details.

Calendar

Overview

The Calendar pulls everything with a date on it into one month view, across every project you work on. Instead of checking each project board separately, you get a single answer to "what's coming up?" Open it from Organization → Calendar in the menu.

What appears

  • Tasks: Shown on their due date. A task with both a start and a due date is drawn as a bar spanning those days, so you can see how long it runs.
  • Customer follow-ups: Shown on the day they're due, colored separately from tasks so calls and renewals stand out from project work.

Anything without a date won't appear — add a due date to put it on the calendar.

My work vs. the team

The My work / Team switch at the top right controls whose items you see. "My work" shows only tasks assigned to you and follow-ups assigned to you. "Team" widens it to everything in the organization you have access to — useful for spotting a week where everyone is overloaded.

Filtering the view

Use the Tasks and Follow-ups toggles to show or hide each layer. Turning off tasks, for example, gives you a clean view of just your customer call-backs for the month.

Reading the colors

  • Blue: A task.
  • Amber: A customer follow-up.
  • Red: Overdue — still open, and its date has passed.
  • Faded with a line through it: Already done.

Click any item to jump straight to the task or the customer record. Use the arrows to move between months, or Today to jump back to the current one.

Month, week, and day views

The Month / Week toggle at the top switches between the full month grid and a single-week view. The week view uses the whole page for one row, so busy weeks show far more items before anything collapses behind a "+N more" link. The arrows page by month or by week to match, and Today jumps back to the current one.

Click any day cell — or a +N more link on a busy day — to open the day view: everything scheduled on that date in one list, with overdue items first and finished ones at the bottom. Use the arrows in the dialog header to page day by day (it moves across month and week boundaries automatically), and click any item to jump straight to it.

Tip: If a day has more items than fit on the month grid, you'll see a +N more link showing how many are hidden — click it to see the full day. You can also narrow the grid with the layer toggles or the "My work" switch.
What you can see: The calendar respects your existing permissions. Tasks appear only if you have access to task management, and follow-ups only if you have access to customers. Contractors see just their own assigned work, so the My work / Team switch isn't shown for them.

Customer Management

Adding Customers

  • 1. Navigate to Customers from the main menu (requires organization selection)
  • 2. Click New Customer
  • 3. Enter customer name and optional details (company, email, phone)
  • 4. Set customer status (Lead, Active, Inactive, or Archived)
  • 5. Click Create to save the customer

The Customer Page

Click any customer to open their page. Most of what you'll do day to day happens right here — you do not need to switch into an edit mode to add things. Each of these tabs saves as you go:

What needs attention shows up first. If a customer has open follow-ups or pinned notes, they appear in a band at the top of the page — above the tabs, so you see them whichever tab you're on. Overdue follow-ups are flagged red, ones due today amber. You can tick a follow-up off straight from there without opening the tab, and the band disappears entirely when there's nothing outstanding.
  • Overview: Contact details at a glance, plus tags and custom fields
  • Contacts: The named people you deal with at this customer
  • Addresses: Job-site service addresses
  • Follow-ups: Scheduled calls, emails, and renewals
  • Notes: Dated, attributed notes
  • Documents: Contracts, insurance certificates, and other files
  • Billing Reports: Time and charges for a date range
  • Activity: A running history of everything that has happened

Editing Customer Details

The Edit Details button is for the customer's own form fields — the ones that belong to the customer record itself and are saved together:

  • Overview: Name, company, email, phone, website, logo, type and status
  • Address: Service addresses, plus the billing address
  • Financial: Credit limit and current balance tracking
  • Notes: Standing background notes
  • Contacts, Follow-ups, Documents, Custom Fields: also available here, if you'd rather stay in one place while setting a customer up
Contacts, addresses, notes, follow-ups, documents, tags and custom field values are separate records that save the moment you add them. Only the fields on the Edit Details form need the Save button.
Service vs Billing Address: Service addresses track where you provide services, while billing addresses are used for invoicing. You can use the "Same as service address" checkbox to automatically sync the billing address with the service address.

Customer Status Types

  • Lead: Potential customer, not yet converted
  • Active: Current customer with ongoing business
  • Inactive: Past customer, no current business
  • Archived: Historical record, no longer in active use

Searching Customers

Use the search box to quickly find customers by name, company name, email, or phone number. The search updates in real-time as you type.

List vs Tile View

Switch between two ways of browsing customers using the List / Tile toggle next to the New Customer button:

  • List view: A compact table with one customer per row — best when you need to scan many customers at once.
  • Tile view: A grid of cards showing each customer's logo, name, status, and key contact info — best for a visual overview.
Your view preference is remembered per browser, so the next time you open the Customers page you'll land on the same view you used last.

Auto-fill from Website

On the customer's Overview tab, click Auto-fill from website to pull public information from the customer's homepage in one click. We fetch and (where possible) fill:

  • Description: The site's meta description or OpenGraph description.
  • Email & Phone: Any mailto: or tel: links published on the homepage.
  • Social links: LinkedIn, Twitter/X, Facebook, Instagram, and YouTube URLs found in page headers or footers.
  • Business hours and address: Where the site publishes them in a readable form.

Auto-fill does not set the logo — use Auto-fetch from website under Customer Logos for that.

Auto-fill is non-destructive — it only fills fields you've left blank, so it will never overwrite data you've already entered. New customers created with a website set also have this run automatically in the background, so the page may quietly fill in details a few seconds after creation.

Customer Logos

Each customer can have a logo that appears on their tile and at the top of their detail page. There are two ways to set one:

  • Auto-fetch from website: Add the customer's website on the Overview tab, then click Auto-fetch from website. We'll pull the company's favicon and use it as the logo. New customers created with a website set will have this run automatically.
  • Upload manually: Click Upload Logo on the Overview tab and pick a PNG or JPG (5MB max). An uploaded logo always takes priority over the auto-fetched one.

If no logo is set, a colored circle with the customer's initials is shown instead.

Service Addresses

A customer can have multiple service addresses — the physical job-site locations where you deliver work (a home, a warehouse, a "north site", and so on). Manage them from the Addresses tab on the customer's page, or the Address tab under Edit Details:

  • Click Add address to add a location, giving it an optional label (e.g. "Main office") and access notes (gate code, parking, on-site contact).
  • One address is the primary. Use the ⋮ menu on any address to edit it, set it as primary, or delete it.
  • The primary address doubles as the customer's default service address on invoices and reports.
The separate Billing Address is still available below the service addresses, and the Same as service address option copies the primary service address into it.

Contacts

The customer record holds one account-level email and phone. The Contacts tab is for the actual people — a site foreman, an accounts payable clerk, the owner — so anyone on your team knows who to call without asking.

  • Click Add Contact and enter a name, plus any of job title, email, phone, and mobile.
  • Use the notes field for things worth remembering: best time to call, who to avoid, preferences.
  • One contact is the primary — the default person to reach. The first contact you add becomes primary automatically.
  • Mark one contact as the billing contact to record who invoices should go to.

Notes

The Notes tab keeps two different kinds of writing separate:

  • Dated notes: Each one records who wrote it and when. Use these for what happened — a call, a complaint, a decision. Pin the ones everyone needs to know about and they move to the top of the tab and onto the band at the top of the customer's page.
  • Standing notes: A single free-text block for background that stays true, like access quirks or billing preferences. Saved along with the rest of the customer form.
You can edit or delete your own notes at any time. Owners and Admins can also tidy up notes left by someone who has since left the team.

Tags

Tag customers on the Overview tab to group them however your business thinks — "VIP", "Net-30", "Commercial", "Needs deposit". Tags save the moment you pick them; there is no separate save step.

  • Tag chips appear on both the list and tile views of the Customers page.
  • Use the Tags filter above the customer list to narrow it down. Picking more than one tag shows only customers carrying all of them.
Tags are shared with tasks and documents, so "VIP" means the same thing everywhere in your organization. Create and rename them from the Tags manager.

Follow-ups

Schedule what you owe a customer next so nobody goes quiet by accident. On the Follow-ups tab, click Schedule and set:

  • What needs doing and a due date.
  • A type — Call, Email, Meeting, Quote, Renewal, or Other.
  • Optionally, the team member responsible.

When you are done, click the green tick to mark it complete and record what happened. You can schedule the next follow-up in the same step, which is the easiest way to keep a regular cadence going.

The Customers page shows each customer's next follow-up date, coloured amber when it is due today and red when it is overdue. A due button above the list filters down to just those customers.

Documents

Keep a customer's paperwork with the customer. The Documents tab stores signed contracts, proposals, certificates of insurance, W-9s, permits and photos — up to 50MB per file, counted against your plan's storage.

  • Click Upload, choose a file, and set a category. We guess the category from the file name, so a file called "COI-2026.pdf" arrives as Insurance — correct it if we guessed wrong.
  • Add a description to explain what the document is for.
  • Set an expiry date on anything that lapses.
Documents with an expiry are flagged Expiring soon 30 days out and Expired after the date passes, with a summary at the top of the tab. This is the quickest way to catch a certificate of insurance that has run out before it becomes a problem on site.

Custom Fields for Customers

If you track something this app doesn't cover — an account number, a service tier, a renewal month — add it as a customer custom field. Owners and Admins create these from Custom Fields in the organization settings:

  • 1. Open Custom Fields and switch the toggle from Tasks to Customers. The toggle shows how many fields exist of each kind, and the list below it only ever shows one kind at a time.
  • 2. Click Add Customer Field and choose a type — text, number, date, yes/no, dropdown, multi-select, or a team member.
  • 3. The field then appears on every customer's Custom Fields tab, ready to fill in.
Task and customer fields are kept separate, so a field you create for customers never clutters up a task form — and the two can even share a name. The button, the dialog title and a banner inside the dialog all name the record type, so you always know which kind you're creating. Deleting a field that already holds values disables it instead of erasing what you have recorded.
The Show in list / kanban / details switches only appear for task fields — tasks have several views a field can be placed in, whereas a customer field has one home and always shows on the customer's Custom Fields tab.

Activity History

The Activity tab is a running record of what has happened to a customer: when it was created, status changes, which details were edited, notes added, contacts and tags changed, documents filed, and follow-ups scheduled or completed. Each entry shows who did it and when, which makes it easy to answer "who changed this, and when?" without guesswork.

Task Management

Overview

The Task Management system provides a powerful way to organize work, track progress, and collaborate with your team. Inspired by tools like ClickUp and Trello, it offers multiple views including Kanban boards and detailed lists.

