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The Project Manager on RevasOS — Complete Guide ​

Anyone managing multiple projects at once knows the problem: hours are tracked in one system, the budget lives in a spreadsheet, invoices are in a third tool, and tasks in a fourth. At month end, hours — sometimes days — are spent reconciling everything. The real margin on an engagement only becomes clear when the project is finished, and it is not always good news.

With RevasOS this changes. Hours logged by the team update the budget in real time. Expenses flow into the engagement automatically. The Financial Report shows the margin now, not at the end of the project. The result is a single cockpit where the PM has complete visibility over time, costs, revenue, and profit for every engagement.

This guide defines the complete operational workflow for the Project Manager on RevasOS: from project creation to the weekly monitoring routine.

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Create and structure a project

Project, milestones, tasks, resources, and estimates: the project blueprint.

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Configure the budget

Budget lines, planned costs, external costs: the financial map of the engagement.

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Financial Report

Time, Costs, Revenue, Profit × Planned, Actual, Forecast, Remaining.

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Team workload

Gantt, color codes, availability, workload redistribution.

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Plan availability

Some features described in this guide depend on the active plan. Each section indicates the minimum plan required.

  • PM Essential: project structure, milestones, tasks, static budget.
  • PM Standard: + live data (logged hours → budget), Financial Report with real-time data, linked invoicing.
  • PM Advanced: + automatic expenses from Reimbursements, extended contacts, advanced features.

Before you begin:

To follow this guide you need at least the Project admin and Budget admin roles. For invoicing, you also need the Invoice manager role. If you do not see the sections described below, contact your Admin.

Create and structure a project ​

Available from: PM Essential plan

The project structure in RevasOS follows a clear hierarchy: Project → Milestone → Task → Resources. Each level serves a specific purpose.

Create the project with an associated client ​

  1. Open the Projects app in RevasOS.
  2. From the Dashboard, click + New project.
  3. Fill in the main fields: title, description, client (selecting the contact from the directory), and expected start and end dates.
  4. Select the budget type:
    • Time-based — billing by the hour at specific hourly rates.
    • Fixed price — a fixed amount regardless of actual time spent.
    • Non-billable — internal projects with no client invoicing.
  5. Click Save.

Define the milestones ​

Milestones represent the phases of the project: they are the temporal reference points that mark progress.

  1. In the project dashboard, go to Milestones.
  2. Click + New milestone.
  3. Enter the title, description, and start and end dates of the phase.
  4. Repeat for each project phase.

Example structure for a consulting project:

  • Milestone 1: Analysis and setup (2 weeks)

  • Milestone 2: Development (6 weeks)

  • Milestone 3: Testing and release (2 weeks)

  • Milestone 4: Post-launch support (4 weeks)

  • Create a milestone

Create the tasks under each milestone ​

Tasks are the units of work assignable to resources. Each task belongs to a milestone.

  1. In the project dashboard, go to Tasks.
  2. Click + New task.
  3. Fill in: title, description, parent milestone.
  4. Assign the task to one or more resources (team collaborators).
  5. Enter the expected start and end dates.
  6. Enter the estimated workload (in hours).
  7. Click Save and configure to add details, or Save to proceed.

Assign resources and estimate hours ​

Hour estimates are the data point that connects the project structure to the budget. Without estimates:

  • The project report cannot calculate comparative metrics (estimated vs reported).
  • The workload view cannot show whether a resource is overloaded.
  • The Financial Report cannot calculate the cost of planned time.

For each task, make sure to fill in the Estimated workload field and assign the correct resource.

Configure the budget ​

Available from: PM Essential (structure), PM Standard (live data)

The budget in RevasOS is built through budget lines: each line represents a financial item of the engagement (a phase, a cost type, an external supplier).

Activate the budget on the project ​

  1. In the project dashboard, go to Budget lines in the sidebar.
  2. Click Activate budgeting.

RevasOS automatically creates the General expenses line as a starting point.

Create the budget lines ​

For each relevant financial item, create a budget line:

  1. Click + New budget line.
  2. Enter the title and description (e.g. "Phase 1 — Analysis", "Graphic design subcontractor", "Software licenses").
  3. Enter the time period for the line.
  4. Enter the planned costs and prices:
    • Planned cost — how much you expect to spend on this item.
    • Planned price — how much you invoice the client for this item.
  5. Click Save.

The budget as a financial map ​

Once all lines are complete, the budget provides a comprehensive view of the engagement:

ElementWhere to configureWhat it represents
Budget lines by phaseBudget lines → New linePlanned cost and price for each phase
Resource costs (hours)Tasks → estimated hours × resource hourly rateThe cost of planned time
External costsBudget lines → manual expenses or purchase invoicesSubcontractors, licenses, services
Expected revenueBudget lines → planned priceWhat the client pays

Note:

The hourly rate for each resource is defined in the collaborator's profile (Humans app) and used by the system to calculate the cost of logged time.

Monitor the project — The Financial Report ​

Available from: PM Standard plan

The Financial Report is the PM's central tool on RevasOS. It provides a structured view across 4 pillars (what it measures) × 4 perspectives (from which angle).

How to open the Financial Report ​

  1. Open the Projects app.
  2. Select the project from the Dashboard.
  3. Go to Report in the sidebar.
  4. Select Financial Report as the report type.
  5. Set the period and click Generate report.

