Parakeeto uses standard agency language to make sure your client work is organized in a way that makes sense.
It also helps you avoid "project soup" which can be an issue in other time tracking tools where a client has multiple deliverables under one contract.
So, how does Parakeeto do it? Here's the hierarchy.
Here's an example of what this might look like for your business:
At a high level - Clients contain contracts, contracts contain deliverables, and deliverables contain services.
There's no limit to how many contracts you can create for a client.
There's no limit to how many deliverables you can create within a contract.
There's no limit to how many services you can add to a deliverable.
You'll set budgeted hours as well as a target bill rate for each service within a deliverable.
There are the essential building blocks for your client work, and you can use them to get as specific, or broad as you'd like.
So, let's take a closer look at each of these elements....
All the work you plan in Parakeeto will be associated to a client, clients will appear in Parakeeto after they've been added in Quickbooks Online.
(yes that client can be you if you want to track internal projects)
To see your list of clients, you can go to the "contracts" tab in Parakeeto
Contracts are the first, highest level way to organize work for clients. Generally if you send a proposal or a SOW to a client, anything on that document would fall under a contract.
You can create as many contracts for a client as you'd like.
Contracts contain Deliverables, and can contain as many deliverables as you'd like.
Contracts are a great way to organize specific engagements with clients, especially if they become repeat clients.
To create a new contract for a client, click on the "Add Contract" button or the "+" button on the contracts tab:
Deliverables are created inside a contract, and contain "services". You might refer to these internally as "projects".
A deliverable generally represents something that is being done for a client as part of a contract, examples might be:
- A print ad
- A video
- A new website
- A PPC Ad Setup
- A monthly retainer for Ad Management
- A discovery process
You can add as many deliverables to a contract as you'd like, and they can be as broad, or as specific as you'd like.
The profitability of each deliverable will be calculated based on the budget you set, and the time that gets tracked against that budget.
Deliverable Rate Types
There are three different kinds of rate types that a deliverable can have:
The Hourly rate type - often referred to as time and materials - is used when a client is being billed a certain $ amount for each hour worked on that deliverable. Hourly rates can be set for each individual service within that deliverable.
Example: $300/hr for website development
The Flat rate type - is used when a client is being billed a flat fee for a deliverable, regardless of how many hours are worked against it.
Example: $10,000 for a website
The Recurring rate type - is used when a client is being billed a flat fee, on a recurring schedule for ongoing work.
Example: $2000 per month for ad management.
There are no restrictions on the variety of rate types you can have within a contract.
For example a contract may contain several deliverables, with different rate types:
Client; Big Awesome Client
Contract: Website Build 2018
Deliverable 1: Discovery Phase
Rate type: Flat - $10,000
Deliverable 2: Website Build
Rate Type: Hourly - $300/hr
Deliverable 3: Maintenance
Rate type: Recurring - $5000/mo
To add deliverables to a contract, click on the "Add Deliverable" in the contract creation screen.
Services are the final building block of a client contract. They live within Deliverables, and represent the types of tasks or skillsets that are required to complete that deliverable.
These are pulled in automatically from Quickbooks Online as well.
Each service can have it's own hourly rate, which on an hourly contract represents the amount the client will be billed for each hour logged against that service.
On flat and recurring contracts, it represents the "target rate" for that service, or the amount of money you want to make for every hour a staff member spends on that service.
You can add as many services to your deliverables as you'd like, and set budgeted hours for each of them.
To add services to your deliverables, use the "Select Services" drop down menu in the deliverable creator.
Once you've added all your services and click "Next" you'll get to set the hourly rates and budgeted hours for each individual service.
To set default hourly rates for your services, head over to Settings > Services
One last thing I should mention here is assigning employees. Employees are assigned to deliverables, and only deliverables they are assigned to will show up in their Parakeeto account to track time against.
Your employees are also pulled in from Quickbooks Online.
To assign employees to a deliverable, simply select them from the "Add Team" dropdown menu in the last step of the Deliverable Creator:
If you're still experiencing issues, contact our support team via intercom chat, or by emailing us at [email protected]
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