Creating Tasks

  • 1. Navigate to Tasks from the main menu
  • 2. Click New Task
  • 3. Enter task details:
    • - Title: Brief description of the task (required)
    • - Description: A full formatting toolbar (bold, lists, tables, and more) — you can paste or insert images too, and type # to link another task
    • - Status: To Do, In Progress, Review, or Done
    • - Priority: Low, Medium, High, or Critical
    • - Dates: Start date and due date
    • - Project: Choose which project the task belongs to (already chosen for you when your board is filtered to a project)
    • - Folder & Assignees: Optionally file the task into a folder and add teammates
    • - Tags: Start typing in the Tags box to pick an existing tag, or type a new name and choose Create "..." to add one on the spot. Selected tags show as chips you can remove with their ×.
  • 4. Click Save and Close (or Save and Open to jump straight into the new task)

Kanban Board View

The Kanban view displays tasks as cards organized into columns by status. Drag and drop tasks between columns to update their status automatically.

Want to try it first? The live demo is a playable copy of the board — drag cards, log hours, comment and attach files without an account. It runs entirely in your browser, so nothing is saved and a reload starts it over.

Using Kanban Board

  • - Drag & Drop: Move tasks between columns to change status
  • - Quick View: See priority, due dates, assignees, and tags at a glance
  • - Click Card: Opens a quick-view popup — no page load. The description opens right into a full-height editor on the left, with the status, due date, priority and assignees along the top and tags beneath the editor. A tabbed panel on the right keeps everything else within reach:
    • Details — project, start date and estimate, a checkable sub-task list, and editable custom fields.
    • Customer — shown for jobs whose customer is set on the task itself (when Products & Services is enabled): contact shortcuts (call, text, email, website), business hours, a switchable service address with map links and directions, the billing address, and notes.
    • Items — shown when Products & Services is enabled: the job's products/services with quantities and totals, plus quick actions to add a product, expense, or mileage.
    • Files — a thumbnail grid of attachments; drag-and-drop to upload.
    • Comments — the full thread merged with the activity history, plus a rich composer with # task links and @ mentions.
    The footer shows logged vs. estimated time (with Log time) and the job's billable total. Click the #ID in the header to copy it, or use the header buttons to copy a link, create a share link, or start an invoice. Most edits save instantly; description edits save when you press Save changes or close the popup. Use Open full details for the complete task page.
  • - Column Counts: Each column shows the number of tasks
  • - Color Coding: Priority levels and tags are color-coded for quick identification
  • - Hours Badge: A small badge on each card shows total hours logged. Click it to log time without leaving the board — same form as the task detail page
  • - Manage Statuses: Admins see a small settings button after the last column. It jumps straight to the project's Project Statuses tab where you can add, rename, recolor, reorder, or remove columns.
  • - Zoom & Fullscreen: The controls in the bottom-left corner of the board work exactly like the whiteboard's: zoom in and out, Fit every column into view at once, Reset to 100%, or take the board fullscreen (⛶). You can also hold Ctrl and scroll over the board — or pinch on a trackpad — to zoom it. Like the document editor, this zooms only the board and leaves the menus and the rest of the page at their normal size. Press Esc to leave fullscreen. Your zoom level is remembered on this device.
Boards with lots of columns: Click Fit to pull every status column onto one screen instead of scrolling sideways — then ⛶ for a distraction-free stand-up view. Dragging cards works the same at any zoom level.

List View

The List view provides a table format showing all tasks with sortable columns and detailed information. This view is ideal for reviewing many tasks at once or finding specific items.

Task Details Page

Clicking a card on the board or list opens a quick-view popup where you can make most edits inline (status, priority, due date, assignees, tags and description). For everything else — attachments, sub-tasks, and the full activity history — choose Open full details in the popup (or the card's right-click Open Task menu) to open the full detail view where you can:

  • Edit Details: Update title, status, and priority inline
  • Rich Description: The description uses a formatting toolbar (bold, italic, color, lists, alignment, tables, and more), so you can write detailed, formatted notes. Changes are saved when you click Save.
  • Link Tasks with #: In the description, type # to bring up a list of tasks from the same project. Keep typing the task number (e.g. #12) or part of its title to filter, then select one to insert a clickable link to that task.
  • Assign Users: Add team members to work on the task
  • Add Tags: Organize with color-coded labels
  • Comments: Discuss task details with your team. Add comments inline from the task detail page, or use the comment icon on a kanban/list card to drop a quick comment without opening the task. Authors can edit or delete their own comments; Admins and Owners can also delete comments.
  • Mentions in comments: When writing a comment — on the task detail page or in the quick-comment popover from a board/list card — type # to link another task (by number or title), or @ to mention a teammate on the project. Mentioned teammates get an email with the task, your comment, and a link straight to it.
  • Paste images into comments: Paste a screenshot or image while writing a comment and it's automatically saved to the task's Attachments. The comment itself shows a small 📎 link chip in its place — click it to open the image.
  • Activity Log: See complete history of changes
  • Attachments: Upload files by clicking the drop zone or dragging them in. Each file shows a document icon matched to its type — PDFs, Word docs, spreadsheets, and so on. Image files (JPG, PNG, GIF, WebP) show a small thumbnail preview instead, which loads in the background so the list stays responsive. Click an image's thumbnail or name (or its preview button) to open it full-size in a viewer, where you can also Open in new tab or Download. Any file can be downloaded or deleted from its row.
  • Time Tracking: Set estimated hours and track actual time spent
  • Progress: Visual progress slider (0-100%)

Folders

Folders are project-scoped groupings of tasks — for example Backlog, Sprint 1, or Bugs. A task belongs to at most one folder at a time. Folders appear in the sidebar under each project's Tasks node so you can jump straight into a folder's tasks.

  • Create: Click the + next to Folders in the project sidebar, or use the New Folder button on the Folders management page.
  • Move tasks between folders: Open a task and change its Folder field, or pick a folder when creating a new task.
  • Filter by folder: Click a folder in the project sidebar to see only that folder's tasks. The board title shows Project · Folder.
  • Manage folders: Click Folders in the project sidebar to open the management page where you can rename, recolor, reorder, archive, or delete folders.
  • Delete: When you delete a folder with tasks, you'll be asked whether to leave them unfiled or move them to another folder.
ClickUp users: ClickUp List Names are imported as Folders automatically — no manual setup needed after an import.

Importing from ClickUp

Go to Organization → ClickUp Import and upload a ClickUp CSV export. Before you press Process Import you can set a few options:

  • Statuses: Map to standard statuses (recommended) keeps your board tidy by mapping ClickUp statuses onto the built-in Todo / In Progress / Review / Done / Archived. Choose Create ClickUp's custom statuses only if you want every ClickUp status recreated on the project.
  • Already-imported tasks: Skip (recommended) ignores tasks you've imported before, so it's safe to re-run an import. Choose Import as duplicates to bring them in again.
  • Unmatched people: By default, tasks whose assignees aren't members of your organization are left unassigned (with a note). Turn on Assign tasks with unmatched people to me if you'd rather take ownership of them.
  • Attachments: With Import attachments on (default), files attached in ClickUp are downloaded into your storage and attached to the matching tasks. This runs in the background after the import finishes, so attachments appear on tasks a short while later, and the files count toward your plan's storage. The ClickUp Import History table shows an attachment count (e.g. 398/404) once it completes, and you'll get an email when the download finishes. Turn it off to just record the attachment links as a note instead.
Every import is listed in ClickUp Import History and can be reversed if something doesn't look right.

Jobs & Service Address

Turn on Show Customer & Service Address on Task Details in a project's Display Settings (Project → Settings) and its tasks gain a Service Address card in the right-hand panel of the task detail — and a Customer tab in the board's quick-view popup:

  • Customer: If the project has a customer, every task in it belongs to that customer — it's shown read-only and is changed in Project Settings. If the project has no customer, you assign one per task, which is what you want for field-service work where each job is for a different customer.
  • Job-site address: Once a customer is set, pick any of that customer's service addresses, or click the + to add a new one on the spot.
  • Map & directions: The selected address shows an inline map, with Get directions and Open in Maps buttons so field crews can navigate in one tap.
If you don't pick a specific address, the job shows the customer's primary service address, so the map is useful even before you choose a site.

Tags

Tags help you categorize and filter tasks. Each tag has a name and color, making it easy to visually identify task categories. Common uses include: Feature, Bug, Enhancement, Documentation, Client Request, Internal, etc.

Task Actions

  • Duplicate: Create a copy of the task with all settings
  • Share: Generate a shareable link for external viewing
  • Delete: Remove task (cannot delete tasks with subtasks)

Filtering & Search

Use the filter bar to find tasks quickly:

  • - Search: Find tasks by title or description
  • - Priority Filter: Show only tasks of specific priority
  • - Tag Filter: Filter by one or more tags
  • - Date Filter: One button covering every date a task carries. Open it, choose which date you mean — Due, Start, Created or Modified — then pick a window. The shortcuts adapt to your choice: a due date offers Overdue, Today, This week, Next 7 / 30 days and No due date, while Created and Modified offer Yesterday, Last 7 / 30 days and This month. Custom range… gives you From and To pickers. The button shows what's active at a glance (e.g. Created: Last 7 days).
  • - Clear Filters: Reset all filters to show everything
Useful date filters: Modified · Last 7 days is a quick "what has the team actually touched this week?"; Created · This month shows how much new work arrived; and Due · No due date finds the tasks nobody has scheduled yet.

Permissions

  • Contractors: Can view and update tasks they're assigned to or tasks for their assigned projects
  • Members: Can view all organization tasks and create new tasks
  • Admins/Owners: Full access to create, edit, delete, and manage all tasks and tags

Custom Fields (Paid Plans Only)

Custom fields allow you to capture additional information specific to your workflow beyond the standard task properties. Available on the Starter and Pro plans.

Setting Up Custom Fields

  • 1. Navigate to Organization Details → Custom Fields tab
  • 2. Click Add Custom Field
  • 3. Configure the field:
    • - Name: Internal identifier (cannot be changed later)
    • - Display Label: User-facing label
    • - Field Type: Choose from 13 types (text, number, date, dropdown, etc.)
    • - Required: Make field mandatory for all tasks
    • - Display Settings: Show in task details, list view, or kanban cards
  • 4. For dropdown fields, add options with labels and colors
  • 5. Click Create to save

Supported Field Types

  • Text: Short text input (up to 255 characters)
  • Long Text: Multi-line textarea for detailed information
  • Number: Integer values with optional min/max validation
  • Decimal: Numbers with decimal places
  • Date: Date picker for deadlines, milestones, etc.
  • Date & Time: Date and time picker
  • Checkbox: Yes/No boolean values
  • Dropdown: Single-select from predefined options
  • Multi-Select: Multiple-choice from predefined options
  • User Selector: Select a team member
  • URL: Website links
  • Email: Email addresses
  • Phone: Phone numbers

Using Custom Fields

Once defined, custom fields automatically appear when creating or editing tasks. They display in the Custom Fields section of the task detail view, and can optionally appear in list and kanban views based on your configuration.

