User Manual – Task

1.1 What is Task?

Task is a comprehensive project management and task tracking platform designed to help teams organize their work, manage projects efficiently, and collaborate seamlessly. Built as a standalone solution, it provides organizations with complete control over project workflows from start to finish. The platform includes tools for project planning, task management, client relationships, invoicing, time tracking, and expense monitoring. Task works as a fully responsive web application, meaning you can access it on desktop, tablet, or mobile devices without needing to install anything. It is a complete system that allows businesses to manage their entire project lifecycle in one place. The platform integrates with Google Calendar and Zoom for scheduling and meetings, and offers multi-language support to serve teams worldwide.

Whether you want to manage a small team, coordinate complex projects, or handle multiple client engagements, Task helps you do it efficiently. It saves time, improves transparency, and keeps everyone aligned with just a few clicks.

1.2 Key Features Overview

Task provides an extensive range of features designed to support every aspect of project management:

• Complete Project Management: Manage projects, tasks, milestones, and deliverables
• Client Management: Comprehensive client relationship management
• Invoice System: Professional invoicing with payment gateway integration
• Contract Management: Digital contract creation and management
• Time Tracking: Real-time time tracking and timesheet management
• Expense Management: Project expense tracking and budget control
• Team Collaboration: Task assignment and team communication
• Calendar Integration: Google Calendar sync and meeting management
• Zoom Integration: Built-in video conferencing capabilities
• Multi-Language Support: Available in multiple languages
• Mobile Responsive: Works seamlessly on desktop, tablet, and mobile devices

1.3 Who Should Use Task?

Task is built for individuals, teams, and businesses who need structured project management and task tracking capabilities. It serves:

• Project Managers: Streamline project workflows and team coordination
• Team Leaders: Manage team tasks and track project progress
• Freelancers: Organize client projects and track billable hours
• Agencies: Manage multiple client projects simultaneously
• Small to Large Businesses: Scale project operations with professional tools
• Remote Teams: Coordinate distributed team collaboration
• Consultants: Track client work and generate professional invoices
• Service Providers: Manage service delivery and client relationships

2.1 Company Login

Once your account is set up, you can log in to access the Task platform.

• 1. Access the Login Page

  • Open your web browser and navigate to the login URL provided in your welcome email
  • Alternatively, visit the main Task website and click the “Login” button

• 2. Enter Login Credentials

  • Email Address: Enter your registered email
  • Password: Enter your account password
  • Remember Me: Check this box to stay logged in (optional)

• 3. Dashboard Overview

  After successful login, you’ll see the main dashboard with:

  • Main Statistics Cards:

    At the top of the dashboard, you will see key metrics displayed in card format:

    • Total Projects: The total number of projects your organization is currently managing
    • Active Tasks: The number of tasks that are currently in progress or pending completion
    • Total Clients: The number of clients registered in your system
    • Total Revenue: The total income generated from completed and paid invoices

  • Navigation Features:

    The dashboard provides easy access to all main modules:

    • Left Sidebar: Access to all main modules (Projects, Tasks, Clients, etc.)
    • Language Toggle: Switch between available languages
    • Profile Menu: Account settings and preferences

2.2 Password Management

Task provides secure ways to manage your password, whether you have forgotten it or want to change it for security reasons.

• 2.2.1 Forgot Password

  If you cannot remember your password and are unable to log in, follow these steps to reset it:

  • 1. Access Password Reset

    • On the login page, look for and click the “Forgot Password?” link
    • You will be taken to a password reset page
    • Enter the email address associated with your account
    • Click the “Send Reset Link” button

  • 2. Reset Your Password

    • Open your email application and check your inbox for a password reset message from Task
    • Click the password reset link provided in the email
    • This link will open a page where you can create a new password
    • Enter your new password in the first field
    • Re-enter the same password in the second field to confirm
    • Click the “Reset Password” button
    • You will receive confirmation that your password has been changed successfully

    You can now return to the login page and use your new password to access your account.

• 2.2.2 Change Password (When Logged In)

  If you are already logged in and want to change your password for security reasons, you can do this from within your account.

  • 1. Access Profile Settings

    • Look at the top-right corner of your screen where your profile picture or name appears
    • Click on it to open a dropdown menu
    • Select “Profile Settings” from the list of options

  • 2. Update Password

    • In your Profile Settings, locate and click on the “Security” tab
    • You will see a password change form
    • Enter your current password in the first field to verify your identity
    • Enter your new password in the second field
    • Re-enter the same new password in the third field to confirm
    • Click the “Update Password” button to save your changes
    • The system will confirm that your password has been updated successfully

    All password changes are tracked for account security purposes.

3.1 Company Login Process

In Task, a company represents your organization and all the users within it who work together on projects. Company users are administrators and team members who have access to all project management features within your organization. These users can manage projects, assign tasks, track time, handle client relationships, and perform all day-to-day operations needed to run your business.

• 3.1.1 What is a Company?

  Company users have the following capabilities:

  • Manage Projects: Create, edit, and manage all projects within your organization
  • Task Management: Create tasks, assign them to team members, and track their progress
  • Client Relations: Store and manage client information and maintain communication records
  • Invoice Generation: Create professional invoices and send them to clients for payment
  • Contract Management: Create, send, and manage digital contracts and agreements with clients
  • Time Tracking: Record and track billable hours spent on projects and tasks
  • Expense Management: Monitor project-related expenses and control budget spending

• 3.1.2 Company Login Steps

  • 1. Access Login Portal

    • Open your web browser and navigate to the Task login page
    • Email: Enter the email address associated with your company account
    • Password: Enter your account password
    • Click “Login” to access your company dashboard

3.2 Company Dashboard

After successful login, you will see the company dashboard. This is your main workspace where you can view important statistics and quickly access all features.

