Onboarding
You send us your projects and employee data. We configure your account, connect your accounts, and train your team by role.
We import clients, employees, and projects from your spreadsheet. Project templates can follow RIBA stages, or your own custom preference. Fee calculators support fixed and time-based work.
We connect Fresh Projects to Xero, QuickBooks, Sage or MYOB. User roles, approval workflows, and cost rates are configured.
The resource planner is enabled with multi-team visibility across your practice. Live reports cover profitability, forecasting, WIP, and project actuals.
Most firms complete training and start raising live invoices within 30 days.
We meet with leadership, discuss your specific requirements, and send the Getting Started spreadsheet for employee and project data.
All Phase 1 data is imported and validated. Project templates and user permissions are configured. We walk you through your new account.
We deliver a one-hour training session with your system administrators. They learn how to manage users, permissions, and account settings.
Staff begin logging time via desktop or mobile app. Reminders can be set, and reports flag any missing entries.
Project managers are trained on setting up projects, tracking progress against fee budgets, and managing RIBA stages.
We connect Xero, QuickBooks, Sage, or MYOB via two-way sync and run a test invoice to confirm payments flow back automatically.
We import your historical timesheets, expenses, and invoices from previous periods. Invoice and proposal templates are customized to match your branding.
We schedule regular follow-up sessions within the first 18 months to review performance and optimise workflows.
We import your project history, client lists, and financial records from your spreadsheets. We handle the data transformation and formatting.
If you're using WorkflowMax, Harvest, CMAP, Deltek, ProjectWorks, or Total Synergy, we migrate your data and preserve project history. Turnaround time on this option can vary.
See how Fresh Projects works for different roles in your practice.
Your account is configured and ready within three working days of receiving your Getting Started spreadsheet. Training happens in stages. System admins first, then project managers, then your accounts team when accounting integrates. Full rollout typically takes three to four weeks, depending on how quickly your team can prepare data and schedule training. Most architecture and engineering practices are running live timesheets within two weeks and live invoices within a month. We can adapt the order based on how your practice operates.
In Phase 1, you complete our Getting Started spreadsheet with employee info, project info, tracking categories, non-project time codes, and expense types. In Phase 2, you send historical timesheets, expenses, and invoices from previous periods.
Yes. All project records, timesheets, invoices, expenses, and client history are migrated during Phase 2 and preserved in full. You retain complete visibility of past performance, financial records, and project profitability. Historic data can be used for reporting and analysis alongside new projects. If you're moving from spreadsheets or another platform, we handle the data transformation and validation. For larger firms, we can do batched imports if that works better for your team.
Fresh Projects connects to Xero, QuickBooks, Sage, and MYOB. We integrate your accounting platform during your accounts team training and run a test invoice to confirm payments flow back automatically.
Yes. Each RIBA stage or work phase can have its own fee structure within a single project. You can run Stage 1 as fixed fee, Stage 2 as time charge, and Stage 3 back to fixed fee. Variations or additional services can be billed as separate stages with independent budgets and billing rules. Scope changes get tracked properly and billed correctly rather than disappearing into the original fee agreement.
Yes. Staff can log time via web browser or mobile app using running timers or direct entry. This is one of the first early wins teams notice.
Yes. You have access to our in-house support team via email and phone throughout onboarding and after launch. We schedule regular follow-up sessions within the first 18 months after go-live to review performance, answer questions, and help optimise workflows based on how your practice is using the platform. If issues arise, we respond quickly and work with you until they're resolved.
Most teams notice how easy timesheets are on desktop and mobile. Better reporting on utilisation shows where people spend time and where gaps exist. Invoice drafting happens in one place instead of multiple spreadsheets.
We'll walk through your current setup, show you a live demo, and agree on pricing, data import, training, and timeline. Most firms are live within a month.
Existing customer? Email support@freshprojects.co.uk
