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Phases are top-level groupings (like Discovery or Development). Tasks live inside phases and represent individual pieces of work with an hours estimate.

When you import a task from the library, it may have XS/S/M/L/XL hour values. Picking a size sets the hours automatically. You can still override the hours manually after importing.

The Task Library is a collection of reusable phases and tasks managed by your workspace admin. It saves time on estimates that follow similar patterns. Importing from it is a Studio-plan feature and up.

In the Tasks tab, click From Library at the top of any phase, or use the button in the empty state. Pick a library phase and its tasks get added with hours pre-filled. (Requires Studio plan or higher.)

Billable tasks contribute to the client-facing cost. Non-billable tasks track internal hours (like internal meetings or QA passes) that you don't charge to the client.

Some tasks scale with a count, for example 3 languages or 5 screens. Mark a task as per-unit, set the label and count, and the total hours multiply automatically.

Yes. Hover over any task and click the subtask button to nest a task one level deep. Subtasks are scoped to their parent and can be reordered within it.

PIP stands for Project Initiation Plan. It shows a breakdown of hours and cost, and you can pivot the view by phase, skill, group, or summary. Overhead line items (PM time, QA, contingency, client meetings, etc.) appear below the task rows. A footer converts the totals to days and weeks.

These are percentages applied on top of your task hours. Defaults come from Settings, but each estimate can override them in the Records tab. They show up as separate line items in the PIP and feed into the Budget Snapshot in the PM Zone.

The Projection tab is an interactive scheduling tool. Add people from your team to a pool, assign tasks to them across a weekly schedule, and see projected load against actual availability. Overallocated weeks show in red. If you have a schedule set up, the PM Zone can pull phase dates from it to pre-fill milestone rows. This is an Agency-plan feature — see our pricing page for details.

The PM Zone is a full project management toolkit inside each estimate. It includes a Budget Snapshot (track actuals vs. budget by phase, skill, or group), a Status Snapshot (scope/schedule/budget health), Schedule Milestones, Change Orders, and Open Issues. All data saves to the project so anyone with PM Zone access sees the same thing. Most tables have a Copy button for pasting directly into reports or slides.

Drag the handle on the left side of any task or phase row. Tasks can move within their phase or across phases. Subtasks can only be reordered within their parent.

There are three workspace roles: Admin (full access, manages users and the library), PM (can create and edit estimates), and Member (limited access by default). Admins can configure exactly what each role can do via a permission matrix, setting access to None, Read, or Write per feature. Tab visibility per role is also configurable from the Users page. Creating additional custom roles beyond these three requires Studio plan or higher.

Estimates have five statuses: Draft, Pending approval, Approved, Locked, and Archived. Only Draft estimates can be edited. Once an estimate moves to any other status, it becomes read-only for everyone, including the owner. The status can be changed back to Draft if you need to make more changes.

Go to the Availability page from the main nav. Enter each person's committed hours per week: holidays, other projects, anything that eats into their capacity. The Projection tab uses what's left over when scheduling tasks. Like Projection, this is an Agency-plan feature.

Sharing is done by adding people to the estimate via the Records tab. The Tasks and PIP tabs both have export buttons: use the print icon to save a PDF, or the spreadsheet icon to download an Excel file.

On the Estimates page, hover over any row to reveal a trash icon. Click once to arm it, then click again to confirm. You have about 2 seconds to change your mind between clicks.

Yes, from the estimate actions menu. Templates show up under the Templates tab on the Estimates page and can be reused to start new estimates with the same phases and tasks already in place. Saving and using templates requires Studio plan or higher.

Workspace admins can see the current plan, usage against limits, and a Manage billing button under Settings → Billing. That's also where you upgrade, downgrade, or cancel. See our pricing page for what each plan includes.

You'll get a clear message at the point you try to go over (creating a new estimate, inviting a member, adding a custom role, and so on). Nothing you already have gets locked or removed: you just can't add more until you free up room or upgrade.

Stripe automatically retries the charge a few times. We'll email workspace admins so you can update the card on file from Settings → Billing → Manage billing. Nothing is locked or deleted while a payment is retrying.