The 4 pillars ​

PillarWhat it measures
TimeHours worked and hours planned — the time consumption of the engagement
CostsResource time cost + external costs (expenses, purchase invoices)
RevenueSales invoices linked to the project
ProfitRevenue − Costs = the engagement margin

The 4 perspectives ​

PerspectiveWhat it represents
PlannedThe values entered during setup (hour estimates, planned costs, planned prices)
ActualReal data recorded so far (reported hours, actual expenses, issued invoices)
ForecastThe projection: if we continue at this pace, where do we end up at project close?
RemainingPlanned − Actual = how much is left before the budget runs out

Warning signs ​

Check for these situations regularly:

SignalWhat it indicatesHow to act
Actual Time > Planned TimeThe team is using more hours than expectedReview the scope: are more hours needed, or is there an efficiency issue?
Actual Costs > Planned CostsThe engagement is costing more than expectedIdentify the cause: excess hours or unplanned external costs?
Negative Remaining MarginThe project is losing moneyUrgent action: renegotiate scope with the client, reduce resources, suspend external costs
Actual Revenue << Planned RevenueInvoicing is behind relative to progressCheck if there are invoices ready to be issued

How to act on the data ​

The Financial Report is not a static document — it is a decision-making tool:

  • Renegotiate scope: if Actual Time exceeds Planned, it may be necessary to downscale the project or negotiate additional hours with the client.

  • Redistribute resources: if a resource is too expensive for a specific task, consider assigning them to a task with a better margin.

  • Accelerate invoicing: if Actual Revenue is far below the work already delivered, bring forward invoice issuance.

  • View a project report

Manage the team workload ​

Available from: PM Essential plan

The Workload view in the Projects app shows the distribution of work across team resources, comparing assigned hours with real availability.

How to open the workload view ​

  1. Open the Projects app.
  2. Select the project from the Dashboard.
  3. Go to Workload in the sidebar.
  4. Select the period from the dropdown in the top-right corner.

Interpret the colors ​

ColorMeaningAction
GreenThe resource is on track: the workload is in line with availabilityNo action needed
RedThe resource is overloaded: assigned hours exceed availabilityRedistribute tasks or push back deadlines
GreyThe resource is available: there is room for additional workConsider assigning extra tasks

How approved leave updates availability ​

If the team also uses the HR module of RevasOS, approved leave in Timesheets automatically reduces availability in the workload. This means the PM sees the real team capacity, not the theoretical one.

Redistribute work ​

If a resource is in the red:

  1. Identify the tasks contributing to the overload.
  2. Assess whether the task can be reassigned to a resource in grey.
  3. If reassignment is not possible, consider pushing back the task deadline.
  4. Update the plan in the planning Gantt if necessary.

Project-linked invoicing ​

Available from: PM Standard plan

In RevasOS, invoicing is directly linked to the project budget. Every invoice issued or received feeds the Financial Report, updating the Actual values for Costs and Revenue.

Create a sales invoice linked to the budget ​

When it is time to invoice the client:

  1. Open the Invoices app in RevasOS.
  2. Go to Sales → All documents in the sidebar.
  3. Click New invoice.
  4. Fill in the invoice details (amount, description, client).
  5. In the dedicated field, select the budget line of the project to link the invoice.
  6. Click Save.

The invoice will feed into Actual Revenue in the project's Financial Report.

Record a supplier invoice as a real cost ​

When you receive an invoice from a subcontractor or for an external service:

  1. Open Invoices → Expenses → All documents.
  2. Click New invoice.
  3. Fill in the details (amount, description, supplier).
  4. Select the budget line of the project to link the cost.
  5. Click Save.

The invoice will feed into Actual Costs in the Financial Report.

How invoices feed the Financial Report ​

Invoice typeWhere it goes in the Financial Report
Sales invoice (issued)Actual Revenue
Supplier invoice (received)Actual Costs
Project expenses (manual)Actual Costs
Reported hours × hourly rateActual Costs (calculated automatically)

The PM's weekly routine ​

The greatest value of RevasOS for the PM comes from consistent monitoring. The system provides real-time data, but it is the PM who must consult it regularly to turn it into decisions.

Monday — Review the Financial Reports ​

Open the Financial Report for every active project. Focus on:

  • Remaining Margin: is it still positive?
  • Actual Time vs Planned Time: are we on track with the estimates?
  • Actual Costs: are there unplanned expenses?

If a project shows warning signs, move it to the top of the week's priority list.

Wednesday — Check the workload ​

Open the Workload view for the coming week:

  • Are any resources in red? Redistribute.
  • Are any resources in grey? Consider assigning tasks.
  • Are there approved leave entries reducing capacity? Make sure the plan accounts for real availability.

Friday — Verify data completeness ​

Before the weekend, ensure the week's data is complete:

  • Has the team logged all hours? Check the hours report in Timesheets.
  • Are there pending expenses to approve? Check the Reimbursements app.
  • Are there invoices to issue for work already delivered? Update the invoicing pipeline.

Weekly checklist ​

Duplicate structures for recurring engagements ​

Available from: PM Essential plan

If your organization works with similar engagements (e.g. consulting projects with standard phases, marketing campaigns with recurring templates), you can save time by duplicating an existing project.

How to duplicate a project ​

  1. Open the Projects app.
  2. Select the project to use as a template from the Dashboard.
  3. In the project options, select Duplicate project.
  4. The system creates a complete copy with the same structure: milestones, tasks, assignments, and budget.

What to customize in the copy ​

After duplication, update the data specific to the new engagement:

FieldWhat to change
Title and descriptionRename with the new engagement name
ClientAssociate the correct client
DatesUpdate start and end dates for the project and each milestone
ResourcesReassign tasks to the resources available for the new engagement
BudgetUpdate planned costs and prices based on the client agreement
Hour estimatesUpdate task estimates if the project scale is different

TIP

To create a reusable template, set up a "model" project with your organization's standard structure. Do not assign it to any client — use it only as a base for duplication.

Quick reference ​

Key concepts ​

Roles and permissions ​