> ## Documentation Index
> Fetch the complete documentation index at: https://docs.timetracker.in/llms.txt
> Use this file to discover all available pages before exploring further.

# Setup checklist

> A complete checklist for setting up TimeTracker properly – clients, projects, rates, schedules, approvals, budgets and invoicing, in the order that avoids rework.

The quickstart got you tracking. This is the rest, in the order that avoids rework.

You do not have to do it all at once. Work down the list as you need each part – the
order is chosen so that nothing later forces you to redo something earlier.

<Note>
  TimeTracker also shows a short onboarding checklist inside the app with three
  starting items: **track your first hour**, **create a real project** and **invite
  your group**. This page is the fuller version.
</Note>

## Stage 1: The basics

Do these before anyone starts tracking.

<AccordionGroup>
  <Accordion title="Set the workspace name, slug, currency and timezone">
    In [general settings](/settings/general). Get the **slug** right now – changing
    it later breaks every link you have shared.
  </Accordion>

  <Accordion title="Set the date format, time format and week start">
    In [date and time formats](/settings/date-and-time-formats). The week start
    decides where timesheet weeks begin, so fix it before people submit anything.
  </Accordion>

  <Accordion title="Switch off the apps you will not use">
    In [Apps](/settings/apps). Fewer things in the sidebar means fewer questions.
    Turn **on** Time Clock if your team clocks in and out.
  </Accordion>

  <Accordion title="Create your clients">
    One record per company you bill, plus one called "Internal" for your own work.
    See [create a client](/clients/create-a-client).
  </Accordion>

  <Accordion title="Create your active projects">
    Just the live ones. See
    [create a project](/projects/create-a-project).
  </Accordion>
</AccordionGroup>

## Stage 2: People

<AccordionGroup>
  <Accordion title="Invite your team with the right roles">
    See [invite your team](/getting-started/invite-your-team). Start people on
    **Member** and widen if needed.
  </Accordion>

  <Accordion title="Create groups">
    Design, Engineering, an office, a client team – whatever you report by. Groups
    also drive [supervision scope](/concepts/supervision-scope). See
    [groups](/team/groups).
  </Accordion>

  <Accordion title="Check who supervises whom">
    A Project Manager sees the people on their projects by default. If your managers
    need a wider or narrower reach, adjust the role's scope. See
    [custom roles](/team/custom-roles).
  </Accordion>

  <Accordion title="Add people to their projects">
    Project membership drives visibility as well as assignment. See
    [project members](/projects/project-members).
  </Accordion>
</AccordionGroup>

## Stage 3: Money

This is the stage that makes the numbers real. Skipping it is why some workspaces
show hours but no value.

<AccordionGroup>
  <Accordion title="Set billable rates">
    What you charge for each person's hour. In
    [Settings → Rates](/settings/rates). Without this, hours have no monetary value.
  </Accordion>

  <Accordion title="Set cost rates">
    What each person's hour costs you. This is what produces **margin**. Needs a paid
    plan. See [cost rates](/rates/cost-rates).
  </Accordion>

  <Accordion title="Add client or project rate overrides">
    Only where a client negotiated a single agreed rate. Read
    [how rates are chosen](/rates/how-rates-are-chosen) first so the override lands
    where you expect.
  </Accordion>

  <Accordion title="Set project budgets">
    Match the budget to how you sold the work – fixed fee, block of hours, or a
    monthly retainer. See
    [hours vs money budgets](/budgets/hours-vs-money-budgets).
  </Accordion>

  <Accordion title="Turn on budget alerts">
    So you hear about an overrun while you can still act. See
    [budget alerts](/budgets/budget-alerts).
  </Accordion>

  <Accordion title="Set up expense categories">
    Travel, software, subcontractors. See
    [expense categories](/expenses/expense-categories).
  </Accordion>
</AccordionGroup>

## Stage 4: The weekly rhythm

<AccordionGroup>
  <Accordion title="Create work schedules">
    The hours each person is expected to work. This gives timesheets something to
    compare against and sets each person's **timezone**. See
    [create a schedule](/schedules/create-a-schedule).
  </Accordion>

  <Accordion title="Assign a schedule to everyone">
    Especially anyone who does not work in the workspace's own timezone. See
    [assign a schedule](/schedules/assign-a-schedule).
  </Accordion>

