Find your fit
Who it is for
A consulting firm with several client projects can assign planned hours by person or project, collect timesheets and expenses, then compare those inputs with invoice forecasts. Pilot one familiar engagement to see whether its current rate and cost model carries across accurately.
A project manager running repeatable engagements can clone a project structure, rebuild its fees and hours, and review capacity before committing staff. The cloned structure is a starting point; it does not copy a complete new commercial agreement.
A finance or operations lead can distinguish time-and-materials from fixed-fee invoicing, review drafts and follow current versus projected margin. Check that project types, budget lines and accounting integrations match the firm’s actual approval path.
The work it supports
Core capabilities
Create a project under a client company and assign a Project Manager. Billable projects can carry forecasts and invoices; internal non-billable projects record work without issuing invoices. Test each type before importing a mixed portfolio.
Set the project total from one or more budgets and timecodes, using top-down or bottom-up pricing. Timecodes organize work and timesheet entries; check that names, rates and accounting codes map to the real contract.
Clone a similar project to reuse its budget lines and timecode names, then enter the new fees, hours and rates. This is useful for a recurring engagement, provided the new scope is reviewed rather than assumed identical.
Plan staff hours from person or project screens by day, week or month. Compare those allocations with the capacity view, including leave and other project work, before treating an available slot as a firm commitment.
Consultants can enter time against assigned timecodes in day or week timesheet modes. Time and expense data feed the billing and project-financial picture, so test how non-billable work and expenses are coded before relying on reports.
Choose a billing method before drafting an invoice: time and materials derives amounts from hours, rates and expenses, while fixed fee uses budget-line revenue forecasts. Review lines, dates, recipient and approval state before dispatch.
Projectworks advertises Xero and QuickBooks Online connections for financial data. Check the intended accounting system, synchronization direction, field mapping and plan rights with a safe sample before any live invoice run.
Current margin draws on invoiced value and recorded costs; projected margin adds future forecasts and planned delivery costs. Both change as the team enters more time, expenses, resourcing and invoices, so a stale forecast can make the projected figure misleading.
Understand the offer
Pricing and getting started
Build covers the central resourcing, time/expense, invoicing and forecasting workflow. Scale adds integration and customization options; Unleash adds broader customization and multi-entity features; Enterprise is quote-led. The public grid also labels some capabilities beta or coming soon, so confirm what is usable today.
Projectworks sets a ten-user minimum and bills additional active people in bands of five, even if an active person never logs in. Monthly billing still requires at least a one-year commitment; annual billing is discounted. Price selectors vary by user count and currency, so request the exact total for the intended seats and term.
Standard onboarding begins at $1,000 depending on requirements; consultative onboarding is a tailored migration and configuration service. Ask for the actual currency, migration responsibilities, training scope and fee in the written quote.
The pricing FAQ describes a 21-day no-card trial. The separate trial landing page does not show a duration in its captured static text, so confirm the offer at signup. Subscription help also says activating a higher-tier feature can lead to an upgrade after an email and 30-day no-response period, while billed-seat reductions wait until renewal.
Look a little closer
Before you choose
Run a fictional or safely isolated sample from project creation to margin: create a billable and a non-billable project, set a budget, plan hours, enter a timesheet and expense, preview both billing methods, and compare current with projected margin. Do not send an invoice as part of an evaluation without a deliberate approval.
Before using the numbers for staffing or financial decisions, review timecode mapping, leave and work-pattern inputs, rates, expenses, invoice forecasts and accounting sync. The projections depend on complete, correctly coded data.
Budget for the ten-user floor, five-user bands, annual commitment and onboarding, and ask how plan-gated features will be controlled. Capture the renewal and seat-reduction terms in writing, especially if the team size may change during the first year.
12 distinct sources behind this profile. Research observed Oct 26, 2026. Features and offers can change.
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