• 3.2.1 Main Statistics Cards:

  At the top of the dashboard, you will see key metrics displayed in card format:

  • Total Projects: The total number of projects your organization is currently managing
  • Active Tasks: The number of tasks that are currently in progress or pending completion
  • Total Clients: The number of clients registered in your company account
  • Total Revenue: The total income generated from invoices that have been paid by clients

• 3.2.2 Dashboard Features:

  Below the statistics cards, the dashboard displays additional helpful information:

  • Recent Activities: Latest project and task updates
  • Project Progress: Visual progress indicators for active projects
  • Upcoming Deadlines: Tasks and project milestones due soon
  • Monthly Revenue Chart: Revenue trends over time

3.3 Company Capabilities

• 3.3.1 Project Management

  Company users have comprehensive tools for managing all aspects of their projects:

  • Project Lifecycle: Manage every stage of a project from the initial planning phase through to final completion and delivery
  • Task Assignment: Create tasks within projects and assign them to specific team members, ensuring clear responsibility and accountability
  • Milestone Tracking: Set important project milestones and monitor progress toward achieving them, keeping projects on schedule
  • Budget Management: Track all project-related expenses and monitor how much of the allocated budget has been used, preventing overspending
  • File Management: Upload, organize, and store project-related documents, images, and files in a central location for easy access by all team members

• 3.3.2 Client Relations

  The platform provides tools to maintain strong client relationships:

  • Client Profiles: Maintain comprehensive client information
  • Communication History: Track client interactions and communications
  • Project Association: Link clients to specific projects
  • Invoice Management: Generate and send client invoices

• 3.3.3 Team Collaboration

  Company users can effectively manage their team and enable collaboration:

  • Company Management: Add new team members to your company account, set their roles and permissions, and manage user access to different features
  • Task Collaboration: Allow multiple team members to work together on tasks, share updates, add comments, and communicate about their work within the task itself
  • Time Tracking: Monitor how much time team members spend on different tasks and projects, helping you track productivity and calculate billable hours accurately for client invoicing.

4.1 Basic Setup

• 4.1.1 Client Management

  Client Management allows you to organize your customer base by creating and maintaining client profiles. This feature stores important contact information and helps you link clients to their respective projects for better organization and communication.

  • 1. Creating Clients

    To add a new client to your system:

    • Click on “Clients” in the main navigation menu
    • Click the “Add Client” button at the top of the page
    • Fill in the client information form with the following details:
    • Name: Enter the client’s company name or full name (required field)
    • Email: Enter the client’s email address for communication purposes
    • Phone: Enter the client’s contact phone number
    • Address: Enter the complete address of the client’s business or residence
    • Status: Select “Active” for current clients or “Inactive” for clients you are no longer working with
    • Click “Save” to add the client to your system

4.2 Project Creation

Project Creation allows you to set up new projects with detailed information including timelines, budgets, and client associations. This comprehensive setup ensures that all project parameters are clearly defined from the start.

• 4.2.1 Creating Projects

  • 1. Access Project Creation

    • Navigate to “Projects” in the main menu
    • Click the “Add Project” button to open the project creation form

  • 2. Project Information

    When creating a new project, you need to provide the following information:

    • Name: Enter a clear project name that describes the work (required field)
    • Description: Write a detailed description of what the project involves and what needs to be accomplished
    • Client: Select a client from your client list to associate with this project (optional)
    • Start Date: Choose the date when the project will begin
    • End Date: Select the expected completion date for the project
    • Budget: Enter the total budget allocated for this project
    • Priority: Select the project’s priority level: Low, Medium, High, or Urgent
    • Status: Choose the current project status: Active, Inactive, Completed, or On Hold

    After filling in all the details, click “Save” to create the project.

• 4.2.2 Project Features

  The project management system includes several helpful features:

  • Client Association: Link projects directly to specific clients, making it easy to see all work being done for each client
  • Budget Tracking: Monitor all project expenses and compare them against the allocated budget to ensure you stay within budget limits
  • Progress Tracking: View visual progress indicators that show how much of the project has been completed
  • Status Management: Update project status as work progresses through different phases
  • Team Assignment: Assign specific team members to work on the project, defining clear roles and responsibilities

4.3 Project Milestones

Project Milestones Management helps you break down projects into smaller, manageable phases. Milestones represent important goals or deliverables that need to be achieved during the project lifecycle.

• 4.3.1 Creating Milestones

  • 1. Access Project Milestones

    • Navigate to “Projects” in the main menu
    • Select the project where you want to add a milestone
    • Click on the “Milestones” tab
    • Click the “Add Milestone” button

  • 2. Milestone Information

    When creating a milestone, provide the following details:

    • Title: Enter a clear title that describes what this milestone represents (required field)
    • Description: Write a detailed description of what needs to be accomplished for this milestone
    • Due Date: Select the deadline by which this milestone should be completed
    • Status: Choose the current status: Not Started, In Progress, or Completed
    • Progress: Enter the completion percentage to track how much work has been done

    Click “Save” to add the milestone to your project.

• 4.3.2 Milestone Features

  The milestone system offers the following capabilities:

  • Progress Tracking: Visual indicators show how close you are to completing each milestone
  • Deadline Management: Keep track of important milestone deadlines to ensure timely project delivery
  • Status Updates: Update milestone status in real-time as work progresses
  • Project Integration: Milestones integrate seamlessly with your overall project workflow and progress tracking

4.4 Project Notes

Project Notes Management provides a centralized location for documenting important project information, meeting notes, decisions, and communications. This helps maintain a complete record of everything related to the project.

• 4.4.1 Creating Project Notes

  • 1. Access Project Notes

    • Go to “Projects” in the main menu
    • Select the project where you want to add notes
    • Click on the “Notes” tab
    • Click the “Add Note” button

  • 2. Note Information

    When creating a note, enter the following information:

    • Title: Enter a descriptive title for your note (required field)
    • Content: Write your note content using the rich text editor, which allows you to format text, add lists, and style your content
    • Date: The note creation date is automatically recorded
    • Author: Your name is automatically added as the note author

    Click “Save” to add the note to your project.

• 4.4.2 Note Features

  The notes system includes several useful features:

  • Rich Text Editor: Format your notes with bold, italic, lists, and other formatting options for better organization
  • Chronological Order: Notes are displayed in the order they were created, making it easy to follow the project timeline
  • Author Tracking: Each note shows who created it and when, maintaining clear accountability
  • Search Function: Quickly find specific notes by searching through note titles and content

4.5 Project Expenses

Project Expenses Management helps you track all costs associated with a project. This feature enables you to monitor spending, stay within budget, and maintain accurate financial records for profitability analysis.

