What are tasks?
Tasks represent client work created from approved quotes. Each task:- Contains requirements (design, development, etc.)
- Breaks down into subtasks by phase
- Tracks time and budget
- Follows a structured workflow from design through deployment
Tasks are different from Projects. Tasks use retainer hours and value-based billing, while Projects are fixed-scope with phase budgets.
Task workflow
Tasks follow a structured flow through phases:1
Created from quote
Task generated when quote is approved
2
Backlog
Task starts in backlog, not yet scheduled
3
Planned
Added to monthly roadmap, subtasks scheduled
4
Work phases
Progresses through Design → Development → QA → Deployment
5
Complete
All subtasks finished, work deployed
Task components
Requirements
Requirements define what needs to be built:- Design requirement - Visual design work
- Development requirement - Code and functionality
- Client brief and scope
- T-shirt size estimate (XS through XXL)
- Min-avg-max hour ranges
Subtasks
Subtasks are individual work items within a task:- One subtask per type per requirement (e.g., “Design”, “Development”)
- Assigned to team members
- Scheduled with dates
- Tracked through completion
Phases
Tasks progress through phases:- Backlog - Not yet planned
- Planned - Scheduled for work
- Design - Visual design
- Development - Building features
- Internal QA - Team testing
- External QA - Client review
- Deployment - Production deploy
Task information
Each task displays:Task details
- ID - Sequential #123 format
- Title - From quote
- Description - Rich text description
- Client - Client name and link
- PM - Assigned Project Manager
- CSM - Client Success Manager
Scheduling
- Target month - Planned delivery month
- Date range - From first to last subtask
- Phase - Current work phase
- Status - Scheduled, in progress, complete
Budget tracking
- Quoted hours - From requirements
- Actual hours - Time logged
- Billable hours - After billing formula
- Banked/overage - Efficiency tracking
Who can access tasks
| Role | View Tasks | Create Tasks | Schedule | Assign Work |
|---|---|---|---|---|
| Delivery Team | ✅ Assigned | ❌ No | ❌ No | ❌ No |
| Project Managers | ✅ All | ❌ No | ✅ Yes | ✅ Yes |
| CSMs | ✅ All | ✅ Yes | ✅ Yes | ✅ Yes |
| Managers | ✅ All | ✅ Yes | ✅ Yes | ✅ Yes |
Delivery Team members see tasks they’re assigned to via subtasks. PMs and CSMs see all tasks.
Navigating tasks
Tasks list
Access from the sidebar:- Navigate to Tasks
- View all tasks you have access to
- Filter by client, phase, status
- Sort and search
Task detail page
Each task has tabs:- Overview
- Subtasks
- Comments
- Attachments
- Time & Budget
- Activity
- Task description
- Requirement cards with scope
- T-shirt sizing and estimates
Creating tasks
From quotes (primary method)
Tasks are automatically created when quotes are approved:- Quote approved by client or internally
- Task created and assigned an ID
- Requirements copied from quote
- Subtasks auto-generated
- Task starts in backlog phase
Manual creation
Managers and CSMs can create tasks manually:- Navigate to Tasks → New Task
- Enter title and client
- Add requirements with estimates
- Task created, subtasks generated
Task lifecycle
Backlog
Task created, not yet scheduled
Planned
Added to roadmap, subtasks scheduled
In Progress
Work actively happening
Complete
All subtasks finished
Best practices
Schedule early
Schedule subtasks at the start of each month to ensure capacity
Assign consistently
Keep the same team member throughout a phase for continuity
Review promptly
Review QA and design work quickly to avoid blocking progress
Log time accurately
Log time as you work or immediately after for accurate billing
Complete on time
Aim to finish subtasks by scheduled end date
Track iterations
Monitor feedback loops to identify problematic requirements