Note: Custom fields are organization-wide and available for all tasks. You cannot delete a field that has values in existing tasks - instead, deactivate it to hide from new tasks while preserving historical data.
Pro Tip: Use the Kanban view for quick status updates and visual project tracking. Link tasks to projects to see task progress alongside time tracking. Use tags consistently to create a taxonomy that makes sense for your team. Use custom fields to track workflow-specific data like "Client Approval Status" or "Sprint Number".

Project Timelines

Timelines are visual planning boards you can add to any project. Use them as roadmaps, sprint planners, or milestone trackers. Each project can have multiple timelines — for example a public "Q2 Roadmap" and a private "Personal Sprint".

Creating a Timeline

  • 1. Go to Tasks and filter by a project
  • 2. Click the Timeline button in the view switcher (next to Kanban, List, Calendar)
  • 3. Click New Timeline, give it a name and optional description
  • 4. Choose Private if only you should see it, or leave it as Team to share with all project members
  • 5. Click the timeline card to open the full timeline view

Using the Timeline View

  • Swim Lanes: Click "Add Lane" to create named rows (e.g. Engineering, Design). Click a lane name to rename it.
  • Drop Tasks: Open the task panel (☰ icon), then drag any project task onto a lane to place it on the timeline
  • Move Items: Drag a timeline bar left or right to shift its dates
  • Resize Items: Drag the left or right edge of a bar to change its start or end date
  • Navigate Dates: Use the ‹ › arrows to scroll the time range, or click "Today" to return to the current date
  • Custom Items: Add freeform bars (milestones, deadlines) via "Add Custom Item" at the bottom of the task panel
  • Lane Colors: Click the color icon on a lane label to change its accent color
  • Fullscreen: The ⛶ button in the toolbar expands the timeline to fill the screen, hiding the app chrome — useful on a shared screen or in a stand-up. Press Esc to come back.
  • Export: The ⤓ download button offers PNG and PDF. Both capture the whole visible date range, not just the part scrolled into view, and both carry a heading with the timeline name, project and date range. Use PNG to paste into a slide or a chat, and PDF to attach to a status report or print.
Tip: Bar colors match the task's priority (green = low, blue = medium, orange = high, red = critical) or the task's custom status color if one is set.
Exporting a long timeline: The export covers the date range currently loaded, so switch between Day and Month scale first to choose how much of the project it should span. Month scale fits roughly 18 months onto one page; day scale gives you about four months at full detail.

Email to Task

What is Email to Task?

Email to Task lets you (or your customers) create tasks by simply sending an email. Each address you create is tied to one of your projects — anything sent to it becomes a new task in that project, with the email's subject as the task title and its body as the description. Any attachments come along too.

Creating a Task Address

  1. Open the left menu and choose Email to Task (under your organization).
  2. Click New task address.
  3. Pick the project that tasks should be created in, and optionally add a label to remember what it's for (e.g. "Website – bug reports"). The list shows only the projects you're assigned to (owners and admins see them all).
  4. Copy the generated address using the copy button, and start forwarding or sending email to it.

How Emails Become Tasks

  • Subject → Title: The email subject becomes the task title. Leading "Re:" and "Fwd:" prefixes are removed automatically.
  • Body → Description: The email body becomes the task description, with formatting preserved.
  • Attachments → Task attachments: Files attached to the email (up to 10 MB each) are added to the task.
  • Assignment: The new task is assigned to you (the address owner).
  • Confirmation: Whoever sent the email gets a reply confirming the task was created, with a link to it.

Setting Priority from the Subject

Add one of these tokens anywhere in the subject line to set the task's priority (the token is removed from the title):

  • !low — Low priority
  • !high — High priority
  • !urgent or !critical — Critical priority

Example subject: New leak reported at 5th Ave site !urgent → creates a Critical task titled "New leak reported at 5th Ave site".

Tip: Create a separate address per project (or per purpose) so incoming email lands exactly where you want it.
Keep addresses private. Anyone who has one of your task addresses can create tasks in that project. If an address is shared too widely or starts getting spam, use Regenerate to rotate it (the old address stops working immediately), or Disable/Delete it.

Whiteboards

What is a Whiteboard?

A Whiteboard is an infinite canvas for brainstorming, planning, and diagramming — think sticky notes, shapes, arrows, images, and freehand drawing, all on one zoomable surface. Each project can have as many whiteboards as you like, and your work saves automatically as you go.

Creating & Managing Whiteboards

  • Create: Open a project, expand Whiteboards in the sidebar, and click the + button.
  • Switch: Every whiteboard in the project is listed under the Whiteboards menu — click one to open it.
  • Rename / Delete: Rename with the name field in the toolbar; delete the board from the ⋯ menu next to it.
  • Pin: Click the pin icon next to a whiteboard in the sidebar. It's added to the Pinned band at the top of the sidebar and as a quick-launch tile on your home dashboard.

Moving Around the Canvas

  • Pan: Drag any empty area of the canvas.
  • Zoom: Scroll the mouse wheel (zooms toward the cursor). The controls in the bottom-left corner zoom, Fit everything in view, Reset to 100%, or take the board fullscreen (⛶).
  • Minimap: The small overview in the bottom-right shows the whole board — click it to jump to that spot.

Adding Content

Use the Insert tools in the toolbar:

  • Notes & Shapes: Add a note, or pick from the Shape menu (rectangle, rounded rectangle, ellipse, triangle, diamond, line).
  • Text: A plain text box — just words, with no fill and no border. Use it for headings, captions, and labels that shouldn't look like a sticky note. Its text color, font size and alignment are on the toolbar that appears above it.
  • Sections: A titled zone that visually groups whatever sits inside it (see below).
  • Tasks: Click + Task to search your tasks and drop any of them onto the canvas as a card. The card looks like the one on your Kanban board — status, priority, due date, tags, assignees, progress — and it stays in step with the real task: reopen the board and every card refreshes itself. Search this project or all projects, and keep clicking to add several in a row. Double-click a card to open the task’s quick-edit panel right there on the board — change status, priority, dates, assignees or description without leaving the canvas. Deleting a card never touches the task.
  • New tasks, without leaving the board: if your search finds nothing, the picker offers to create that task and drops it straight on the canvas. And any note, text box or shape with words in it can become a task — select it and choose Make task, and it turns into a card in place, with the first line as the title.
  • Pen: Toggle the Pen tool to draw freehand, then toggle it off to return to selecting.
  • Images & Stamps: Upload an image, or drop in a built-in stamp (such as a phone mockup).
  • Sized to work in: Every zone a template creates is measured in sticky notes — a Kanban column holds two dozen, a SWOT quadrant two dozen, a quarter column four dozen — so you can start dropping notes in without resizing anything first.
  • Templates: Start fast with one of 23 ready-made layouts — Kanban, retrospectives, mind map, flowchart, SWOT, priority and impact matrices, lean canvas, roadmap, story map, org chart, fishbone, and more.
  • Calendar & time: Calendar (month) asks which month, then lays its real dates out in a Sunday–Saturday grid — so you can plan next quarter, not just this one. Months (January–December columns) and quarters (Q1–Q4) ask for a year the same way, and there's a plain weekly planner too. Every day, month, and quarter is a section, so notes you drop into one travel with it.
  • Quick add: Double-click empty canvas to drop a new item of the type you last used.
Edit text: Double-click a note, text box, or shape to type. Double-clicking an image opens crop mode instead.

Selecting & Moving

  • Select: Click an item. Shift-click to add or remove items from the selection.
  • Marquee: Shift-drag across empty canvas to lasso everything in the box.
  • Move: Drag any selected item; the whole selection moves together.
  • Nudge: Arrow keys move the selection one step; hold Shift for larger steps.

Resizing, Rotating & Exact Size

  • Resize: Drag the corner handle. With several items selected, a group handle scales them all at once.
  • Rotate: Drag the round knob above an item (or above a group). Hold Shift to snap to 15° steps.
  • Exact size: With one item selected, type precise Width × Height values under the toolbar's arrange button.
  • Lines are edited by their points: A selected line shows a round handle on each end rather than corner squares. Drag an end to set the line's length and direction — hold Shift to keep the angle square. The small dashed dot halfway along a segment adds a bend: drag it to place the corner. Drag a bend to move it, or double-click it to remove it, and add as many as you need to route a line around whatever is in the way.

Text that sizes itself

Type into a note or a shape and the text picks the largest size that still fits — growing as you resize the item and shrinking as you add words, so nothing ever overflows or gets hidden. Prefer a fixed size? Use the smaller / larger text buttons on the toolbar above the selection, or type an exact value under that toolbar’s text-size button. Auto hands it back.

The toolbar above your selection

Click a single item and a small toolbar appears just above it with the things you reach for most: colour swatches, text size, Make task, lock, duplicate and delete. It hides while you drag or resize and flips below the item when there's no room above it.

Styling

Select something and a small toolbar appears just above it — that is where every format control lives, so the canvas keeps the width a side panel used to take. Colour buttons show the current colour and open a palette of the house pastels plus a full picker for anything else, and each kind of thing offers only the colours it actually has: a note has a fill, a text colour and a border, while a line or a pen stroke has just the one. Text size and bring-to-front / send-to-back are buttons in their own right, and selecting two or more items adds Group and Ungroup. Behind the remaining buttons sit text alignment, zone opacity and proportions, image cropping, connector line and ends, and layering, exact size, rotation, align and distribute. The toolbar stays up while you are typing, so you can restyle a note as you write it.

Your last style sticks. Recolour a sticky note and the next note you add comes out that colour — same for font size, border colour and thickness. Each kind of thing remembers separately, so a note's colour never lands on a shape and your pen colour stays your pen's. The choice is saved on this device and carries across boards; templates keep their own designed palettes.

