Configuring your new project in Keka PSA

Overview 

Properly configuring a project in Keka PSA ensures you can fully utilize its features—ranging from billing and resource allocation to task management and timesheet tracking. Once a project is created, users can set up billing types, define the project team, and add tasks. This article provides a step-by-step guide to configuring a new project, including billing setup, resource assignment, and task creation. 

Who can do this? 

• PSA Admins 
• Global Admins 
• Client Managers 
• Users with permission to edit project configurations 

Pre-requisites 

1. The project must be created and visible in the Projects list. 
2. The user must have manage project permissions 
3. Billing preferences (if applicable) must be decided during project creation. 

Step-by-step instructions

Locate your project

1. Go to Projects >> All Projects. 
2. Switch to the appropriate tab based on project status:
   1. In Progress projects: Found under the Active Projects tab.
   2. Not Yet Started or other statuses: Found under All Projects.
3. Click on the project name to open its configuration page. 
   
   

Begin project setup

1. Upon opening the project, you will land on the Get Started tab. You can remove this tab by clicking on hide this page. 

2. You'll see three key configuration sections: 

   1. Setup Billing 
   2. Project Team 
   3. Tasks 

   
   

Setting up project billing 

1. From the Get Started tab, click on Setup Billing. 
   
   
2. On the Update Billing Settings page, you can: 
   1. Enable/disable billing 
   2. Choose billing type 
   3. Allow/disallow non-billable tasks 
   4. Permit employees to log expenses 
3. After making changes, click on save. 
   
   

Adding resources to the project 

1. Go to the Project Team section or Team tab. 
2. Under Active Allocation, click on +Add Resource. 
   
   
3. On the Add Resource page: 
   1. Search for and select the employee 
   2. Set Allocation: Enter Start Date, End Date, and Allocation % 
   3. Assign Billing Role from the dropdown (predefined in Billing settings) 
4. To add more resources, click on +Add Resource again. 
5. Once done, click on Add to confirm. 
   
   

Editing or removing a resource 

1. To edit: Click on the Edit icon in the Actions column, make changes, then click on Tick mark. 
   
   
2. To delete: Click on the 3 dots icon, then click Remove from dropdown. 
   
   

Adding tasks to the project 

1. From the Get Started tab, click on Tasks or directly go to the Tasks tab. 
2. Add new tasks and specify: 
   1. Task name 
   2. Billable/non-billable status 
   3. Estimated hours 
   4. Status (e.g., Not Started, Completed) 
3. These tasks will appear in the timesheet interface and impact billing calculations. 
   
   

How it connects with other modules 

FAQs 

Q: Can I configure billing after project creation? 
A: Yes, billing can be enabled and edited via the Setup Billing section unless locked by policy. 

Q: What if a resource needs to be assigned to multiple projects? 
A: Use the Allocation % option to distribute the resource across multiple projects. 

Q: Can I assign different billing roles to the same person for different projects? 
A: Yes, billing roles are project-specific and can vary by assignment. 

Q: What if I don’t want to bill a particular task? 
A: Mark it as Non-Billable when creating or editing the task. 

Troubleshooting 

Project not found in Active tab? 

• Check the All Projects tab if the status is Not Yet Started or On Hold. 

Unable to update billing settings? 

• You may lack edit permissions, or the billing is locked by admin policy. 

Task not appearing in timesheets? 

• Ensure the task is marked as active and assigned to at least one resource. 

Resource not available in dropdown? 

• Check if the employee is active and eligible for allocation.