How to Get Started with Taskomat

Who: new users and teams
Time: ~15 minutes

Prerequisites

• Active Taskomat account
• Company details for invoicing
• Currency, timezone, VAT info if applicable

Step 1 · Set up account and billing

1. Open Account & Settings → Profile and set name, timezone, language
2. Set Currency and VAT if needed
3. Complete Billing Profile with business name, address, tax ID, invoice numbering
4. Go to Finance & Billing → Configuration and set your Annual Turnover Goal
5. Define default Hourly Rates and rate type

Done when

• Profile saved
• Billing Profile complete
• Annual Turnover Goal set
• Default rate configured

Tip: the Turnover Goal generates daily, weekly, monthly budget targets on the Dashboard

Step 2 · Create your work structure

Follow the core chain Client → Project → Work Unit → Task

1. Create a Client in Clients
2. Create a Project linked to that client in Projects
3. Create a Work Unit inside the project and pick the right model

• • Pure hourly rate
  • Prepaid hours
  • Fixed price

4. Set Initial Rate and Actual Rate if different, then add Budget and timeframe

Done when

• 1 client exists
• 1 project linked to that client exists
• 1 work unit exists inside the project

Note: clean linking prevents reporting and invoicing issues later

Step 3 · Create and plan your first tasks

1. Create your first task and link it to the Work Unit
2. If it repeats, set a Recurring Task
3. Open Planner to place tasks on the timeline or board
4. Balance workload using Planner KPIs

Done when

• At least 1 task is linked to the Work Unit
• The task appears in Planner on the right date

Step 4 · Track time

Pick the method that fits your flow

• Quick Timer to start tracking instantly
• Manual entry on the Work Unit or Daily view
• Timesheet to review and export entries

Done when

• At least 1 time entry is logged
• Timesheet shows the correct totals

Step 5 · Invoice and finance basics

1. Create a Quote if needed
2. Create an Invoice from your work or manually
3. Import XML invoices from other tools if you need your archive here
4. Check Insights and Dashboard for KPIs, budgets vs targets, trends

Done when

• Invoice uses your Billing Profile
• Invoice preview looks correct
• Dashboard shows budgets and progress

Optional · Collaborate with your team

• Invite your team from Collaboration
• Set Permissions and Roles
• Use Shared Budgets when multiple people work on the same Work Unit

Common errors and quick fixes

• I cannot link a task to a Work Unit: Create the Work Unit first, then link the task
• Budgets do not show on Dashboard: Set the Annual Turnover Goal and add a budget to the Work Unit
• Invoice shows wrong company data: Update the Billing Profile and re-generate the invoice preview
• Imported XML invoices are missing: Verify file format and retry Import XML from Finance & Billing

Related articles

• How to Create a Client
• How to Create a Project
• How to Create and Configure a Work Unit
• How to Create Your First Task
• How to Plan Tasks in Planner
• How to Track Time Fast Quick Start
• How to Create an Invoice
• Insights: KPIs, Reports, and How to Interpret Them

Updated on: 29/08/2025