Connectors (Arrows & Lines)

  • Draw: Hover an item to reveal four edge dots, then drag from a dot to another item. The connector re-routes itself automatically as items move.
  • Style: Select a connector to set its color, end caps (none / arrow / dot), routing (straight / curved / right-angle), and an optional label.
  • Bend it: Select a connector, then drag the line itself — it bends where you grabbed it, and you can add as many bends as you need to route around whatever is in the way. Grab an existing bend to move it instead. Double-click or right-click a bend to drop it, or use Remove all bends in the connector panel to straighten the whole line at once. A click that doesn't drag never changes the shape. A right-angle connector works differently: it always keeps three segments and two corners, and each segment carries a handle that slides it sideways — so you can move where the line leaves each item as well as where it steps across. Reset the route puts it back. A curved connector runs a single smooth spline through every bend, so the line has no corners. The ends stay attached to their items and keep following them.
  • Delete: Select the connector and press Delete, or use the delete button on the toolbar above it. Shift-click to select several connectors at once.

Sections

A Section is a labeled background zone. Its fill is a wash of its accent colour — drag the Opacity slider to make it as faint or as solid as you want. Drag a section and everything sitting inside it travels along. Give it a title and an accent color, or lock it to a preset aspect ratio. Deleting a section keeps its contents by default — choose Delete + contents if you want to remove everything inside it too.

Groups

  • Group: Select two or more items and press Ctrl+G (or the Group button). The selection box turns solid with a "Group" badge.
  • Act as one: Clicking any member selects the whole group — it moves, resizes, rotates, and locks together.
  • Edit one member: Alt-click picks a single item out of a group without ungrouping.
  • Templates arrive grouped: Any template built from two or more zones — Kanban, the retros, the matrices, the calendars — comes in as a single group, so you can drag or resize the whole layout at once. Its starter sticky notes stay loose so you can move them between zones. Alt-click to edit one zone, or ungroup to break it apart.
  • Ungroup: Ctrl+Shift+G or the Ungroup button on the toolbar above the selection.

Cropping Images

Double-click an image (or use Crop image on its toolbar) to enter crop mode, drag the black handles to frame the part you want, then click Apply. Cropping again starts fresh from the original image, and Cancel or Esc leaves crop mode unchanged.

Arranging & Aligning

  • Align & distribute: With two or more items selected, the toolbar's arrange button offers align (left/center/right, top/middle/bottom) and even-spacing controls.
  • Layering: Bring to front and send to back sit directly on the toolbar; the one-step forward/backward moves are under its arrange button.
  • Snapping: Guide lines appear when edges or centers line up. Hold Alt while dragging to place freely without snapping.
  • Lock: Lock an item to prevent accidental moves or edits; it stays selectable so you can unlock it again.

Undo, Copy & Duplicate

Every change can be undone with Ctrl+Z (redo with Ctrl+Y). Copy, cut, and paste work within a board and between boards, and Ctrl+D duplicates the current selection.

Working Together in Real Time

Whiteboards are collaborative: when teammates open the same board, everyone sees everyone else's changes instantly — no refreshing needed.

  • Who's here: Colored avatar circles in the toolbar show everyone currently on the board — hover one to see their name. The sidebar's whiteboard list also shows colored dots next to boards that have people on them right now.
  • Live cursors & movement: Each collaborator's pointer appears on the canvas in their color, labeled with their name — and when they drag, resize, or rotate something, you watch it move in real time.
  • Editing indicators: An item a teammate is working on gets an outline in their color with their name above it. While someone is typing in an item, you can't open it for editing until they're done.
  • Instant updates: Notes, shapes, connectors, drawings, and edits appear for everyone the moment they're made. A green dot next to the save status means live sync is active.
  • Connection drops: If your connection hiccups, the board switches to local saving and catches everyone up automatically when it reconnects.
Undo is yours alone: Ctrl+Z only reverts changes you made — your teammates' work stays put, even when you were editing at the same time.

Comments, Voting & Timer

  • Comments: Click 💬 to open the comments panel, then + Add comment and click an item (or anywhere on the canvas) to pin it. Anyone can resolve or reopen; authors can delete. Comments stay private to your team — they never appear on public share links.
  • Voting: Toggle 👍 Vote, then click items to cast (or remove) your vote. Counts appear on each item — great for dot-voting a retro or prioritizing ideas.
  • Timer: Start a 5/10/15-minute countdown from ⏱ Timer. Everyone on the board sees the same clock — perfect for timeboxed brainstorming.

Finding Things

Type in the Find on board box to highlight every item whose text matches. Enter jumps to the next match (Shift+Enter goes back), centering it on screen.

Sharing a Board Publicly

From the ⋯ board menu, choose Create share link — anyone with the link gets a read-only view of the board (no login needed), always showing the latest content. Disable the link any time from the same menu; the old URL stops working immediately.

Exporting

Use Export to save a PNG (image), SVG (scalable vector), or PDF of your board. If you have items selected, only those export; otherwise the whole board is saved. Selecting a section exports it together with everything inside it.

Keyboard & Mouse Shortcuts

ShortcutAction
Ctrl + ZUndo
Ctrl + Y  /  Ctrl + Shift + ZRedo
Ctrl + C / X / VCopy / Cut / Paste
Ctrl + DDuplicate selection
Ctrl + ASelect all
Ctrl + GGroup selection
Ctrl + Shift + GUngroup
Delete  /  BackspaceDelete selection
EscDeselect, close menus, exit crop / pen
Arrow keysNudge selection (hold Shift for larger steps)
Shift + clickAdd / remove from selection
Shift + drag (empty)Marquee-select a region
Alt + dragMove without snapping
Alt + clickSelect a single item inside a group
Shift while rotatingSnap rotation to 15°
Mouse wheelZoom in / out
Drag empty canvasPan the board
Double-click emptyAdd a new item
Double-click itemEdit text (image: crop · task card: open task)
Drag an edge dotDraw a connector to another item
Task cards on shared links: A public share link and an exported image show a task card's title, status and due date as they stood the last time a team member opened the board. People outside your organization never reach the task itself.
Tip: Everything you do saves automatically. Pin your most-used whiteboards to the dashboard so they're always one click away.

Time Tracking

Overview

The Time Tracking system helps you track hours worked on projects, generate reports, and monitor team productivity. It includes Projects, Week View, Day View, and Reports.

Projects

Projects are used to organize time entries. Each project can optionally be linked to a customer and includes budget tracking.

Creating a Project — the Setup Wizard

Clicking New Project (from the project switcher or the Projects page) opens a guided setup wizard that configures the whole project from a few simple questions:

  • 1. Basics — name your project, plus an optional description, project code, and start/end dates
  • 2. Customer — choose who the project is for:
    • - One specific customer — pick an existing customer or create one right in the wizard
    • - Each task is its own job — every task carries its own customer and service address (great for field service and job shops)
    • - Internal project — no customer at all
  • 3. Tracking — toggle what you'll track: hours, products & services from your catalog, and mileage (with a default rate)
  • 4. Billing — choose how billable hours are priced: one flat rate, a rate per work category, a rate per team member, or not billable. The wizard lets you set up your categories and rates on the spot
  • 5. Budget — optionally track against a budget: one total (dollars or hours), per category, or hours per team member, with an optional monthly reset
  • 6. Board workflow — pick a starting set of task statuses (Classic, Simple, Software, or Field Service). You can rename, recolor, and add statuses later
  • 7. Team — add existing teammates (with roles and per-person rates when billing by member) or send email invitations that land new people directly on this project
  • 8. Review — confirm everything and click Create project
Nothing is locked in: every answer in the wizard just sets project defaults. You can change all of it later from the project's Settings, Billing & Budget, Categories, Team, and Statuses tabs.

Duplicating a Project

If you run the same kind of work over and over, set one project up the way you like it and reuse it. On the Projects page, click the copy icon on any project row to open the Duplicate Project dialog, give the copy a name and optional project code, then click Duplicate. The copy immediately becomes your current project in the project switcher and opens on its Settings tab, ready to fine-tune.

Billing, budget, timesheet and display settings always carry over. You choose whether to also copy:

  • Customer link — point the copy at the same customer
  • Time categories — including their rates and budgets
  • Board status columns — your workflow, colors and order
  • Task lists — the lists themselves, created empty
  • Team members — with their project roles and per-person rates
Settings only — never content: duplicating copies how a project is configured, not the work inside it. Tasks, documents, whiteboards, time entries, mileage, expenses, invoices, timelines and email-to-task addresses are not copied. Duplicating an archived project gives you an active copy.
Duplicating counts as creating a project, so it uses one of your plan's project slots and is available to organization Owners and Admins.
Budget Tracking: The Projects page shows total hours logged against each project, making it easy to monitor budget utilization.

Project Team Management

Assign team members to projects with specific roles to control access and permissions. Each user can have a different role on each project.

Assigning Team Members

  • 1. Go to the Projects page and click the Team icon for the project
  • 2. Select a team member from the dropdown
  • 3. Choose a Project Role:
    • - Member: Can submit time/mileage entries and view their own reports
    • - Admin: Can manage project settings, assign users, and view all project data
  • 4. Optionally set custom billable and mileage rates for this user on this project
  • 5. Click Assign to Project
Project Roles vs Organization Roles: Project roles are separate from organization roles. An organization Member can be a Project Admin on specific projects. Organization Admins and Owners can manage all projects regardless of their project-level role.

Project Role Permissions

  • Project Member: Can log time and mileage for the project, view their own entries
  • Project Admin: Can edit project settings, manage team assignments, view all project data

Requesting Access to a Project

Organization members can see every project in their organization on the Projects page, even ones they aren't assigned to. To get access to a project you don't yet belong to:

  • 1. Open Projects from the main menu
  • 2. Find the project in the list. The Dashboard button is hidden for projects you don't have access to
  • 3. Click Request Access in the Actions column
  • 4. The button is replaced with a Request Pending chip — click the × next to it to cancel the request
  • 5. Project Admins and organization Owners/Admins receive an email notification
  • 6. You'll get an email when your request is approved or denied
Contractors do not see this option — their access is limited to projects an admin explicitly assigns to them.

Reviewing Pending Access Requests

Project Admins and organization Owners/Admins can approve or deny pending requests:

  • 1. Open the project's settings page (the gear icon on the Projects list)
  • 2. Switch to the Team tab
  • 3. Pending requests appear above the Assigned Team Members list
  • 4. Choose the role (Member or Admin) and click Approve, or click Deny
  • 5. The requester is notified by email of the decision

Hiding Projects From Your Personal Menu

If your project switcher is getting crowded, you can hide individual projects from your own project list and Time Tracker Week View. This is a per-user preference — your teammates' menus aren't affected.

