Paymo 3 Beta - Get Started Guide

The 15 minute guide to learn 80% of all you need to know about the app

Paymo 3 Beta

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1We really believe it was a smart choice and we hope it will suit your needs.

Whether you’re a project manager, team leader or an employee, Paymo will help you reduce your stress levels while working. The features and tools it offers will allow you to organize your work better, improve collaboration and communication with co-workers and keep you informed on the progress.

This brief guide is meant to help you “start the engine” and get familiar with basic concepts, features and options. If you need further help you can get in touch with us through the in-app help system [?] icon located on the bottom-right side of the screen) or via email at [email protected]. We’re glad to answers your questions and help you out!

Let’s get started!

IntroductionThank you for choosing Paymo!

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Contents

Introduction

Paymo 3 overview

For Paymo 2 users: importing old account

Interface

Your first project

Working with tasks

Tracking and adding time

Invoicing

Reports

Desktop apps

Misc settings

User types

Interface tunings

Interface language

Roadmap

Moving forward

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2Paymo is an online project management application that allows you to break projects into task lists and tasks, delegate responsibilities, set deadlines, track time at the office and on the go, issue estimates, invoices and reports, manage and collaborate with clients and co-workers. It offers a lot of functionality but at the same meantime it’s also flexible, allowing you to personalize and adapt it to your specific needs.

If you are a Paymo 2 user please keep in mind that:

You can migrate your Paymo 2 data to Paymo 3 (login to your Paymo 2 account, go to Company Settings, and in the Paymo 3 section click on "Migrate to Paymo 3" button and carefully follow the instructions provided there);

Paymo 2 will be discontinued in 6 months after the final release of Paymo 3 (we’ll be offering support to Paymo 2 users during this period, while encouraging them to migrate to Paymo 3).

Paymo 3 overviewAn online app that saves you time

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3By default, when you login to your account, you’ll be redirected to the “dashboard screen”, which consists of 5 important sections as explained here.

The main sections of the interface

InterfaceQuick access to all sections

Offers quick access to all important

features

MENU

Offers quick access to account and

company settings, widgets download or

Paymo 2 import option

SETTINGS

Tracks time spent on tasks

WEB TIMER

You can send us a message and ask for

help by clicking on this icon.

HELP ICON

Expands and displays detailed information

about the selected option in anintuitive and

structured way (default view: dashboard)

INFORMATION SCREEN

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Your first projectGetting started is very easy

4To create your first project go to Projects and click on the Add Project button. A project has to be assigned to a client, so if you haven’t set up one yet you can quickly add one here by pressing the [+] sign near the client field. To fully set up clients you should head to the Clients section.From this screen you can set if the project is billable or unbillable (if you charge or not for the project), the number of budget hours allocated and your hourly price.A Paymo project has the following structure: Project Task list Task. This means that you can’t create a task list or a task without creating a Project first.

For flexibility, the rates can be defined at three levels:

User Rate (overrides the Task Rate and Project Rate)

Task Rate (overrides the Project Rate)

Project Rate

Eg: if the Project Rate is set at $35/hour and the User Rate is set at $30/hour, the $30/hour rate

will be taken into consideration.

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Adding a new project and its main settings

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5To create a task list choose the desired project and click on New Task list button.To add a new task, click on the [+] button and write down the task name. Press the [+] button again (or hit Enter) to add a new one.There are several options available here, each one represented by a small icon when you move your mouse over a task (some types of users have restricted access):

Assign a task to specific usersSet a due dateUpload/attach a fileAdd a commentDelete taskAdd description

When you move the mouse over a task you will see the available options

Working with tasksBreaking projects into smaller tasks for better organization

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You can also use drag&drop to move a task from a task list to another.

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Both task lists and tasks can be moved/reordered. To reorder task lists click on the Reorder task lists button and then use drag&drop feature to reorder them (click the “+” arrow sign in front of the task list name, hold the mouse button while dragging the task list and release when it reached its new position).Click on the Done reordering button after you’ve finished. To reorder tasks within a task list, just use drag&drop.

If you’re working on similar projects most of the time, you can save a lot of time and effort by

creating a template from a task list (click on Templates Save tasks as template) and use it at

your next project

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6Momentarily, there are two options to track time: online, via the web timer or on your desktop via the Mac/Windows widgets.

*A mobile app is currently in the works and will be released when Paymo 3 will be out of beta

Tracking time with the web timer is as simple as choosing the task you want to work on, click the [Start] button when you start and [Stop] button when you’ve finished or you’re taking a break. When you click Stop, a time entry is created and added to your Timesheets.

If you’re a project manager you can add time for all

your users

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Tracking time with the web timer

Tracking timeMaking every minute of your work matter

Adding an entry from Timesheets

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You also have the possibility to add time manually: go to Timesheets and click on the Add Time button. Here you’ll be prompted to choose the appropriate Project/Task list/Task, and choose a time interval or duration (no start/end time).