• 4.5.1 Creating Project Expenses

  • 1. Access Project Expenses

    • Navigate to “Projects” in the main menu
    • Select the project where you want to add an expense
    • Click on the “Expenses” tab
    • Click the “Add Expense” button

  • 2. Expense Information

    When recording an expense, provide the following details:

    • Title: Enter a clear description of the expense (required field)
    • Amount: Enter the expense amount (required field)
    • Date: Select the date when the expense occurred
    • Category: Choose an expense category to organize your costs (for example: Travel, Materials, Software, etc.)
    • Description: Add additional details about the expense
    • Receipt: Upload a photo or PDF of the receipt for record-keeping

    Click “Save” to add the expense to your project.

• 4.5.2 Expense Features

  The expense management system provides:

  • Budget Tracking: Compare total expenses against your project budget to see how much budget remains
  • Category Management: Organize expenses into categories for better analysis of where money is being spent
  • Receipt Storage: Upload and store digital copies of receipts for easy access and record-keeping
  • Expense Reports: Generate detailed expense reports showing all costs for specific projects or time periods

4.6 Project Files

Project Files Management provides a centralized location for storing and organizing all project-related documents, images, and files. This ensures that all team members can easily access the files they need.

• 4.6.1 Uploading Project Files

  • 1. Access Project Files

    • Go to “Projects” in the main menu
    • Select the project where you want to upload files
    • Click on the “Files” tab
    • Click the “Upload File” button

  • 2. File Information

    When uploading files, you can provide:

    • File Upload: Click to browse and select files from your computer, or drag and drop files into the upload area
    • Description: Add a description explaining what the file contains or its purpose
    • Category: Choose a category to organize your files (for example: Contracts, Designs, Reports, etc.)
    • Version: Enter a version number if you are uploading an updated version of an existing file

    Click “Upload” to add the files to your project.

• 4.6.2 File Features

  The file management system includes:

  • Multiple File Upload: Upload several files at once to save time
  • File Categories: Organize files into categories for easy sorting and finding
  • Download Management: Track when files are downloaded and by whom
  • Version Control: Keep track of different versions of files so you can access previous versions if needed
  • Access Control: Set permissions to control which team members can view or download specific files

5.1 Task Stages

Task Stages Management allows you to define the different phases or steps that tasks go through in your workflow. For example, you might have stages like “To Do,” “In Progress,” “Review,” and “Completed.” This helps organize tasks and provides a clear view of where each task stands in the work process.

• 5.1.1 Creating Task Stages

  • 1. Access Task Stages

    • Click on “Task Stages” in the main navigation menu
    • Click the “Add Task Stage” button to create a new stage

  • 2. Stage Information

    When creating a task stage, provide the following details:

    • Name: Enter a clear name for the stage, such as “To Do” or “In Progress” (required field)
    • Description: Add a description explaining what this stage represents in your workflow
    • Color: Choose a color for this stage to make it visually distinct from other stages
    • Order: Set the sequence number to determine where this stage appears in your workflow (for example, 1 for the first stage, 2 for the second, etc.)
    • Is Completed: Check this box if tasks in this stage should be considered finished or completed
    • Status: Select “Active” to use this stage, or “Inactive” to hide it without deleting it

    Click “Save” to create the task stage.

• 5.1.2 Stage Features

  The task stages system includes:

  • Workflow Customization: Create custom workflows that match how your team actually works
  • Visual Organization: Each stage has its own color, making it easy to see at a glance what stage a task is in
  • Completion Tracking: Mark specific stages as completion indicators so the system knows when tasks are finished
  • Drag & Drop: Easily reorder stages by dragging and dropping them into the correct sequence

5.2 Task Creation

Task Creation allows you to set up individual tasks with detailed information including assignments, deadlines, and progress tracking. This ensures that everyone knows what needs to be done, who is responsible, and when it is due.

• 5.2.1 Creating Tasks

  • 1. Access Task Creation

    • Navigate to “Tasks” in the main menu
    • Click the “Add Task” button to open the task creation form

  • 2. Task Information

    When creating a new task, fill in the following details:

    • Title: Enter a clear, descriptive title for the task (required field)
    • Description: Write a detailed description of what needs to be done and any important information about the task
    • Project: Select which project this task belongs to from your project list
    • Milestone: Link the task to a specific project milestone if applicable
    • Task Stage: Choose the current stage of the task from your defined task stages
    • Assigned To: Select the team member who will be responsible for completing this task
    • Start Date: Choose the date when work on this task should begin
    • Due Date: Set the deadline by which the task must be completed
    • Priority: Select the task’s priority level: Low, Medium, High, or Urgent
    • Progress: Enter the current completion percentage (0% for not started, 100% for completed)
    • Estimated Hours: Enter how many hours you expect this task will take to complete

    Click “Save” to create the task.

• 5.2.2 Task Features

  The task management system provides:

  • Project Integration: Link tasks directly to specific projects for better organization
  • Team Assignment: Assign tasks to individual team members, establishing clear responsibility
  • Progress Tracking: Visual indicators show how much of the task has been completed
  • Priority Management: Set and adjust task priorities to help team members focus on the most important work first
  • Deadline Tracking: Monitor upcoming deadlines to ensure tasks are completed on time

5.3 Task Checklists

Task Checklists Management allows you to break down complex tasks into smaller, more manageable steps. Each checklist item represents a subtask or action that needs to be completed as part of the larger task.

• 5.3.1 Creating Task Checklists

  • 1. Access Task Checklists

    • Go to “Tasks” in the main menu
    • Select the task where you want to add checklist items
    • Click on the “Checklists” tab
    • Click the plus button to add a new checklist item

  • 2. Checklist Information

    When adding a checklist item, provide:

    • Item: Enter a description of the checklist item or subtask (required field)
    • Is Completed: Check this box when the item has been finished
    • Sort Order: Set the sequence number to control the order in which items appear

    Click “Save” to add the item to your task checklist.

• 5.3.2 Checklist Features

  The checklist system offers:

  • Subtask Breakdown: Break large or complex tasks into smaller, actionable steps that are easier to complete
  • Progress Tracking: As you check off completed items, the overall task progress automatically updates
  • Reordering: Drag and drop checklist items to change their order if needed
  • Completion Status: Mark individual items as complete by checking boxes, giving you a clear view of what remains to be done

5.4 Task Files

Task Files Management provides a way to attach relevant documents, images, and files directly to specific tasks. This keeps all task-related materials organized in one place where team members can easily find them.