  • 1. Switch to the project you want to hide, then open the ⋮ menu next to the project name at the top of the sidebar
  • 2. Choose Hide from my menu. The project disappears from your project switcher and the Time Tracker Week grid immediately. Click Undo on the snackbar if it was a mistake
  • 3. To bring a project back, open Projects from the Organization menu — hidden projects show a Hidden from your menu chip
  • 4. Click the eye icon in the Actions column to restore it
Hiding a project does not remove your access — you can still open it from the Projects page, and any time entries you've already logged remain intact.

Project Dashboard Financials Tab

The project dashboard includes a Financials tab that shows the same billing analytics as the org-level Billing Reports page, scoped to just that project.

  • 1. Open a project's dashboard and click the Financials tab
  • 2. Pick a timeframe (week, month, quarter, year, or custom range)
  • 3. Review summary cards (Hours, Expenses, Cost, Revenue, Profit, Margin)
  • 4. View trend charts: Hours Breakdown, Revenue & Cost, Profit Trend, Expenses
  • 5. Drill into the By Team Member or By Category sub-tabs
  • 6. Click View All Transaction Details for line-level time, mileage, and expense entries
Project Financials is available to organization Owners/Admins and Project Admins. The data shown reflects only this project's time entries, mileage, and expenses for the selected period.
How rates are applied: Billing reports price time using your project's billable rate setting — the project hourly rate, per-category rates, or per-team-member rates. Once an entry has been placed on a sent invoice, reports show the rate and amount it was actually billed at, even if you change your rates later. Unbilled entries always use your current rates.

Timers

Instead of remembering how long something took, start a timer and let it count. When you stop it, the elapsed time becomes an ordinary time entry — so it shows up in Week View, Day View, reports, budgets, and invoicing exactly like time you typed in by hand.

Starting a Timer

  • 1. Open a task, either from the board (click a card for the quick view) or its full detail page
  • 2. Click Start timer in the Time Tracking panel, or Start timer in the quick view footer
  • 3. The timer picks up the task's project automatically. You can pick a category up front, or leave it and choose when you stop
One timer at a time. You can only run a single timer, so two tasks can never claim the same hour. If one is already running, the app tells you which task has it and offers to stop that one first.

Watching a Running Timer

A running timer appears as a live pill in the top bar from anywhere in the app, showing the elapsed time and what it's tracking. Click it to pause, resume, jump straight to the task, or stop and log the time.

Stopping and Logging

  • 1. Click Stop on the task panel, or Stop & log time in the top-bar menu
  • 2. Review the prefilled project, category, date, hours, and description — change anything that isn't right
  • 3. Click Log to save it as a time entry

The dialog also gives you two escapes: Keep running closes it and leaves the clock going, and Discard throws the timer away without logging anything.

Pausing is safe. Paused time simply stops accumulating — the timer keeps what it has already counted, and it survives closing the browser or switching devices, because it lives on the server rather than in your browser tab.

Rounding

By default a timer logs the exact time it measured. If your organization bills in fixed increments, an Owner or Admin can set a rounding rule under Organization → Settings → Time Tracking: pick an increment (5, 6, 10, 15, 30, or 60 minutes) and a direction (nearest, always up, or always down). The stop dialog shows the rounded figure before you save, and you can always override it.

Week View

The Week View provides a grid interface similar to Harvest, showing all active projects as rows and the 7 days of the week as columns. This is the primary interface for quick time entry.

Using Week View

  • - Click any cell in the grid to add or edit time for that project and day
  • - Today's column is highlighted for easy identification
  • - Navigate weeks using Previous/Next buttons or jump to current week with "Today"
  • - Week totals are displayed for each project and overall
  • - Click existing time entries to edit hours, description, or delete

Time Entry Fields

  • Hours: Required field, enter hours in decimal format (e.g., 1.5 for 1 hour 30 minutes)
  • Description: Optional notes about the work performed
  • Start/End Time: Optional fields to record specific times
  • Billable: Mark whether this time should be billed to the customer

Day View

The Day View shows all time entries for a specific day in a detailed card format, allowing you to see and edit full descriptions, customer information, and other details.

Using Day View

  • - Navigate days using Previous/Next buttons or jump to today
  • - View day summary showing total hours and billable hours
  • - Add new entries with the "Add Time Entry" button
  • - Each entry displays: Project, Customer, Description, Hours, Start/End times
  • - Edit or delete entries directly from the card
  • - Admins/Owners see entries from all team members with user names displayed
Invoiced Entries: Time entries marked as "Invoiced" cannot be edited or deleted to maintain billing integrity. Contact an administrator if changes are needed.

Expenses

The dedicated Expenses page (Time & Expenses → Expenses) lists every expense in one place, so you don't have to go day by day:

  • Filter by date range, project, and category; summary tiles show the total, billable, and non-billable amounts for whatever's in view
  • Add or edit expenses with a project, category, amount, merchant, and billable/reimbursed flags
  • Attach a receipt (photo or PDF, up to 5 MB) to any expense and view it later with one click from the list
  • Export (owners and admins): download the filtered list as a CSV, or as a ZIP that bundles the CSV together with every attached receipt — ready to hand to your accountant. The same exports (plus time entries and mileage) live in Organization settings → Data → Export
Notes: You can only edit or delete your own expenses, and an expense that's already on an invoice is locked. Amount columns are visible to owners, admins, and members with billing or invoicing access.

Reports

Generate detailed time tracking reports with flexible filtering and export to CSV or PDF formats.

Generating Reports

  • 1. Navigate to Time Tracking → Reports
  • 2. Set your filters:
    • - Date range (required)
    • - Specific project (optional)
    • - Team member (Admin/Owner only, optional)
  • 3. Click Generate Report
  • 4. Review the summary statistics and entry table
  • 5. Export using Export to CSV or Export to PDF buttons

Report Data

  • Summary: Total entries, total hours, billable hours, non-billable hours
  • Details: Date, Project, Customer, User (if admin), Description, Hours, Billable status, Invoiced status
  • CSV Export: Spreadsheet-compatible format for further analysis
  • PDF Export: Professional formatted report (HTML format - print to PDF from browser)

Activity Pulse

Activity Pulse is a visual dashboard for reviewing what changed across your tasks over a time window — perfect for staff meetings and weekly reviews. Instead of a long, mixed-up list of every change, it shows only the tasks that actually changed, each summarized on its own card so you can see the story at a glance without opening every task.

Activity Pulse lives inside the Tasks page as two view types — Pulse (cards) and Radar — selectable from the view switcher alongside Kanban, List and Calendar. Anyone on your team can use it — it shows the same activity they can already see on their tasks. Owners and Admins see the whole organization; other members see activity for the projects they belong to (plus tasks assigned to them).

Using Activity Pulse

  • 1. Open the Tasks page, then choose the Pulse or Radar view from the view switcher
  • 2. Pick a time window with the quick chips — This week, Last week, Last 7 / 14 / 30 days, or Custom dates
  • 3. Use the Tasks toolbar filters (project, tags, priority, search) — they apply to Pulse and Radar too. The People / Contributor filter here means who made the change
  • 4. Use the change-type chips (Status, Comments, Time, People) to focus on one kind of change
  • 5. Click any card to expand its mini-timeline of every change, who made it, and when — the task's current description is shown at the top of the expanded view
  • 6. Click the open icon on a card to open the full task in a new browser tab, so you keep your place on the Pulse
  • 7. Use the Export button to download the current view (honoring your filters and time window) as a polished PDF or an Excel workbook

What Each Card Shows

  • Status movement: The net change for the window, e.g. "Todo → Done"
  • Change digest: Compact chips for hours logged, comments, assignee changes, tags, attachments, priority, due date and renames
  • Tags: The task's current tags, shown as colored chips for quick scanning
  • Contributors: Who touched the task, shown as avatars
  • Activity intensity: Busier tasks pulse brighter and float to the top, so the most active work stands out

Exporting

The Export button (top-right of the Pulse controls) produces a shareable report of exactly what you're viewing — the same date range and filters. Choose PDF for a print-ready summary grouped by project (headline stats, each task's status, tags, hours, contributors, description and full change timeline), or Excel for a workbook with Summary, Tasks and Activity sheets you can sort, filter and pivot.

Cards are grouped by project (collapse a project to focus elsewhere), and the stat tiles at the top summarize the whole window: tasks changed, total updates, contributors, hours logged, comments, and tasks completed.

Radar View (Replay the Window)

Switch to the Radar view from the Tasks view switcher to replay your time window like a weather radar. Each project becomes a lane, and every change is a "blip" placed at the moment it happened.

  • Play / Pause: Sweep a glowing playhead across the window — blips flare as the sweep reaches them, then settle as "detected"
  • Scrubber & Speed: Drag to any moment, or change playback speed (0.5× / 1× / 2×)
  • Live scan feed: The side panel shows exactly what is happening at the current moment — who changed what, and when
  • Inspect a task: Click any lane to pin its full change history in the panel, then jump to the task if needed

Permissions

  • Members: Can view and edit their own time entries only
  • Admins/Owners: Can view and manage all time entries for the organization
  • Project Deletion: Projects with time entries cannot be deleted (archive instead)

Timesheet Approval Workflow

The timesheet approval system allows team members to submit weekly timesheets for approval, ensuring accurate time tracking and accountability before processing payroll or client billing.

How Timesheet Approval Works

  • 1. Open Status: Default state when logging time entries throughout the week
  • 2. Submit for Approval: At week's end, user submits timesheet for review
  • 3. Pending Approval: Timesheet awaits admin review but remains editable
  • 4. Approved: Admin approves the timesheet, locking all entries from further editing
  • 5. Unapprove (if needed): Admin can unlock approved timesheets to allow corrections

Submitting a Timesheet (Team Members)

  • 1. Navigate to Time Tracking → Week View
  • 2. Review all time entries for the week
  • 3. Click Submit for Approval button in the footer
  • 4. Timesheet status changes to "Pending Approval"
  • 5. You can still edit entries while pending, but should avoid changes unless necessary
Still Editable: While your timesheet is pending approval, you can still make changes if you catch errors or need to add forgotten entries. Once approved, the timesheet becomes locked and only an admin can unlock it.

Approving Timesheets (Admins/Project Admins)

  • 1. Navigate to Time Tracking → Timesheet Approvals
  • 2. Review pending timesheets showing user name, week, total hours, and entry count
  • 3. Click View Details to see all time entries for that week
  • 4. Review entries for accuracy, proper project assignment, and descriptions
  • 5. Click Approve to lock the timesheet
  • 6. Approved timesheets show who approved and when

Unapproving Timesheets

  • 1. Go to Time Tracking → Timesheet Approvals
  • 2. Find the approved timesheet in the "All Timesheets" table
  • 3. Click the Unapprove button (undo icon)
  • 4. Timesheet returns to "Pending Approval" status
  • 5. User can now make necessary corrections
  • 6. Timesheet must be resubmitted and re-approved after changes

Who Can Approve Timesheets?

