Managing My Team

Will my contractor see my billing rate or project details?

Nope. Your contractor that you have invited to work on your FreshBooks project will not be able to see anything billing related from your account. They will see that they have been invited to the project on their account, be able to log hours and invoice you.

They will not be able to see:

• Your re-bill rate to your client.
• Who are also working on your project in your FreshBooks account.

All your information is still kept private and secure, even when using contractors in FreshBooks.

How do I pay my contractor?

Sooner or later, you’re going to have to pay for all the (hopefully) awesome work your contractor has done for you.  The great thing about contracting in FreshBooks is that you don’t even have to remember to do this yourself.

What happens is your contractor will send you an invoice.  This invoice will also appear in your Received invoices section (found under your Invoices tab).  So, you’d be able to also keep track of all the FreshBooks invoices you’ve received and whether or not they’ve been paid or are still outstanding.

And, just like any of your own clients, if your contractor has a payment gateway enabled, you can pay through FreshBooks.  If not, you have to pay your contractor manually (i.e. cheque, cash, bank transfer, etc.).

I’ve been invited to a project as a contractor - what do I need to know to get up and running?

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What happens when you archive a team member or client?

Archived team members and clients are no different than their active counterparts except that they are no longer shown on the initial list of clients or staff found under the Clients or Staff tab.  Archived staff or clients still count towards your account limits.

Quick tip:  If you have a long list of clients (100+), archiving many of them may speed up the loading time of your List of Clients page.  The same goes for team members, invoices, estimates, expenses and projects.

What happens when you delete a team member or client?

Deleted Clients

When you delete a client, all of their invoices will still be available in your account. However, you will no longer be able to send them new invoices and when generating reports, deleted clients do not show up in the list of clients that you can run reports on.  Having said that, reports that are run for ALL CLIENTS will include your deleted clients’ information.

Another thing worth mentioning is that you can un-delete a client at any time from the deleted link at the bottom-right of your client list.  When you un-delete a client, they become active and you can start sending them invoices.

Deleted Team Members

When you delete a team member, all of the time entries they had entered are still available for viewing from your Team Timesheets tab and all of the invoices/estimates/expenses/etc they created remain in your account.  However, similar to reporting for deleted clients, deleted team members names will not show up in the list of team members that you can run reports on, but reports run for your WHOLE TEAM will include their data.

Why can’t my staff see other team members’ timesheets?

Your staff member will only be able to see your other team members’ timesheets for projects that they are project managers of.  By default, the project manager of a project is the person who created the project.

“So, where can I see who the project manager of a project is? And how can I edit it?”

To check who the current project manager is, just follow these quick steps:

1. Click on your Time Tracking tab.
2. Click on your Projects tab.
3. Click on the project name in question.  On the right side of the page, you can see who the project manager listed.

To Change the Designated Project Manager:

1. Click on the Edit Project link from the project information page.
2. Under Your Project Information, update the project manager.
3. Click Save at the bottom of the page.

How can my staff track time?

Allowing your staff members to track time to projects is a breeze!  You just need to make sure that you’ve created an account for your staff member and that they are assigned to the project.

Creating a Staff account

1. Click on your Team tab.
2. Click on your New Team Member tab.
3. Click on the Add Staff Member tab.
4. Enter your staff member’s information and Save.

Assigning Staff member to a project

1. Click on your Time Tracking tab.
2. Click on your Projects tab.
3. Click on the Edit Project link next to the project name.
4. At the bottom of the page, there’s a section called Staff Members.  Ensure that your staff member is assigned to this project.
5. Don’t forget to click Save at the bottom of the page.
6. Give yourself an enthusiastic high five! (Make sure that no one’s looking because it might seem a little weird)

Your staff members are now ready to track time to their projects.  Just have them sign in to your FreshBooks account with their own login information and they can track time to their hearts’ delight!

How do I set my team and clients’ permissions?

As the administrator of your FreshBooks account, you can control what your clients or team members can access by following these steps:

1. Click on Settings on the top-right of your screen.
2. In the sub-navigation, click on the Permissions link.  You will be taken to the following screen:

Changes you make to your permissions here are applied to all clients/staff members.  This means you cannot give one of your staff members access to your ‘Invoices’ tab while not allowing another staff member to access the same tab.

Client-Staff Assignment Control

When you assign a client to a staff member, the staff member is able to view all data (invoices, contact info, etc.) related to that client.  If a client is not assigned to a staff member, that staff member will not be able to see any data pertaining to the unassigned client.  Client-staff assignment works in tandem with the enabled tabs.  For example, if the ‘Invoices’ tab is disabled for all staff, they will not be able to see any invoices regardless of who they are assigned to.

You can assign clients to staff by doing the following:

1. Click on your Clients tab.
2. Click on your Assign Clients tab.
3. Select a specific staff member and check all clients you’d like to assign that staff member to.
4. Remember to click Save at the bottom of the page before moving on to your next staff member.

Other Permission Settings

There are a few other settings you can control as an Administrator of an account.  They can be found by following these steps:

1. Click on the Settings link.
2. In the sub-navigation, click on the Permissions link.