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Budgets and jobs

You see the overrun while it happens, not when the job closes

The hours you sold are spread across the project’s items. With Klokka active, the hours actually logged appear next to each item, and the people in charge are notified when an item runs out or goes over: while there is still time to decide.

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The budget in the spreadsheet only gets read by whoever closes the job

Usually the estimated hours live in a quote and the logged ones in another tool: the comparison happens at the end, when the margin is already gone. In Projekta estimated and logged hours sit on the same row, item by item, and the state of each item — used up, over, to be reallocated — is calculated, not typed in by hand.

How it works

  1. Spread the hour budget

    Enter the job’s total hours and split them across subprojects and tasks. Projekta tells you how many are left to distribute, or how far you have gone past the total.

  2. Hours come in from Klokka

    Every entry logged in Klokka against the task lands on its row: logged and remaining next to estimated, plus a summary by activity (Analysis, Design, Testing…) from the same catalogue Klokka uses.

  3. Projekta tells whoever has to decide

    When an item uses up its hours or goes over, the people in charge get a notification. A task that is past due and still open becomes “to be reallocated” after the grace days, and gives back the hours it did not use.

Hours get counted while they are spent.

What you can do

  • States calculated, not declared

    Used up, over, to be reallocated, completed: every item has its state, and the “To look at” box explains why with numbers, for example “52 logged of 40 estimated: +12”.

  • Hours that become available again

    Hours left unused by a closed task or one to be reallocated move back up a level and can go to other items, instead of sitting on work that will never use them.

  • Grace period that fits your company

    How many working days after the due date before a task becomes one to reallocate: one rule for the whole company, with the option of a different one on a single project.

  • Appointments not logged

    If an appointment Projekta put in the calendar goes by with no hours logged in Klokka, after the chosen days its hours go back to be planned in the task and the person in charge is notified. The appointment can still be logged.

  • Job dashboard

    Every job in one table, the riskiest at the top: health light and reason, estimated, logged and remaining hours, next delivery, late tasks and expected documents still missing.

  • Closed ones too

    Completed and archived jobs stay available in the same dashboard: you see how it went, hours in hand, and the next quote starts from real numbers.

Frequently asked questions

Do I need Klokka?

Not for estimated hours: the hour budget and how it is spread work without it. Logged hours, budget notifications and the part of the health light that looks at hours come from Klokka: without it, Projekta shows only the estimates and says so on the page.

Does Projekta stop the work when the budget runs out?

No. The budget warns, nothing more: people keep logging hours in Klokka, and the decision — close the item or give it hours from what is left — stays with whoever is in charge of it.

How are jobs sorted in the dashboard?

First by health light, red to green; with the same colour, by how many hours have been used against the estimate; then by how many tasks are late. That way the top rows are the ones to look at today.

The other Projekta features

Bring your company’s projects to Projekta

Request a demo: we’ll show you how Projekta organizes projects, tasks and teams.

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