  • Organization Owners: Can approve all timesheets in the organization
  • Organization Admins: Can approve all timesheets in the organization
  • Project Admins: Can approve timesheets for their assigned projects
Locked Entries: Once a timesheet is approved, all time entries in that week are locked. Users will see an error message if they try to edit or delete approved entries: "Cannot edit/delete time entries in an approved timesheet. Ask an admin to unapprove the timesheet first."

Best Practices

  • Weekly Cadence: Submit timesheets at the end of each week (e.g., Friday or Monday)
  • Review Before Submit: Double-check all entries for accuracy before submitting
  • Add Descriptions: Include work details to help admins verify accuracy
  • Timely Approvals: Admins should review and approve timesheets within 24-48 hours
  • Billing Accuracy: Verify billable flags are correct before approval
Pro Tip: Use the Week View for quick daily logging, Day View for detailed review, and Reports for client billing and analysis. Mark entries as billable as you log them to ensure accurate invoicing later. Submit timesheets weekly to maintain a consistent approval workflow.

Project Budgets

Overview

Project budgets help you track actual costs and time against planned budgets. The system supports multiple budget types to fit different project structures and billing models. Budget tracking is available for Time & Material and Fixed Fee projects only.

Budget Types

  • None: No budget tracking for this project
  • Time & Material: Track total billable amount ($) against budget. Uses your existing billable rate configuration (by project, category, or team member)
  • Category Fees: Set budget amounts ($) for each project category. Great for projects with distinct work phases
  • Category Hours: Set hour budgets for each project category. Ideal for tracking time allocation across different types of work
  • Total Hours: Overall project hour budget without category breakdown
  • Hours Per Team Member: Set individual hour budgets for each team member. Perfect for managing team capacity and workload

Configuring Project Budgets

  • 1. Navigate to Time Tracking → Projects
  • 2. Create a new project or edit an existing one
  • 3. Set the Billing Type to Time & Material or Fixed Fee
  • 4. In the Budget Tracking section, select a Budget Type
  • 5. Choose Monthly Budget or leave unchecked for total project budget
  • 6. Enter budget amount or hours depending on the selected budget type
  • 7. Save the project

Monthly vs Total Project Budgets

Toggle the Monthly Budget switch to choose between:

  • Total Project Budget: Budget applies to the entire project lifetime. Report shows budget vs actual across all time
  • Monthly Budget: Budget resets each month. Report shows budget vs actual for the selected month only

Setting Category Budgets

When using Category Fees or Category Hours budget types:

  • 1. Open the project for editing
  • 2. Scroll to the Time Tracking Categories section
  • 3. For each category, enter:
    • - Budget Total: Dollar amount budget (for Category Fees type)
    • - Budget Hours: Hour budget (for Category Hours type)
  • 4. Changes save automatically when you click outside the field
Category Budget Totals: The system automatically sums all category budgets to show an overall project budget total in reports.

Setting Team Member Budgets

When using Hours Per Team Member budget type:

  • 1. Go to the project and click the Team icon
  • 2. When assigning a new user, enter their Budget Hours
  • 3. For existing users, edit the Budget Hrs field directly in the list
  • 4. Changes save automatically when you click outside the field

Viewing Budget Reports

Budget information automatically appears in the Billing & Profitability Reports:

  • 1. Navigate to Time Tracking → Billing Reports
  • 2. Select your timeframe (week, month, quarter, year, or custom range)
  • 3. Click Generate Report
  • 4. View the By Project tab
  • 5. The Budget Status column shows:
    • - Budget type and period (Monthly/Total) under project name
    • - Actual vs Budget ($ or hours depending on budget type)
    • - Variance percentage
    • - Color coding: Green = Under Budget, Red = Over Budget

Budget Examples

Example 1: Time & Material Budget

A consulting project billed at $150/hour with a $10,000 monthly budget:

  • - Budget Type: Time & Material
  • - Monthly Budget: Yes
  • - Budget Amount: $10,000
  • - If team logs 60 hours × $150 = $9,000 → 10% under budget
  • - If team logs 70 hours × $150 = $10,500 → 5% over budget

Example 2: Category Hours Budget

A web development project with budgets by work type:

  • - Budget Type: Category Hours
  • - Design category: 20 hours budget
  • - Programming category: 80 hours budget
  • - Testing category: 20 hours budget
  • - Total project budget: 120 hours (automatically summed)

Example 3: Hours Per Team Member

A fixed-scope project with individual team member allocations:

  • - Budget Type: Hours Per Team Member
  • - Senior Developer: 40 hours budget
  • - Junior Developer: 60 hours budget
  • - Designer: 20 hours budget
  • - Report shows each person's actual hours vs their allocation
Budget Calculations: For Time & Material budgets, the actual amount is calculated using your project's billable rate configuration. If you change rates mid-project, budget calculations will reflect the current rate structure.
Best Practice: Use Category Hours budgets for projects with distinct work phases (design, development, testing). Use Hours Per Team Member budgets when managing team capacity and individual workloads. Use Time & Material budgets when you have a fixed dollar amount to track against.

Invoicing & Payments

Overview

Create professional invoices and estimates, send them to customers by email, and get paid — including online card payments straight from the invoice. Invoices can be built from scratch or filled automatically from your unbilled time entries, mileage, and expenses.

Invoices & Estimates

  • Create: Go to Invoices, click New Invoice (or New Estimate), pick a customer and add line items
  • Import billable items: Pull in unbilled time, mileage, and expenses for a customer or project with one click
  • Send: Sending emails the customer a secure link to view, download, and pay the invoice — no login required on their side
  • Convert: Accepted estimates convert to invoices with all line items carried over
  • Decline: If a customer turns an estimate down, use Mark as Declined from the invoice menu so your pipeline stays accurate
No double-billing: When an invoice is sent, the time entries, mileage, and expenses on it are marked as invoiced and stop appearing in the billable items picker. If you void the invoice, the items become billable again automatically. Imported time is priced using the project's billable rate configuration — project hourly rate, per-category rates, or per-team-member rates.

Products & Services Catalog

Not everything you bill for is tracked time. The Products & Services catalog (under Billing → Products & Services) is a reusable list of things you sell — flat-fee services, fixed deliverables, hourly rates, or physical goods — each with a default price and unit. Add an item once, then drop it onto any invoice in one click with Add from Catalog in the invoice editor.

  • Services vs. products: Mark each item as a Service (labor or a deliverable) or a Product (a physical good)
  • Default price & unit: Set a unit price and a unit label (each, hour, day, flat) — you can still override the price on any individual invoice
  • Taxable by default: Choose whether an item is taxed; the invoice's tax rate then applies automatically
  • Inventory (products): Turn on Track inventory to keep a stock count and an optional reorder point, so low-stock items are flagged
  • Archiving: Deleting an item that appears on past invoices archives it instead, so your invoice history stays intact

Products & Services on Tasks (task as job)

Turn a task into a job that tracks its own materials, costs, and deliverables. In a project's Display Settings, enable Products & Services on Task Details. Tasks in that project then show Products & Services and Expenses & Mileage sections where you can add catalog items, expenses, and mileage right on the task — alongside its tracked time. Add them from the task page, or quickly from the board's quick-view popup.

  • Add items to a task as the job progresses — e.g. parts used, fixed-fee add-ons, delivered goods
  • When you build the invoice, use Import Billable Items and tick Products to pull the task's items in alongside its time, mileage, and expenses — all grouped by job
  • Once a task item has been invoiced it's locked and won't be offered again, so nothing gets billed twice
Inventory updates when you send. For products with Track inventory on, sending an invoice reduces the stock on hand; voiding that invoice puts the stock back. Estimates never change stock. Sending is never blocked — if you oversell, the item simply shows a negative or low-stock warning so you know to restock.

Create an Invoice from a Task

When a task is a job, you can invoice it in one click. Use Create Invoice on the task (task detail page, the board's right-click menu, or the quick-view popup). A new draft invoice opens pre-filled with the task's customer and all of that task's unbilled items — its tracked time, products & services, expenses, and mileage — ready for you to review, tweak, and send.

Tip: Only items tied to the task come across. To bill an expense or mileage entry as part of a job, add it on the task (Expenses & Mileage section) rather than the standalone tracker — project-level entries that aren't attached to a task can still be pulled in with Import Billable Items.
Catalog items are not billing categories. A billing category decides how your tracked time is billed (is it billable, and at what hourly rate). A catalog product or service is something you add to an invoice by hand with your own quantity and price — it isn't tied to the clock. Catalog prices are independent of your time-tracking rates.
Who can manage the catalog: Owners and Admins can add, edit, and remove products and services. Anyone with invoice access can add catalog items to an invoice.

Accepting Online Payments

Connect your own Stripe account and your invoices get a Pay now button — customers pay by card (or other methods you enable in Stripe) directly from the invoice link.

  • 1. Go to Invoices → Settings → Payments tab
  • 2. Click Connect Stripe to accept online payments
  • 3. Complete Stripe's onboarding (identity and bank details — handled entirely by Stripe)
  • 4. Once approved, every unpaid invoice's public page shows a Pay now button

Payments go directly to your Stripe account — Log My Business never holds your money. When a customer pays, the invoice is marked paid automatically and they receive a payment receipt by email.

Fees: Standard Stripe processing fees (typically 2.9% + 30¢ for cards) are deducted by Stripe, the same as with any payment provider. Log My Business does not add a platform fee. Refunds and disputes are handled from your own Stripe dashboard.

Sales Tax

  • Named tax rates: Define the rates you charge in Invoices → Settings → Tax (e.g. "TX Sales Tax 8.25%") and pick one on each invoice; mark one as your default for new invoices
  • Per-line taxability: Every invoice line has a Tax checkbox — mix taxable parts with non-taxable labor on one invoice and only the taxable lines carry the rate. Products and services inherit their catalog's taxable setting; time and mileage follow your "tax labor by default" setting
  • Tax-exempt customers: Flag a customer as sales-tax exempt (with their exemption certificate number) on the customer's page — their invoices default to 0% and print "Tax exempt" with the certificate number
Your rates, your rules: You define the tax rates you charge — Log My Business does the arithmetic but never calculates jurisdiction taxes or provides tax advice. Check your state's rules for what's taxable, or ask your accountant.