• 5.4.1 Uploading Task Files

  • 1. Access Task Files

    • Navigate to “Tasks” in the main menu
    • Select the task where you want to upload files
    • Click on the “Files” tab
    • Click the “Browse” button to select files from your computer

  • 2. File Information

    When uploading files, you can provide:

    • File Upload: Select one or more files from your computer to upload
    • Description: Add a description explaining what the file contains or its purpose
    • Version: Enter a version number if you are uploading an updated version of a previous file

    Click “Upload” to attach the files to your task.

• 5.4.2 File Features

  The task file system includes:

  • Multiple File Upload: Upload several files at once to save time
  • File Download: Team members can download files they need to complete the task
  • Version Control: Keep track of different versions of files so you can access earlier versions if needed
  • Access Control: Set permissions to control which team members can view or download specific files

5.5 Task Assignment

Task Assignment Management helps you coordinate work distribution among your team members. Proper task assignment ensures that everyone knows what they are responsible for and helps balance workload across the team.

• 5.5.1 Assigning Tasks

  • 1. Task Assignment Process

    To assign a task to a team member:

    • Find and select the task from your task list
    • Click “Edit” or click on the task to access its details
    • In the “Assigned To” field, choose a team member from the dropdown list
    • Set the assignment date (when the task is being assigned) and the deadline
    • Add any assignment notes or special instructions in the description field
    • Click “Save” to complete the assignment

  • 2. Assignment Features

    The task assignment system provides:

    • Team Member Selection: Choose from available team members
    • Workload Distribution: Balance workload across team
    • Assignment History: Track task assignment changes
    • Notification System: Notify assigned team members

6.1 Client Creation

Client Creation allows you to set up comprehensive customer profiles with all their contact information and details. This centralized client database helps you maintain professional relationships and easily access client information whenever you need it.

• 6.1.1 Creating Clients

  • 1. Access Client Creation

    • Click on “Clients” in the main navigation menu
    • Click the “Add Client” button to open the client creation form

  • 2. Client Information

    When adding a new client, fill in the following details:

    • Name: Enter the client’s company name or full name (required field)
    • Email: Enter the client’s primary email address for communication
    • Phone: Enter the client’s contact phone number
    • Address: Enter the complete address including street, city, state, and postal code
    • Website: Enter the client’s website URL if they have one
    • Tax Number: Enter the client’s tax identification number or business registration number for invoicing purposes
    • Status: Select “Active” for current clients you are working with, or “Inactive” for past clients or clients you are not currently engaging with

    Click “Save” to add the client to your system.

6.2 Client Status Management

Client Status Management allows you to control whether a client is active or inactive in your system. This helps you organize your client list by showing only the clients you are currently working with while keeping past client records available for reference.

• 6.2.1 Managing Client Status

  • 1. Status Control

    To change a client’s status:

    • Navigate to the client list in the “Clients” section
    • Locate the client whose status you want to change
    • Click the “Toggle Status” button or switch next to that client’s name
    • Confirm the status change when prompted

    The client’s status will update immediately.

  • 2. Status Features

    The client status system provides the following capabilities:

    • Active Status: Client can be assigned to new projects
    • Inactive Status: Client hidden from new project assignments
    • Status History: Track status change history

7.1 Invoice Creation

Invoice Creation allows you to generate professional invoices for your clients with all necessary billing information, payment terms, and itemized charges. This ensures accurate billing and helps you track revenue from your projects and services.

• 7.1.1 Creating Invoices

  • 1. Access Invoice Creation

    • Click on “Invoices” in the main navigation menu
    • Click the “Create Invoice” button to open the invoice creation form

  • 2. Invoice Information

    When creating a new invoice, fill in the following details:

    • Invoice Number: Unique invoice identifier (auto-generated)
    • Client: Select client (required)
    • Project: Associate with project (optional)
    • Issue Date: Invoice issue date
    • Due Date: Payment due date
    • Tax Rate: Applicable tax rate
    • Discount: Discount amount or percentage

    After filling in these details, you can proceed to add invoice items.

7.2 Invoice Items

Invoice Items Management allows you to create detailed line items on your invoice showing exactly what services or products you are billing for. Each line item shows a description, quantity, rate, and total amount for clear and transparent billing.

• 7.2.1 Adding Invoice Items

  • 1. Item Information

    For each item you want to add to the invoice, provide:

    • Type: Select the type of item being billed
    • Item: Enter the name or description of what you are billing for
    • Quantity: Enter how many units of this item you are billing
    • Rate: Enter the price per unit
    • Amount: The total for this line item, calculated automatically by multiplying quantity times rate
    • Tax: Enter any item-specific tax rate if this item has different tax than the overall invoice

    Click “Add Item” to include it on the invoice. Repeat this process for each service or product you want to bill.

  • 2. Item Features

    The invoice items system provides:

    • Multiple Items: Add multiple line items
    • Automatic Calculation: Auto-calculate totals
    • Tax Management: Item-specific tax rates
    • Service Templates: Use predefined service items

7.3 Invoice View

Invoice View provides a comprehensive display of complete invoice information including all line items, payment status, and action buttons for managing the invoice. This view shows exactly what your client will see.

• 7.3.1 Viewing Invoices

  • 1. Access Invoice View

    • Navigate to “Invoices” in the main menu
    • Find the invoice you want to view in the list
    • Click the “View” button next to that invoice
    • The complete invoice details will be displayed

  • 2. Invoice Display Features

    The invoice view includes the following sections and information:

    • Header Actions: Back, Edit, Print, Add Payment, Send Invoice, Copy Link, Send Reminder buttons
    • Company Information: Company name, address, city/state/zip, phone, email with QR code for online viewing
    • Invoice Details: Invoice number, status, invoice date, due date
    • Bill To Section: Client name and address information with associated project details
    • Invoice Items Table: Description, quantity, unit price, and total columns with itemized breakdown
    • Financial Summary: Subtotal and total amount calculations
    • Payment Information Panel: Total amount, amount paid, remaining balance, and payment status
    • Payment History Section: Complete record of all payment transactions

• 7.3.2 Invoice Actions

  From the invoice view, you can perform several actions:

  • Edit Invoice: Click to modify invoice details, line items, or payment terms before sending to the client
  • Send Invoice: Email the invoice directly to the client from within the system
  • Download PDF: Generate and download a PDF version of the invoice for your records or to send manually
  • Copy Public Link: Generate a shareable web link that allows the client to view and pay the invoice online
  • Mark as Paid: Manually update the payment status if you received payment outside the system
  • Add Payment: Record partial or full payment transactions, including the payment date, amount, and method

7.4 Public Invoice Access

Public Invoice Access provides a convenient way for clients to view and pay invoices online without needing to create an account or log in. You simply share a secure link, and clients can access their invoice from any device.

