Paying your team

Projectous does not send money. You pay people the way you already do, by bank transfer, check, PayPal, Wise or anything else, and record the payment here, so everybody can see what has been paid for which hours and what is still owed. The one exception is Coinbase: Projectous can read sends you made from your own Coinbase account and record them for you, but the sending still happens in Coinbase.

Only reviewed time can be paid; see How do I review my team's time?. Paying and invoicing the client are separate: time can be paid before or after it is invoiced.

Where is it?#

Payable, under Finances. It is for admins. The page has four tabs.

• Timers is the work still to be paid. Filter by Users, Start Date and End Date, or Anytime. Tick Show Paid to include what is already paid. The header shows what is unpaid and the total earned. A note offers to include unpaid timers from before the period, so old work does not get stranded.
• Payments lists what has been paid or is still owed.
• Insight charts what each person was paid.
• Coinbase matches crypto payouts, described below.

What does a person earn for their time?#

What a timer earns is the time worked multiplied by the person's pay rate, rounded up to the cent. Billed time and anything changed on an invoice do not affect it. Where the pay rate comes from (the person's default, their rate on a client or a project, or a rate typed on one timer) is explained in Rates. Non-billable time is paid like any other time. Paying a timer keeps the rate already on it, including one typed by hand; a timer with no rate is given the person's default rate when it is paid, and a paid timer's rate can no longer be adjusted until it is marked unpaid.

How do I record a payment?#

To pay somebody:

1. On Timers, filter to the person and the period, and tick their timers. A payment belongs to one person. If the ticked timers are more than one person's, Apply Payment asks who the payment goes to under Paid to.
2. Choose Create Payment from Select Bulk Action and press Go. If any selected timer is not reviewed, you are told "You are attempting to pay timers that have not been reviewed." Review them first.
3. In Apply Payment the amount is filled in from the selected timers. Choose the Payment Type (Check, ACH, Zelle, Venmo, Paypal, USDC, Upwork, Wise or Other), and fill in the check number or transaction ID, Amount to send, Fee, the date and a Detail note.
4. Press Save. The timers are marked paid. If less was sent than was owed, the payment stays open with the amount left.

Recording what is owed before paying it#

Save Without Payment Info records what is owed without recording that anything was sent. The timers count as covered by that payment, and the payment shows UNPAID until you record the money going out.

How do I pay in instalments, or fix a payment?#

On Payments, each payment shows its type, number, amount, amount left, fee, date, person, who recorded it and whether it is PAID or UNPAID. Payments still owed always show, whatever the dates. From a payment you can:

• Add Payment, to record money sent against it, such as a second instalment. The amount left goes down, and the payment is PAID once nothing is left.
• Edit it.
• Expand it to see each transaction, and delete one that was recorded by mistake.
• Click it to see the timers it paid.
• Delete it, which marks all its timers unpaid again.

How do I mark time unpaid again?#

To undo payment on a few timers, tick them on Timers and choose Mark Unpaid. The same menu has Mark Reviewed, Adjust User Rate, Download XLS and Download CSV.

How do I record payouts made in Coinbase?#

Coinbase, for admins, works once Coinbase is connected and an account is chosen in Settings, Security. It keeps each person's payout address and lists sends from your Coinbase account. A send matched to a person can be applied, which records the payment and marks that person's unpaid timers paid, oldest first, up to the amount sent. A send nobody recognises can be assigned to a person with "Who was this?", and the address is remembered for next time.

Common questions#

Does Projectous send the money?#

No. It records payments you make elsewhere. Coinbase is the only connection, and even there Projectous reads sends you already made rather than making them.

Do I have to invoice the client before paying the person?#

No. Paying and invoicing are independent. Paying only needs the time to be reviewed.

Can I pay several people at once?#

Record one payment per person, because a payment belongs to one person. If you pay one person who pays the others, such as a team lead or an agency, tick all their timers and choose that person under Paid to.

Are people told when they are paid?#

No. People are not sent a notice, and the pay screens are for admins only.

Can I pay somebody for something that is not a timer, like a bonus?#

Yes. On Payments, press Owe somebody, choose the person, the amount and what it is for, and save. It is listed as UNPAID, with what it is for under its number. When the money goes out, record it with Add Payment on that row, the same as any other payment.