Recording Manual Payments

  • Use Record Payment on an invoice for cash, check, or bank-transfer payments
  • Partial payments are supported — the invoice shows as Partially Paid until the balance reaches zero
  • A payment can never exceed the remaining balance, so your books can't go negative
  • Online (Stripe) payments can't be deleted from the payment list — refund them from your Stripe dashboard instead

Refunds & Disputes

  • Refund online payments from your own Stripe dashboard — the invoice updates automatically: the balance reopens and the payment shows a Refunded badge (partial refunds supported)
  • If a customer disputes a charge, the payment is flagged and you receive an email alert. Respond to disputes in your Stripe dashboard before the deadline

Overdue Tracking & Payment Reminders

  • Invoices past their due date with a balance automatically switch to Overdue status
  • Turn on automatic reminders in Invoices → Settings → Reminders: choose the days before and after the due date (e.g. 3 days before; 1, 7, and 14 days after)
  • Reminders email the customer a link to view and pay the invoice — at most one reminder per invoice per day, and they stop as soon as the invoice is paid

Exporting for Your Accountant

  • On the Invoices page, use Export → Invoices CSV (one row per line item, ready for QuickBooks/Xero CSV import) or Export → Payments CSV (every payment with refund amounts)
  • Drafts are excluded; add a date range via your accountant's preferred period if needed

Public Invoice Links

  • Every sent invoice has a secure public link you can copy and share (Copy Public Link in the invoice menu)
  • Need to cut off access? Use Replace Public Link — the old link stops working immediately and a fresh one is created
Best Practice: Connect Stripe before sending your first invoice — invoices that can be paid with one click get paid noticeably faster than "contact us to pay" invoices.

Documents

The Documents feature lets you create, organize, and share rich-text documents within your organization or specific projects. Documents are displayed as a tile grid so you can visually browse and locate content quickly.

Creating a Document

  • Step 1: Click New Document in the top-right of the Documents page.
  • Step 2: Choose a template or select "Blank Document" to start fresh.
  • Step 3: Enter a title and optionally assign the document to a project. Organization-level documents are visible to all members.
  • Step 4: Write your content using the rich-text editor, then click Save.

Document Tiles

Each document appears as a card showing a live mini-preview of its content, along with the title, project badge, and last-updated date. Click any card to open the full document. Pinned documents show a pin indicator on the card.

Document Actions

  • Edit: Click the pencil icon to enter the rich-text editor for an existing document.
  • Share: Generate a public link with optional password and expiration date.
  • Pin to Dashboard: Pin a document so it appears as a quick-access widget on your dashboard.
  • Watch: Receive notifications when the document is updated.
  • More menu (⋮): The three-dot menu in the document header holds Move, Duplicate, Export to PDF, Export to Word, and Add child document.

Finding Documents

The search bar at the top of the app finds documents alongside tasks, projects, and customers. Start typing a word from a document's title or its content, then pick the result to open it. Document results show the project the document belongs to so you can tell similar titles apart.

Breadcrumbs & Sub-Documents

Documents can be nested to build a knowledge base or wiki. When you open a document that sits inside another one, a breadcrumb trail above the title shows the full path back to the top — click any step to jump there. At the bottom of the page, a Sub-documents section lists the document's own children, one click away. Use Add child document in the more menu to grow the hierarchy.

Moving & Duplicating

  • Move: Open the more menu and choose Move. Pick a project (or the organization level) and, optionally, a parent document to nest under. Moving a document brings all of its sub-documents along with it.
  • Duplicate: Choose Duplicate to create a fresh copy of the document (titled “… (copy)”) in the same place. The copy starts its own history — comments, versions, and sub-documents are not copied.

Mentions, Links & Rich Content

The editor has a few shortcuts for connecting your document to the rest of your workspace:

  • @ to mention a teammate: Type @ and start typing a name. The mentioned person gets an email letting them know they were mentioned in the document.
  • + to link a document: Type + and start typing a title to insert a clickable link to another document in your organization.
  • # to link a task: Type # to link a task (see below).
  • Code blocks: Use the code sample button in the toolbar to insert a formatted code block — handy for snippets, commands, or configuration.
  • Callout panels: Open the Panel menu in the toolbar to insert a colored Info, Tip, Warning, or Note box that makes important points stand out.

Inline Comments

Comment on a specific sentence instead of the whole document. While viewing a document, select some text — a floating Comment button appears next to your selection. Click it, write your comment, and post. The quoted text is highlighted in the document; clicking a highlight jumps to the matching comment in the Comments tab, and each anchored comment shows the text it refers to above the comment body.

Version History & What Changed

Every save creates a version, listed in the Versions tab. Click Changes on any version to see exactly what changed compared to the version before it — added text is shown in green, removed text in red. The newest version also has a Vs Current button that compares it against the document as it stands right now. You can restore any earlier version if you need to roll back.

Editing Safely with a Team

If a teammate saves the document while you're editing it, your save won't silently overwrite their work. Instead, you'll see who saved and when, and can choose to overwrite their changes, discard your changes and load the latest version, or keep editing and decide later. Nothing is lost either way — earlier saves remain available in the version history.

Trash & Restore

  • Deleting: Deleting a document moves it (and its sub-documents) to the Trash instead of removing it permanently.
  • Viewing the trash: Click the trash toggle in the Documents page header to see everything that's been deleted, who deleted it, and when.
  • Restore: Click Restore on a trashed document to bring it back, along with the sub-documents that were deleted with it.
  • Delete forever: Permanently removes the document, its versions, comments, and attachments. This cannot be undone.

Word Import & Export

  • Import: Click Import on the Documents page, choose a .docx file, and optionally pick a project. The file becomes a new document you can edit like any other — embedded images come along too.
  • Export: Open a document's more menu and choose Export to Word to download it as a .docx file, or Export to PDF for a PDF copy.
Tip: Press Ctrl+S while editing to save without leaving the editor — and the editor also auto-saves quietly while you pause typing.

Linking Tasks with #

While editing a document, type # to bring up a list of tasks from the document's project (organization-level documents show all tasks). Keep typing the task number to narrow the list — for example #12 — or type part of the task's title to search by name. Select a task to insert a clickable link styled like #123 Task title. Clicking the link opens that task. This works just like an @-mention in a comment.

Organizing Documents

Use the Tags tab on a document to add color-coded tags. On the Documents grid you can filter by tag using the tag chips below the header. Use the project filter to narrow documents to a specific project. Sub-documents are indicated with a folder icon and a sub-doc count on the parent's tile.

Templates: Click Templates in the header to manage reusable document templates for your organization. Templates can pre-fill content for common document types like meeting notes or SOPs.

Team Management

User Roles

  • Owner: Full access, can delete organization and manage all members
  • Admin: Can invite members, manage customers, and access all features
  • Member: Can view and edit customers, limited administrative access

Inviting Team Members

  • 1. Go to your organization's Team page
  • 2. Click Invite Member
  • 3. Enter the email address and select a role
  • 4. Click Send Invitation
  • 5. The invitee will receive an email with a link to join
Only Admins and Owners can invite new members. Members can view the team list but cannot invite others.

Managing Members

Owners can change member roles and remove members from the organization. Admins can remove members but cannot change roles. The organization owner cannot be removed.

Team Chat

Overview

Chat with your team without leaving Log My Business. Every project automatically gets its own channel with the project's members, and you can start a direct message with any teammate. Open chat from the Messages page or the floating chat button in the corner of any page. Messages arrive in real time, and unread conversations show a badge on the chat button.

Sending Messages

  • 1. Open Messages (or click the floating chat button)
  • 2. Pick a project channel or a teammate from the conversation list — or click New Message to start a direct conversation
  • 3. Type your message and press the send button

Reacting to Messages

Hover over any message and click the reaction icon to add a quick emoji response — a thumbs-up, heart, celebration, and more. Reactions appear under the message with a count, and you can click an existing reaction to add yours to it (or click again to take it back). Hover over a reaction to see who reacted.

Deleting Your Messages

Sent something by mistake? Hover over your own message and click the delete icon. The message is replaced with a "Message deleted" placeholder for everyone in the conversation.

You can only delete your own messages, and deleting can't be undone.

Tools

Log My Business includes a set of handy utility tools. Open them from the wrench icon in the top bar, next to the notification bell.

Import Tool

The Import Tool allows you to bulk import time entries, mileage, and expenses from CSV or Excel files. This is perfect for migrating from another system or importing historical data.

Smart Matching: The import tool automatically creates missing customers, projects, and categories. However, team members must already exist in your organization - the tool cannot create new user accounts.

How to Use the Import Tool

  • Step 1: Download Template - Navigate to Tools → Import Tool and download the example template file to see the required format.
  • Step 2: Fill in Your Data - Open the template in Excel or any spreadsheet application and fill in your data using the required columns.
  • Step 3: Upload and Process - Upload your completed file and the system will process each row, creating or matching customers, projects, and categories as needed.

Required Columns

  • Customer Name - Name of the customer
  • Project Name - Name of the project
  • Category Name - Project category (for time) or expense category (for expenses). Use "N/A" if none.
  • Type - Either "Time", "Mileage", or "Expense"
  • Team Member Name - Name or email of the team member who performed the work
  • Date - Date of the entry (MM/DD/YYYY format recommended)
  • Description - Description of the work or expense
  • Amount - Hours (for time), Miles (for mileage), or Dollar amount (for expenses)

Optional Columns

  • Merchant - Vendor or merchant name (for expenses only)
  • Mileage Rate - Rate per mile (for mileage only, e.g., 0.67)
  • Is Billable - TRUE or FALSE to indicate if the entry is billable (defaults to TRUE)

Import Results

After processing your file, you'll see a detailed summary including:

  • Number of time entries, mileage entries, and expenses created
  • Number of new customers created
  • Number of new projects created
  • Number of new categories created (both project and expense categories)
  • Any errors or failed rows with detailed error messages
Important: Make sure all team members exist in your organization before importing. The import tool can only match existing team members - it cannot create new user accounts.

Tips for Successful Imports

  • Use consistent naming for customers and projects to ensure proper matching
  • Test with a small file first (5-10 rows) before importing large datasets
  • Ensure team member names or emails exactly match their account information
  • Use the example data in the template as a reference for proper formatting
  • Maximum file size is 10MB

Loan Calculator

The Loan Calculator (Tools → Loan Calculator) helps you evaluate equipment purchases, vehicle loans, or business financing before you commit. Enter the loan amount, interest rate (APR), and term, and it instantly shows your monthly payment, total interest, total cost, and payoff date.