• 7.4.1 Generating Public Links

  • 1. Create Public Link

    To generate a shareable invoice link:

    • Open the invoice in your admin panel using the View option
    • Click the “Copy Link” button in the header actions
    • The system will generate a unique, secure URL and copy it to your clipboard
    • Share this link with your client via email, text message, or any other communication method

  • 2. Public Link Features

    The public invoice link system provides:

    • Secure Access: Each invoice gets a unique, secure URL that only people with the link can access
    • No Login Required: Clients can view and pay invoices without creating an account or remembering login credentials
    • Mobile Responsive: The invoice displays perfectly on phones, tablets, and desktop computers
    • Professional Display: The invoice appears with your company branding and professional formatting
    • Real-time Status: The invoice automatically shows the current payment status, including any partial payments made

• 7.4.2 Client Experience

  When clients click on the public invoice link, they will see:

  • Invoice Details: The complete invoice with all line items, amounts, and payment terms clearly displayed
  • Company Information: Your company details and contact information presented professionally
  • Payment Options: Available payment methods such as credit card or PayPal, with clear “Pay Now” buttons
  • Download Option: A button to download a PDF copy of the invoice for their records
  • Payment History: If any payments have been made, a history section shows previous payment transactions

7.5 Invoice Payments

Invoice Payments enables secure online payment processing through integrated payment gateways. This allows clients to pay invoices directly through the public invoice link using their credit card or PayPal account.

• 7.5.1 Payment Gateway Integration

  • 1. Available Payment Methods

    The system supports the following payment options:

    • Stripe: Allows clients to pay with credit cards or debit cards securely through the Stripe payment processor
    • PayPal: Allows clients to pay using their PayPal account balance or cards linked to PayPal

  • 2. Payment Process

    When a client makes a payment, the process works as follows:

    • The client opens the public invoice link you shared with them
    • They click the “Pay Now” button on the invoice
    • They select their preferred payment method (Stripe or PayPal)
    • They complete the secure payment process by entering their payment information
    • The invoice status automatically updates to show the payment has been received
    • Both you and the client receive a payment confirmation email with transaction details

• 7.5.2 Payment Features

  The payment system includes:

  • Secure Processing: All payments are processed through PCI-compliant payment gateways, ensuring credit card information is handled securely
  • Real-time Updates: When a payment is made, the invoice status updates instantly in your system
  • Payment Receipts: Automatic generation and sending of payment receipts to clients for their records
  • Partial Payments: Support for clients to make installment payments if they cannot pay the full amount at once
  • Payment History: Complete tracking of all payment transactions with dates, amounts, and payment methods recorded
  • Automatic Notifications: Email notifications are sent to you and your client whenever a payment is made
  • Currency Support: Process payments in multiple currencies based on your client’s location and preference

• 7.5.3 Payment Workflow

  The complete payment workflow from invoice creation to payment confirmation:

  • Invoice Generation: You create and finalize the invoice with all line items and payment terms
  • Client Access: The client receives the invoice link via email or other communication
  • Payment Selection: The client opens the link and chooses their preferred payment method
  • Secure Processing: The payment is processed securely through the selected payment gateway
  • Status Update: The invoice is automatically marked as paid (or partially paid) in your system
  • Confirmation: Both you and the client receive confirmation emails with payment details and receipts

8.1 Contract Creation

Contract Creation allows you to generate professional digital agreements and contracts for your clients. This feature helps you create legally binding documents that outline project terms, deliverables, payment terms, and other important details for your business relationships.

• 8.1.1 Creating Contracts

  • 1. Access Contract Creation

    • Click on “Contracts” in the main navigation menu
    • Click the “Create Contract” button to open the contract creation form

  • 2. Contract Information

    When creating a new contract, fill in the following details:

    • Contract Number: Unique contract identifier
    • Title: Contract title (required)
    • Client: Select client (required)
    • Project: Associate with project (optional)
    • Contract Type: Select contract type
    • Start Date: Contract start date
    • End Date: Contract end date
    • Value: Contract value
    • Status: Draft, Sent, Signed, Expired
    • Content: Contract content with rich text editor

    After filling in all the details and writing the contract content, click “Save” to create the contract.

9.1 Time Tracker

Time Tracker provides a way to record exactly how much time you and your team spend working on different projects and tasks. This feature helps you track productivity, calculate accurate billing for clients, and understand where time is being spent across your organization.

• 9.1.1 Using Time Tracker

  • 1. Start Time Tracking

    To begin tracking time on a task:

    • Access the Time Tracker from your dashboard or by clicking “Time Tracker” in the main menu
    • Select the project you are working on from the dropdown list
    • Select the specific task within that project
    • Click the “Start Timer” button to begin tracking
    • Add a brief description of the work you are doing in the description field

    The timer will run in the background while you work. When you finish, click “Stop Timer” to record the time entry.

  • 2. Time Tracking Features

    The time tracking system includes:

    • Real-time Tracking: A live timer that counts hours and minutes as you work, with simple start and stop buttons to control tracking
    • Project Association: Link every time entry to a specific project so you can see exactly how much time has been spent on each client or project
    • Task Integration: Associate time entries with specific tasks to track time at a detailed level and understand which tasks take the most time
    • Description Logging: Add notes describing what work was completed during each time entry, creating a detailed record of activities
    • Automatic Calculations: The system automatically calculates total hours worked and separates billable time (time you can charge to clients) from non-billable time (internal work)

9.2 Timesheets

Timesheets Management provides a structured way to record, organize, and approve time entries. Timesheets create an official record of work hours that can be reviewed by managers and used for billing clients or processing payroll.