  <Accordion title="Decide who approves timesheets">
    Usually the Project Manager. Check they hold `time.approve` and that their scope
    covers the right people. See [approvals](/approvals/overview).
  </Accordion>

  <Accordion title="Set up timesheet reminders">
    So you are not chasing people by hand every Friday. See
    [timesheet reminders](/timesheets/timesheet-reminders).
  </Accordion>

  <Accordion title="Set workspace notification defaults">
    Then let people tune their own. See
    [workspace notification defaults](/notifications/workspace-notification-defaults).
  </Accordion>
</AccordionGroup>

## Stage 5: Time off and attendance

<AccordionGroup>
  <Accordion title="Create leave policies">
    Annual leave, sick leave, unpaid. Set how much and how it accrues. See
    [leave policies](/time-off/leave-policies).
  </Accordion>

  <Accordion title="Add public holidays">
    So they are not counted as absence. See [holidays](/time-off/holidays).
  </Accordion>

  <Accordion title="Set opening leave balances">
    If you are moving mid-year from another system. See
    [leave balances](/time-off/leave-balances).
  </Accordion>

  <Accordion title="Turn on Time Clock if your team clocks in">
    It is off by default and needs Work schedules. See
    [Time Clock](/time-clock/overview).
  </Accordion>
</AccordionGroup>

## Stage 6: Getting paid

<AccordionGroup>
  <Accordion title="Set your invoice sender details">
    Your company name, address and tax details as they should appear on an invoice.
    See [invoice sender details](/invoicing/invoice-sender-details).
  </Accordion>

  <Accordion title="Set invoice numbering">
    Match whatever your accountant already expects. See
    [invoice numbering](/invoicing/invoice-numbering).
  </Accordion>

  <Accordion title="Add client billing details">
    On each client record, so invoices are addressed correctly.
  </Accordion>

  <Accordion title="Raise a test invoice">
    Create a draft from tracked time and check it reads the way you want, then void
    it. See [create an invoice](/invoicing/create-an-invoice).
  </Accordion>
</AccordionGroup>

## Stage 7: Clients and connections

<AccordionGroup>
  <Accordion title="Invite client contacts to the portal">
    From the client's own page. They see only their own company's work. See
    [invite a client contact](/portal/invite-a-client-contact).
  </Accordion>

  <Accordion title="Connect Google Calendar">
    If you use the Planner. See
    [Google Calendar](/integrations/google-calendar).
  </Accordion>

  <Accordion title="Set up webhooks">
    Only if you are pushing events into your own systems. See
    [webhooks](/integrations/webhooks).
  </Accordion>
</AccordionGroup>

## Stage 8: Reporting

<AccordionGroup>
  <Accordion title="Build the three reports you will actually read">
    Most teams need: hours by person, project profitability, and unbilled billable
    time. See [build a report](/reports/build-a-report).
  </Accordion>

  <Accordion title="Save and share them">
    So the team reads the same numbers. See
    [saved reports](/reports/saved-reports).
  </Accordion>

  <Accordion title="Schedule the ones you want by email">
    A Monday morning summary beats remembering to look. See
    [schedule a report](/reports/schedule-a-report).
  </Accordion>
</AccordionGroup>

## The minimum viable setup

If you only do six things, do these:

1. Create your clients and live projects
2. Invite your team
3. Set billable rates
4. Set project budgets
5. Assign work schedules
6. Decide who approves timesheets

Everything else can wait until you need it.

## What to do next

<CardGroup cols={2}>
  <Card title="Set up for an agency" icon="building" href="/guides/setup-for-an-agency">
    A worked setup for a multi-client team.
  </Card>

  <Card title="Set up for a consultant" icon="user" href="/guides/setup-for-a-consultant">
    A simpler shape for a team of one.
  </Card>

  <Card title="Weekly timesheet routine" icon="repeat" href="/guides/weekly-timesheet-routine">
    The rhythm to settle into.
  </Card>

  <Card title="Month-end close" icon="calendar-check" href="/guides/month-end-close">
    The finance routine.
  </Card>
</CardGroup>

## Related guides

* [Set up a new workspace](/guides/set-up-a-new-workspace) – the same ground as a guide
* [Apps and modules](/concepts/apps-and-modules) – deciding what to switch on
* [Roles and permissions](/concepts/roles-and-capabilities) – getting access right
* [Product tour](/getting-started/product-tour) – a guided walk through the app