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7Invoicing in Paymo 3 is a pretty simple and straightforward process. It allows you to issue invoices and get paid for your work, making is especially easy if you bill for your time. The first thing you’ll have to do is customize your invoicing options (click on your name Company Settings Invoicing).You’ll be able to set a default price per hour, taxes, appearance or online payment options.

After you’ve finished with customization you can start issuing invoices. Just go to Invoicing and click on the Add Invoice button. An editable invoice will appear on the information screen and you’ll be able to edit/enter data. After you finish click on the Save button.

An editable invoice

InvoicingGetting paid in time

A paid invoice and available options11

The invoices can be paid online by your clients and will be marked as “Paid” automatically if you

connect your Paymo account with your payment gateway (click on your name Company

Settings Invoicing Online payment)

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The invoice will be saved as “Draft”. On the same screen you will see some self-explanatory options like Edit, Delete, Print, PDF, Clone, View associated payments or Mark an invoice as “Draft”, “Void” or “Paid”.On the bottom of the page there’s the invoice permalink. Your clients will be able to access the invoice through this link.

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The invoices can be paid online by your clients and will be marked as “Paid” automatically if you

connect your Paymo account with your payment gateway (click on your name Company

Settings Invoicing Online payment)

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A live report and available options

8To create a new report head to Reports Add Report. There are two types of reports available: static and live.The difference between the two is that the live report will update its data each time someone is accessing it, while the information on the static report will remain unchanged for the selected period (like a snapshot).Select the information you want to appear on the report and click Save. On the report screen there are several options available. You can edit, delete, clone, export as Excel/PDF or change the shared status.As with the invoices, on the bottom of the page there’s the report permalink. The client can access the report through this link.

ReportsStay in the know and make better decisions

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9If you need more options and flexibility when you track time, Paymo offers desktop widgets for Windows and Macs. To download the latest version click on your name and select Add-ons. Compared to the web timer, the widget offers you more options. Besides the fact that you can track time, you can also add a new task and time entries or mark a task as completed.

If you’ve made some changes in your

online account (for example, you’ve

added a new project) clicking the green

button in the top left corner will update

that info in the widget.

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On Windows the widget can be moved

around the screen. Next time when you

start the program it will be placed in

the same position you left it.

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You can add time by clicking on

Entries and click inside the area. You

can also use drag&drop to add an

entry during a specific interval.

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The windows desktop app interface

Desktop appsTracking time on your desktop

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10Paymo 3 has been designed and is constantly improved to be easily customizable and adaptable to your needs. Below are some tips that will help you do that.The application gives you the possibility to set options like currency, language, timezone, date format and some more. To access these click on your name and choose My Account/Company Settings. If you pay attention, there are the some options you can find in both sections (like language or timezone). The reason is that when you’ve already created an account and invite new users, those users accounts will have some predefined options active based on your Company Settings. Regular users can’t access Company Settings, but they can control some aspects of Paymo using the My Account settings.

These settings override the ones in Company Settings (for example, if English is set in Company Settings and German in My Account, the interface for the user will be German).

If your team works in different timezones each user will be able to set up to work in his own timezone, however reports will be converted to the Company Settings timezone.

Example: A company from the US using Paymo is working with a freelancer from France. In Company Settings the company has set the timezone to GMT -5, but the freelancer, because he lives in France, will set the timezone in My Account section to GMT +1 in order to see his time entries correctly. When the company generates a report based on the the freelancer’s work, the time entries will be automatically converted from GMT +1 to GMT -5.

Misc settingsAdapting the app to your personal needs

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User types

For security and privacy purposes, there are 3 types of users in Paymo: admin, project manager and regular user.While an admin has all the privileges, the project manager and regular users have restricted access to specific areas (like company settings, users or clients). In fact, the difference between project manager and user is that the former can see all the information about the project he has been assigned to, while the user can only see his own data.

Interface language

If English is not your primary language you can change the app interface language to one of the following: Spanish, German, French, Italian, Dutch, Czech, Danish, Finnish, Polish, Portuguese (Brazil or Portugal), Romanian, Russian, Serbian (Cyrillic or Latin) or Swedish. To change the language click on your name My AccountDate and Time Settings Interface Language.

To change a user role, go to Users select user Edit User Check/Uncheck the “Has Admin

Privileges”

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Interface tunings

If you want to have more space for the information screen, you can hide the menu by clicking on the small arrow located near the search bar. Another useful feature if you work often with a certain screen is the “New Shortcut” menu button. This will allow you to go to that screen in one click.

Menu shortcuts provide quick access to popular sections

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Moving forward 11As mentioned before, we’re constantly developing and improving the platform. Here are some important features and improvements we are currently working on:

We’re grateful for all the feedback we receive from you, we listen and we are taking into consideration and carefully analyzing all the suggestions. If you’ve found this manual helpful, please share it with your co-workers who need help to get started.We hope you’ll enjoy the Paymo experience and remember, you can contact us anytime via the in-app help icon or at [email protected]. You can also reach out on Twitter: @Paymo.

Thank you for reading!

Mobile app (Android/iOS)Customizable dashboard (add/remove modules)Improved web timerLive chatExport invoices in CSV