• 9.2.1 Creating Timesheets

  • 1. Access Timesheets

    • Click on “Timesheets” in the main navigation menu
    • Click the “Add Timesheet” button to create a new timesheet entry

  • 2. Timesheet Information

    When creating a timesheet entry, fill in the following details:

    • Employee: Select the team member who performed the work from the dropdown list
    • Project: Choose the project that was worked on from your project list
    • Task: Select the specific task within the project that was completed
    • Date: Choose the date when the work was performed
    • Hours: Enter the number of hours spent on this task
    • Description: Write a brief description of the work that was completed during this time
    • Status: Select the current approval status, including Pending, Approved, Rejected

    Click “Save” to record the timesheet entry.

9.3 Time Reports

Time Reports Management generates detailed reports showing how time has been spent across projects, tasks, and team members. These reports help you analyze productivity, identify where time is being used, and create accurate client billing based on tracked hours.

• 9.3.1 Report Features

  The time reporting system provides several types of reports:

  • Project Time Reports: View the total time spent on each project, helping you understand project resource allocation and compare estimated versus actual time spent
  • Employee Productivity: See individual team member productivity with reports showing how much time each person has logged, which projects they worked on, and their activity patterns
  • Billable Hours: Track and separate billable time (that can be charged to clients) from non-billable time (internal tasks, meetings, administrative work) for accurate client invoicing
  • Time Period Analysis: Generate reports for custom date ranges such as weekly, monthly, quarterly, or any specific period you choose to analyze time patterns over different timeframes
  • Export Options: Download and export reports in various formats such as PDF, Excel, or CSV for sharing with clients, using in presentations, or importing into accounting software

10.1 Expense Categories

Expense Categories Management allows you to organize project costs into structured groups. By creating categories like Travel, Equipment, or Software, you can better track where money is being spent and analyze expenses more effectively.

• 10.1.1 Creating Expense Categories

  • 1. Access Expense Categories

    • Click on “Expense Categories” in the main navigation menu
    • Click the “Add Category” button to create a new expense category

  • 2. Category Information

    When creating an expense category, provide the following details:

    • Name: Category name (Travel, Equipment, Software, etc.)
    • Description: Category description
    • Status: Active or Inactive

    Click “Save” to create the expense category.

10.2 Project Expenses

Project Expenses Management allows you to track all costs associated with specific projects. This helps you monitor spending, ensure you stay within budget, and calculate actual project profitability by comparing costs against revenue.

• 10.2.1 Recording Project Expenses

  • 1. Add Project Expense

    To record an expense for a project:

    • Navigate to the specific project where the expense occurred
    • Click on the “Expenses” tab within the project view
    • Click the “Add Expense” button to open the expense recording form

  • 2. Expense Information

    When recording a project expense, fill in the following details:

    • Title: Enter a clear description of what the expense was for, such as “Client Meeting Lunch” or “Design Software License”
    • Amount: Enter the total cost of the expense in your currency
    • Category: Select the appropriate expense category from your predefined categories (such as Travel, Equipment, Software, etc.)
    • Date: Choose the date when the expense occurred or when the purchase was made
    • Description: Add additional details about the expense, including why it was necessary or what it was used for
    • Receipt: Upload a photo or PDF of the receipt by clicking “Browse” or dragging the file into the upload area. This creates a digital record for accounting and reimbursement purposes

    Click “Save” to record the expense and add it to the project’s expense tracking.

10.3 Expense Tracking

Expense Tracking Management helps you monitor and control project costs by providing tools to compare expenses against budgets, generate reports, and analyze spending patterns across your projects.

• 10.3.1 Expense Tracking Features

  • Budget Monitoring: Compare total project expenses against the allocated budget to see how much has been spent and how much remains. The system can alert you when expenses are approaching or exceeding budget limits.
  • Receipt Management: Store and organize all expense receipts digitally in one central location, making it easy to find receipts for accounting, reimbursement, tax purposes, or client billing without searching through paper files.
  • Expense Reports: Generate detailed reports showing all expenses for specific projects, time periods, or categories. These reports can be used for client billing, internal financial reviews, or tax documentation.
  • Category Analysis: Analyze expenses broken down by category to understand where most of the money is being spent. This helps you identify cost-saving opportunities and make better budget decisions for future projects.
  • Approval Workflow: Submit expenses for manager review and approval before they are officially recorded. This ensures proper oversight of spending and helps prevent unauthorized or excessive expenses.

11.1 Calendar Overview

Calendar Overview provides a centralized view of all your scheduled events, meetings, project deadlines, and task due dates. This comprehensive calendar helps you manage your time effectively and ensures you never miss important events or deadlines.

• 11.1.1 Accessing Calendar

  • 1. Navigate to Calendar

    • Click on “Calendar” in the main navigation menu
    • You will see an integrated calendar displaying all your scheduled events, meetings, and deadlines in one place

  • 2. Calendar Views

    The calendar can be displayed in different formats to suit your needs:

    • Month View: Monthly calendar overview
    • Week View: Weekly schedule view
    • Day View: Daily agenda view
    • List View: Event list format

11.2 Google Calendar

Google Calendar Integration allows you to connect your Task calendar with your Google Calendar. This synchronization means events created in one calendar automatically appear in the other, eliminating the need to maintain two separate schedules.

• 11.2.1 Google Calendar Setup

  • 1. Connect Google Calendar

    To set up Google Calendar integration:

    • Navigate to “Calendar” in the main menu
    • Click on “Google Calendar” or look for the integration option
    • Click the “Connect to Google Calendar” button
    • You will be redirected to Google’s authorization page
    • Sign in with your Google account and authorize Task to access your Google Calendar
    • Complete the integration setup by following the on-screen instructions

    Once connected, your calendars will begin synchronizing automatically.

  • 2. Synchronization Features

    The Google Calendar integration provides:

    • Two-way Sync: Sync events between Task and Google Calendar
    • Automatic Updates: Real-time event synchronization
    • Event Creation: Create events in both systems
    • Meeting Integration: Sync Zoom meetings with Google Calendar

11.3 Event Management

Event Management provides tools to schedule, organize, and track all types of calendar events including meetings, deadlines, and recurring activities. This helps you coordinate your team’s schedule and manage time effectively.

