Documentation

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
• Create an Organization: Set up your first team or business
• Add Customers: Import or create customer records
• Invite Team Members: Collaborate with your team

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

Use the organization switcher in the top navigation bar to switch between your organizations. When you switch organizations, you'll be taken to that organization's dashboard.

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.

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

Customer Details

Click on any customer to view and edit detailed information organized into tabs:

• Overview: Contact information and business details
• Address: Service and billing addresses (use checkbox to sync addresses)
• Financial: Credit limit and current balance tracking
• Notes: Private internal notes about the customer
• Activity: Creation and update history

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.

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.
• Logo: The OpenGraph image (usually a high-quality brand image), falling back to the favicon.
• Email & Phone: Any mailto: or tel: links published on the homepage.
• Social links: LinkedIn, Twitter/X, and Facebook URLs found in page headers or footers.

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.

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: Detailed information about what needs to be done
  • - Status: To Do, In Progress, Review, or Done
  • - Priority: Low, Medium, High, or Critical
  • - Dates: Start date and due date
  • - Project: Link to a project (optional)
  • - Tags: Color-coded labels for organization
  • - Estimated Hours: Time budget for the task
• 4. Click Create Task to save

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.

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 (with the formatting toolbar), and the editable panel beside it lets you change the status, due date, priority, assignees and tags, log time, view and download existing attachments or drag-and-drop new ones to upload, and open Comments (the full thread plus a rich composer with # task links and @ mentions). Click the #ID in the header to copy it, or use the header buttons to copy a link or create a share link. Description edits save when you press Save or close the popup. For sub-tasks, managing existing attachments, and the full activity history, use Open full details.
• - 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.

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.
• 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.

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.

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
• - Clear Filters: Reset all filters to show everything

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.

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

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: Use the name field and the Delete button in the whiteboard's top toolbar.
• Pin to Dashboard: Click the pin icon next to a whiteboard in the sidebar to add a quick-launch tile to your home dashboard.

Moving Around the Canvas

• Pan: Drag any empty area of the canvas.
• Zoom: Scroll the mouse wheel (zooms toward the cursor). Use Fit to frame everything and Reset to return to 100%.
• 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).
• Sections: A titled zone that visually groups whatever sits inside it (see below).
• 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).
• Templates: Start fast with a Kanban, Retrospective, Mind Map, or Flowchart layout.
• Quick add: Double-click empty canvas to drop a new item of the type you last used.

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 in the inspector on the right.

Styling

The inspector panel on the right changes based on what's selected. Depending on the item you can set fill color, border color & width, font size, and text alignment (left/center/right and top/middle/bottom).

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.
• Delete: Click the × at the connector's midpoint, or select it and press Delete. Shift-click to select several connectors at once.

Sections

A Section is a labeled background zone. 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.
• Ungroup: Ctrl+Shift+G or the Ungroup button.

Cropping Images

Double-click an image (or use Crop image in the inspector) 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 inspector offers align (left/center/right, top/middle/bottom) and even-spacing controls.
• Layering: Bring items to front/forward or send them backward/to back from the Layer controls or the right-click menu.
• 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.

Exporting

Use Export to save a PNG (image) or SVG (scalable vector) 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

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

• 1. Navigate to Time Tracking → Projects
• 2. Click New Project
• 3. Enter project name and optional details:
  • - Link to a customer (optional)
  • - Project code for identification
  • - Description of the project
  • - Status (Active, On Hold, Completed, Archived)
  • - Budget hours for tracking
  • - Hourly rate (for billing calculations)
  • - Billable flag (default: Yes)
• 4. Click Create to save the project

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 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

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

• 1. In the sidebar, hover over the project you want to hide and click the eye-with-slash icon that appears on the right
• 2. The project disappears from your sidebar 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 main menu — hidden projects show a Hidden from your menu chip
• 4. Click the eye icon in the Actions column to restore it to your sidebar

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

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

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.

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.

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

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

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

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

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

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.
• Add Child: Create a sub-document nested under the current document.
• Share: Generate a public link with optional password and expiration date.
• Export PDF: Download the document as a PDF file.
• 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.

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.

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

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.

Tools

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.

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

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

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.

Free Trials

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.

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).

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

Legal

The following legal documents govern your use of Log My Business. They are publicly accessible at any time and are also linked from the registration form, login page, and homepage footer.

Privacy Policy

Explains what personal data we collect, how it is used, who it is shared with (including subprocessors such as Microsoft Azure, Backblaze B2, Stripe, and Google), how long it is retained, and the privacy rights available to you. View it at Privacy Policy.

Terms of Use

Describes the rules for using the Service, including account responsibilities, subscription billing and cancellation, acceptable use, ownership of your content, warranties, and liability limits. View it at Terms of Use.

Accepting the Terms

New users must check the "I agree to the Terms of Use and Privacy Policy" box on the registration form before an account can be created. This applies to both email/password registration and Google sign-up.