  • Extra payments - Add an optional extra monthly payment to see how much interest you'd save and how many months earlier you'd pay off the loan.
  • Amortization schedule - View a full payment-by-payment breakdown of principal, interest, and remaining balance. Switch between monthly and yearly views for long loans.
  • First payment date - Set when payments begin so the schedule shows real calendar dates.
Tip: Comparing two loan offers? Run each one and compare the "Total interest" figure — a lower rate on a longer term can still cost more overall.

Image Converter

The Image Converter (Tools → Image Converter) converts images between common formats — perfect for preparing logos, receipts, or job-site photos. Everything runs in your browser: your images are never uploaded to our servers.

  • Supported input formats - PNG, JPEG, WebP, GIF, BMP, AVIF, and SVG (up to 20 files at a time, 25MB each).
  • Output formats - PNG (lossless, keeps transparency), JPEG (smallest for photos), or WebP (modern format with small sizes and transparency).
  • Quality control - For JPEG and WebP, use the quality slider to trade file size against image quality.
  • Resize - Optionally set a maximum width/height and large images are scaled down automatically — great for shrinking phone photos before attaching them to tasks.
  • SVG to PNG/JPEG/WebP - Vector SVG files (like logos) are rendered at whatever size you set as the max width/height — scale them up or down with no quality loss. Leave it at 0 to use the SVG's own size.
Note: Animated GIFs are converted as a single still frame. When converting to JPEG, transparent areas become white since JPEG doesn't support transparency.

Timer

The Timer (Tools → Timer) combines a countdown timer and a stopwatch — handy for focused work sessions, timed breaks, or timing a job on site.

  • Countdown - Set hours, minutes, and seconds (or tap a preset like 5, 15, or 25 minutes), then Start. You'll hear a chime and see an alert when time is up. Pause and resume anytime.
  • Stopwatch - Start, pause, and reset with tenth-of-a-second precision. Use the Lap button to record split times — each lap shows both the lap time and the running total.
Tip: Timing billable work? Use the built-in time tracker instead so the hours land on the right project — the Timer is for everything else.

Random Number Generator

The Random Number Generator (Tools → Random Number) draws numbers from any range — perfect for raffles, customer giveaways, dice rolls, or deciding who goes first.

  • Any range - Set the "from" and "to" values (negative numbers work too), or tap a preset like 1–100 or a d20 dice roll.
  • Multiple draws - Generate up to 1,000 numbers at once, with options for no duplicates (great for raffles) and sorted results.
  • Copy - One click copies all results to your clipboard as a comma-separated list.

Password Generator

The Password Generator (Tools → Password Generator) creates strong random passwords for Wi-Fi networks, devices, and new accounts.

  • Customizable - Choose the length (8–64 characters) and which character types to include: lowercase, uppercase, numbers, and symbols.
  • Look-alike filter - Optionally exclude easily-confused characters (O/0, l/1/I) for passwords someone will type by hand.
  • Strength rating - Each batch shows an entropy-based strength rating so you know how hard the password is to crack.
  • Click to copy - Five passwords are generated at a time; click any one to copy it.
Private by design: Passwords are generated on your own device using a cryptographically secure random source. They are never sent to our servers or stored anywhere — once you leave the page, they're gone.

GUID Generator

The GUID Generator (Tools → GUID Generator) creates globally unique identifiers — useful for API integrations, correlation IDs, database keys, and test data.

  • Batch generation - Create up to 100 GUIDs at once.
  • Formats - Standard hyphenated, compact (no hyphens), braces, or parentheses — with an optional uppercase toggle.
  • Copy - Click any GUID to copy it, or copy the whole batch as one list.

Random Team Member Picker

The Team Picker (Tools → Team Picker) draws a random name from your organization's members — a fair way to decide who runs the next standup, takes the walk-in job, or reviews the tricky ticket.

  • Choose who's in - Your team list loads automatically; uncheck anyone who's out (on vacation, already picked, etc.).
  • Pick one or several - Draw a single winner or multiple people at once — no one is picked twice in the same draw.
  • Drumroll included - Names shuffle across the screen before landing on the winner.

Spinning Wheel

The Spinning Wheel (Tools → Spinning Wheel) is a wheel of fortune with your own options — type anything in, spin, and let the wheel make the call. Where do we get lunch? Which feature do we tackle first? Who presents at the meeting?

  • Custom options - Enter 2 to 24 options, one per line. The wheel redraws automatically, and quick presets (Yes/No, lunch spots, 1–6) get you started.
  • Fair spins - Every slice has an equal chance on every spin, no matter where the wheel starts.
  • Elimination rounds - After a spin, remove the winner and spin again to rank options or work through a list in random order.

Account Settings

Profile Information

Update your display name, bio, and phone number in the Profile section. Your display name appears throughout the application and to other team members.

Regional Preferences

Set your timezone to ensure dates and times are displayed correctly. Choose between 12-hour and 24-hour time format. The default timezone is America/Detroit (Eastern Time).

Security

You can change your password from the Security section. For your protection, you'll need to enter your current password before setting a new one.

Plans & Billing

Choosing a Plan

Log My Business offers three plans. Every plan includes the same features — you're not paying to unlock tools, you're paying for capacity. Higher plans simply raise the limits on seats, projects, storage, whiteboards, and timelines. (API access is the one feature exclusive to the Pro plan.) Paid plans are billed per user, per month.

  • Free — $0. 1 seat, up to 3 projects, 100 MB file storage. Free forever, no credit card required.
  • Starter — $3.99/user/month. Up to 5 seats, 10 projects, 200 MB storage, plus capped whiteboards and timelines.
  • Pro — $7.99/user/month. Unlimited seats, projects, storage, whiteboards, and timelines — plus API access and priority support.

Plan Limits & Usage

Open Account → Billing to see a Usage & Capacity panel that lists every capped resource — team members, projects, whiteboards, timelines, and file storage — with a bar showing how much of each you've used on your current plan.

When you reach a limit, the relevant Add button is replaced with a short upgrade message instead of letting you start something that can't be saved. Upgrading to a higher plan (or the Pro plan for unlimited everything) instantly raises your limits and restores the Add buttons.

Managing Storage

Owners and Admins can click Manage storage on the Usage & Capacity panel to open a detailed Storage view. It shows your total used vs. limit, a breakdown of what's using space by type (task attachments, document images, customer logos, profile pictures, and more), and a list of your largest files.

Deleting a file from this page frees the space immediately, but it also removes the file everywhere it's used (for example a task attachment or an inline image). Deleted files are kept for a 30-day recovery window before their storage is permanently reclaimed.

Free Trials

When you sign up for a paid plan (Starter or Pro) for the first time, you get a 14-day free trial. A credit card is required to start, but you are not charged until the trial ends. Cancel any time before then and you pay nothing.

The Free plan never requires a card and has no trial — it's simply free. If you start on the Free plan and later upgrade to a paid plan, billing begins immediately (the trial is only offered to brand-new paid sign-ups, not to upgrades).

How Per-User Billing Works

Your monthly cost is the plan's per-user price multiplied by the number of members in your organization (all members, including contractors, count as a seat). When you invite a new member or remove one, your subscription quantity updates automatically and any difference is prorated on your next invoice — so you only ever pay for the seats you actually use.

Managing Your Subscription

Organization owners can manage billing from Account → Billing:

  • Change Plan: Upgrade or downgrade at any time. Upgrades take effect immediately with prorated billing.
  • Update Payment Method: Manage your card through the secure Stripe billing portal.
  • Cancel: Cancel your paid plan to return to the Free plan.

All payments are processed securely by Stripe. We never store your full card details.

Lifetime Plan (One-Time Payment)

From time to time we offer a Lifetime plan: a single one-time payment that unlocks every feature with unlimited seats, forever — no monthly bill, ever. It's a limited early-adopter offer, so it may sell out or be withdrawn.

  • Visit the Lifetime page at /lifetime to see the current offer, or create your account (the Free plan is fine to start) and go to Account → Billing.
  • When signed in as an organization owner, click Get Lifetime (on the Lifetime page or the Billing page) and complete the secure one-time Stripe checkout.
  • Once payment is confirmed your organization switches to the Lifetime plan and is never billed again. Any existing monthly subscription is automatically canceled.

Redeeming a Code (Lifetime or Friends & Family)

If you've been given a Lifetime or Friends & Family code (for example from a deal platform), you can redeem it two ways:

  • New here? Go to /claim, enter your code, then create your account and organization — your plan unlocks the moment setup finishes. No card required.
  • Already have an account? Go to Account → Billing → Lifetime & Codes, enter your code under Have a code?, and click Redeem. Your organization is upgraded instantly.

Lifetime and complimentary organizations never expire and have no recurring charges, so the payment method and cancellation options don't apply to them.

Discount codes work differently. A Military or paid Friends & Family code isn't complimentary — redeeming one places your organization on the Pro plan with a card-required trial, and the attached discount reduces every charge. Add a payment method at checkout to start at the reduced rate; your effective monthly price is shown on Account → Billing.

Developer Portal & API

The Developer Portal allows organization Owners and Admins to register third-party applications that can securely access your organization's data through our API.

Who Can Access

The Developer Portal is available to:

  • Owners and Admins — full access. Can register both Confidential (server-to-server) and Public (PKCE) applications.
  • Members granted the "Developer Portal" feature permission — can register and manage Public (PKCE) applications only. Owners and Admins grant this from Organization Details → Team.

API access requires the Pro plan. On Free and Starter plans the Developer Portal still opens, but instead of the registration screen it shows an overview of what the API can do and common integration use cases, with a link to upgrade. Registration unlocks automatically once your organization is on the Pro plan.

Registering an Application

  • Navigate to the Developer Portal from the account menu
  • Click "Register New Application"
  • Enter a name, choose a client type, and select the API scopes you need
  • Save your Client ID and Client Secret (the secret is only shown once)
  • Use the credentials to authenticate API requests

Client Types

  • Confidential - For server-side applications. Receives a client secret and can use Client Credentials flow.
  • Public - For browser or mobile apps. Uses Authorization Code with PKCE (no client secret).
For complete API documentation including endpoints, authentication flows, and code examples, visit the API Documentation page.

Support & Training

Getting Help

If you need assistance or have questions not covered in this documentation, please reach out to our support team.

Feature Requests

We're constantly improving Log My Business based on user feedback. If you have ideas for new features or improvements, please let us know!

Coming Soon

  • Invoicing
  • Payment Processing
  • Advanced Analytics
  • Calendar Integration