• 11.3.1 Event Features

  The event management system includes:

  • Meeting Scheduling: Schedule team meetings and client calls
  • Deadline Tracking: Track project and task deadlines
  • Event Notifications: Automated event reminders
  • Recurring Events: Set up repeating events
  • Team Calendar: Shared team calendar view

12.1 Meeting Setup

Meeting Setup allows you to configure Zoom video conferencing integration within Task. This integration enables you to schedule, manage, and conduct video meetings directly from the platform without switching between different applications.

• 12.1.1 Zoom Integration Setup

  • 1. Configure Zoom Settings

    To set up Zoom integration:

    • Navigate to “Settings” in the main menu
    • Click on “Zoom Settings” or look for the integrations section
    • Enter your Zoom API credentials (these are obtained from your Zoom account settings)
    • Configure your default meeting preferences such as automatic recording, participant settings, and security options
    • Click “Test Connection” to verify that the integration is working correctly

    Once configured, you can begin scheduling Zoom meetings directly from Task.

  • 2. Meeting Configuration

    The Zoom integration allows you to configure several default settings:

    • Default Settings: Set default meeting parameters
    • Security Options: Configure meeting security settings
    • Recording Options: Set recording preferences
    • Participant Limits: Configure participant limits

12.2 Meeting Scheduling

Meeting Scheduling allows you to create and organize video conferences for team meetings, client calls, and project discussions. Scheduled meetings are automatically added to your calendar and participants receive meeting invitations with join links.

• 12.2.1 Creating Zoom Meetings

  • 1. Access Meeting Creation

    • Click on “Zoom Meetings” in the main navigation menu
    • Click the “Schedule Meeting” button to open the meeting creation form

  • 2. Meeting Information

    When scheduling a Zoom meeting, provide the following details:

    • Topic: Enter a clear meeting topic or title that describes the purpose of the meeting (required field)
    • Description: Add a detailed description of the meeting agenda, topics to be discussed, or any preparation participants should do beforehand
    • Start Date: Select the date when the meeting will take place
    • Start Time: Choose the time when the meeting will begin (the system uses your timezone)
    • Duration: Enter how long the meeting is expected to last in hours and minutes
    • Participants: Add meeting participants by entering their email addresses or selecting team members from your contact list. They will receive meeting invitations automatically
    • Recurring: Check this option if the meeting repeats on a regular schedule (such as weekly team meetings), then configure the recurrence pattern
    • Password: Set a password for the meeting to add security and prevent unauthorized access. Participants will need this password to join

    Click “Schedule” to create the meeting. Invitations with the meeting link and details will be sent to all participants.

12.3 Meeting Management

Meeting Management provides tools to control and coordinate your video conferences. This includes managing participants, accessing meeting recordings, and tracking meeting history for reference and accountability.

• 12.3.1 Meeting Features

  The Zoom meeting management system includes:

  • One-click Join: Easy meeting access for participants
  • Meeting Controls: Start, stop, and manage meetings
  • Participant Management: Add/remove meeting participants
  • Recording Management: Record and store meetings
  • Meeting History: Track meeting history and recordings
  • Calendar Integration: Sync meetings with calendar systems

13.1 Media Management

Media Management provides a centralized location for storing and organizing all your files, documents, images, and media assets. This feature helps you keep all your business files in one place where they can be easily accessed, shared, and managed by your team.

• 13.1.1 Accessing Media Library

  • 1. Navigate to Media Library

    • Click on “Media Library” in the main navigation menu
    • You will see a view of all files and media that have been uploaded to your account, displayed as thumbnails or in a list format

  • 2. Upload Media

    The Media Library supports several ways to upload files:

    • Single Upload: Click the “Upload” button to select and upload individual files one at a time from your computer
    • Bulk Upload: Select multiple files at once from your computer to upload several files in a single operation, saving time when you have many files to add
    • Drag & Drop: Simply drag files from your computer and drop them into the Media Library window for quick and easy uploading without clicking buttons
    • File Types: The system supports various file types including images (JPG, PNG, GIF), documents (PDF, Word, Excel), and videos (MP4, AVI), allowing you to store all your business files in one location

• 13.1.2 File Management Features

  The Media Library provides several tools for managing your uploaded files:

  • Search Function: Search files by name or type
  • Preview: Preview images and documents
  • Download: Download files individually or in bulk
  • File Information: View file details and metadata
  • Access Control: Control file access permissions

14.1 Settings Overview

Settings Overview provides centralized access to all configuration options available to your user role. Company users can configure settings specific to their organization.

• 14.1.1 Accessing Settings

  • 1. Navigate to Settings

    • Click on “Settings” in the main navigation menu
    • You will see a comprehensive list of configuration categories available to your user role

  • 2. Settings Categories

    The settings are organized into several categories:

    • System Settings: Basic configuration for language, date formats, and core system features
    • Brand Settings: Customize your company logo, colors, and visual appearance
    • Email Settings: Configure email server and notification settings
    • Currency Settings: Set currency symbols, formats, and display preferences
    • Payment Settings: Configure payment gateways for processing payments
    • Storage Settings: Manage file storage options and upload limits
    • Security Settings: Configure ReCaptcha and other security features
    • Integration Settings: Set up third-party integrations like Google Calendar, Zoom, and Slack
    • SEO Settings: Optimize your public pages for search engines
    • Cache Management: Clear system cache to improve performance

14.2 System Settings

System Settings provides comprehensive configuration options for customizing your application to match your business needs and preferences. These settings control how the system looks, behaves, and integrates with other tools.

