Freelancer Quick Start Guide

Welcome to Trackifi! This guide will help you get started with time tracking and invoice management as an independent sub contractor.

NOTE

Freelancer here means that you are a subcontractor for this company that owns this Trackifi environment. If you work as a "Freelancer" and you plan to use Trackifi yourself, please refer to Admin Quick Start

Getting Started

1. Initial Setup

• After receiving an invitation, register and/or login to the app - you'll be automatically granted access to your client's environment
• Complete your profile in Settings → Profile
• Set your user type to "Freelancer" if not already configured
• Customize your theme and display preferences
• Go to Settings → Freelancer
• Add company details and tax information for invoicing if you plan to use Trackifi Invoicing.

2. Understanding Your Dashboard

Once logged in, you'll have access to several key areas:

Hours Section:

• Records: Your main time tracking interface
• My Statistics: Personal performance metrics and analytics

Invoicing:

• New Invoice: Create invoices for your tracked time
• Invoice Management: Track and manage your invoices

Settings:

• Profile: Company details, tax information, and billing settings

Core Features for Freelancers

Time Tracking with Records

The Records page is your primary workspace for logging billable time. Here you can:

Creating Time Records

• Quick Creation: Click any day column to create a new time record
• Fill in Details:
  • Project: Select from your assigned projects
  • Time: Enter hours worked
  • Description: Add work details (recommended for billing clarity)
  • Tags: Categorize your work (optional)
  • Rate: Hourly rate for billing (if applicable)

Managing Records

• Edit: Click existing records to modify them
• Resize: Drag the bottom edge to adjust time
• Move: Drag records to different days
• Copy: Hold Ctrl while dragging to duplicate records
• Delete: Drag to trash area or click the red trash icon

Calendar Integration

If you logged in with Google and granted calendar access:

• Weekly Import: Use the calendar icon to fetch all week events
• Daily Import: Click the calendar icon under specific days
• Note: Imported events default to "Default" project - remember to change to the correct project

Navigation Tips

• Click "Month - Week xx" to jump to current week
• Use arrow buttons to navigate between weeks
• Use the left sidebar calendar for quick week selection

Personal Statistics Dashboard

Access My Statistics to view your performance metrics:

Overview Cards

• Hours Logged: Total hours for selected period
• Allocation: Your project allocation hours and percentage
• Billable Hours: Hours that can be invoiced to clients
• Revenue: Estimated earnings based on tracked time and rates

Visual Analytics

• Hours Trend Chart: Daily/weekly/monthly hours with optional comparison to previous periods
• Hours per Tag: Pie chart showing how you distribute time across different work categories
• Project Progress: Visual progress bars showing completion against allocated hours
• Revenue Trends: Track your earnings over time

Project & Records Tabs

• Projects Tab: View all your assigned projects with:
  • Progress against allocation
  • Duration and hours logged
  • Completion percentages
  • Revenue generated per project
• Records Tab: Detailed list of all your time entries with search and filtering

Working Schedule (Calendar View)

The Schedule tab in your statistics shows your working calendar:

Schedule Overview

• Working Days: Days you're scheduled to work
• Project Deadlines: Important milestones and deliverables
• Working Hours: Total scheduled hours for the period

Calendar Features

• Monthly View: See your entire schedule at a glance
• Day Details: Hover over days to see:
  • Scheduled hours vs. logged hours
  • Project information
  • Day type indicators
• Visual Indicators: Color-coded days for easy identification

Invoice Management

Creating Invoices

Navigate to New Invoice to generate invoices for your work:

Invoice Creation Process

1. Select Billing Period: Use date picker to choose the period
2. Review Time Entries: Verify all billable hours are included
3. Check Rates: Ensure correct hourly rates are applied
4. Generate Invoice: Create professional PDF invoice

Invoice Details

• Client Information: Automatically populated
• Line Items: Detailed breakdown of hours by project/task
• Tax Calculations: Automatic tax calculations based on your settings
• Payment Terms: Your configured payment terms and conditions

Invoice Workflow

Managing Your Invoices

• Track Status: Monitor invoice status
• Download PDFs: Keep copies for your records

Invoice History

• View all past invoices

Best Practices

Daily Time Tracking

1. Log time immediately - don't wait until invoicing time
2. Be detailed in descriptions for client transparency
3. Use consistent tags to categorize billable vs. non-billable work
4. Track project progress to meet deadlines and allocations
5. Lock months after creating all logs

Getting Help

Common Issues

• Can't see a project? Contact your client - you may need to be assigned or your assignment may have expired
• Invoice not generating? Check that you have company details configured in Settings
• Calendar sync not working? Ensure you logged in with Google and granted permissions
• Rate issues? Verify project rates are configured correctly

Support Resources

• Contact your client's project manager for project-related questions
• Check Settings → Profile for company and billing configuration
• Review invoice templates and tax settings regularly

Next Steps

Now that you're set up, explore these features:

• Learn more about Records for detailed time tracking
• Check out User Statistics for performance insights
• Review Freelancer Settings for company profile
• Explore Invoice Management for billing features

Quick Reference

Essential Shortcuts:

• Click any day column → Create new billable record
• Ctrl + Drag → Copy record to another day
• Drag bottom edge → Resize record duration
• Calendar icon → Import Google Calendar events