• 14.2.1 Accessing System Settings

  • 1. Navigate to Settings

    • Click on “Settings” in the main navigation menu
    • You will see the system settings panel with all available configuration options organized into clear categories

• 14.2.2 System Settings Categories

  Users have access to comprehensive system settings organized into the following categories:

  • 1. System Configuration

    Configure system-wide settings that apply to your entire application:

    • Default Language: Select the default language used throughout the application interface (for example, English)
    • Date Format: Choose how dates are displayed across the system. The format “Y-m-d” displays dates as 2025-01-01
    • Time Format: Select how time is shown throughout the application. The format “H:i” displays time as 03:30
    • Calendar Start Day: Set which day of the week appears first on calendars (for example, Sunday or Monday)
    • Default Timezone: Choose the timezone used for displaying times and scheduling events (for example, UTC)

  • 2. Brand Settings

    Customize your application’s visual appearance and branding to match your company identity:

    • Logos Tab: Upload and manage logos
    • Logo (Dark Mode): Dark theme logo upload with browse functionality
    • Logo (Light Mode): Light theme logo upload with browse functionality
    • Text Tab: Configure text elements
    • Title Text: Application title/name display
    • Footer Text: Application footer content
    • Theme Tab: Customize theme and colors
    • Theme Preview: Live preview with light, green, left options
    • Theme Color: Primary theme color selection
    • Custom Color: Custom hex color code input
    • Favicon: Browser tab icon upload with browse functionality
    • Live Preview: Real-time preview of branding changes showing “Task” with copyright notice

  • 3. Currency Settings

    Configure how currency values are displayed throughout the application:

    • Format Options: Access comprehensive currency formatting configuration
    • Currency Display: Shows a preview of how currency amounts will appear (for example, $1,234.56)
    • Currency Symbol: Currency symbol display configuration
    • Currency Position: Symbol position (before/after amount)
    • Thousand Separator: Thousand separator character
    • Decimal Separator: Decimal separator character
    • Number of Decimals: Number of decimal places

  • 4. Email Settings

    Configure email server settings for sending system notifications and communications:

    • Mail Driver: Select your email service provider (SMTP, Mailgun, or Amazon SES)
    • Mail Host: Enter your SMTP server hostname (for example, smtp.gmail.com)
    • Mail Port: Enter the SMTP server port number (typically 587 or 465)
    • Mail Username: Enter your email account username for authentication
    • Mail Password: Enter your email account password securely
    • Mail Encryption: Choose the encryption type for secure email sending (TLS or SSL)
    • From Address: Set the default email address that appears as the sender
    • From Name: Enter the name that appears as the sender in emails

  • 5. Email Notification Settings

    Configure which email notifications your company sends:

    • Notification Preferences: Choose which events trigger email notifications
    • Email Templates: Customize the content and appearance of email templates sent by the system
    • Notification Recipients: Set default recipients who should receive certain notification types

  • 6. Payment Settings

    Configure payment processing for client invoices:

    • Stripe Configuration: Enter your Stripe public and secret keys to enable credit card processing for invoice payments
    • PayPal Configuration: Add your PayPal client ID and secret key to enable PayPal payment acceptance for invoices

  • 7. ReCaptcha Settings

    Configure security features to protect against spam and automated abuse:

    • ReCaptcha Enabled: Toggle to enable or disable ReCaptcha protection on forms
    • ReCaptcha Version: Choose between version 2 (checkbox) or version 3 (invisible)
    • Site Key: Enter your ReCaptcha site key obtained from Google
    • Secret Key: Enter your ReCaptcha secret key for server-side verification

  • 8. Chat GPT Settings

    Configure AI-powered chat assistance for intelligent features:

    • OpenAI API Key: Enter your OpenAI API key to enable ChatGPT integration
    • Model Selection: Choose which GPT model version to use for AI-powered features
    • Response Settings: Configure parameters that control how the AI responds to queries

  • 9. Cookie Settings

    Configure GDPR compliance and cookie consent management:

    • Enable Cookie: Toggle to enable or disable cookie consent functionality
    • Cookie Logging: Enable activity logging for compliance tracking and audit purposes
    • Cookie Title: Enter the title text for the cookie consent banner
    • Cookie Description: Write a description explaining how your application uses cookies
    • Strictly Cookie Title: Enter the title for the strictly necessary cookies section
    • Strictly Cookie Description: Describe essential cookies that cannot be disabled
    • More Information Description: Provide additional detailed information about cookie usage
    • Contact Us Description: Add contact information for users with cookie-related questions or privacy concerns

  • 10. SEO Settings

    Configure search engine optimization for your public pages:

    • Meta Keywords: Enter relevant keywords for search engines to understand your content
    • Meta Description: Write a compelling description that appears in search results
    • Meta Image: Upload an image that appears when your site is shared on social media

  • 11. Cache Settings

    Manage system performance through cache control:

    • Clear All Cache: Clear system cache for performance optimization

  • 12. Google Calendar Settings

    Configure Google Calendar integration for your company:

    • Google Calendar Id: Enter your Google Calendar ID for synchronization
    • Json file: Upload the Google Calendar JSON credentials file for secure connection

  • 13. Zoom Settings

    Configure Zoom integration for company meetings:

    • Zoom API Configuration: Enter your Zoom API settings for authentication
    • Meeting Defaults: Set default settings that apply to all new meetings you create
    • Recording Options: Configure preferences for automatic meeting recording

  • 14. Slack Settings

    Configure Slack integration for team communication:

    • Slack Webhook: Enter your Slack webhook URL for sending notifications
    • Channel Settings: Choose default Slack channels for different notification types
    • Notification Types: Select which types of notifications should be sent to Slack

  • 15. Telegram Settings

    Configure Telegram integration for instant notifications:

    • Telegram Bot: Enter your Telegram bot token for authentication
    • Chat ID: Set the default chat ID where notifications should be sent
    • Notification Preferences: Choose which events trigger Telegram notifications

  • 16. Invoice Templates

    Manage your company’s invoice appearance:

    • Template Design: Customize the layout, colors, and styling of invoices
    • Company Information: Configure how your company details appear on invoices
    • Template Variables: View available variables that can be inserted into invoice templates

  • 17. Billing Details

    Configure your company’s billing information that appears on invoices:

    • Company Name: Enter your company name (default is “Company”)
    • Address: Enter your complete company address for billing purposes
    • City: Enter your company’s city location
    • State: Enter your company’s state or province
    • Zip Code: Enter your postal or zip code
    • Country: Enter your company’s country
    • Phone: Enter your company contact phone number
    • Website: Enter your company website URL

  • 18. Tax Settings

    Configure tax rates and categories:

    • Tax Rates: Configure applicable tax rates
    • Tax Categories: Different tax categories

  • 19. Contract Types

    Manage the types of contracts your company uses:

    • Contract Type: Configure types of contracts
    • Contract Description: Add contract descriptions