ClientsOpportunities, quotes, product catalogue
ProjectsPlanning, tasks, sign-off
ServiceHelpdesk, tickets, retainers, assets
TeamPeople, absence, time
MoneyInvoices, e-invoicing, insights
AgentsLeadtime Agent, your own agents, automation
Product · Projects
Projects the way they really run.
For the weeks when the kick-off plan no longer holds: the client wants one more thing, an urgent ticket cuts in, and two people are working on three projects at once.
See the Projects area in the real app.
Just over four minutes, from the building block to the invoice. Jump straight to the part you care about.
Video transcript
Introduction
This video shows how projects work in Leadtime. The idea behind it: even custom projects follow a recurring sequence. Capturing requirements, specification, quote, delivery, acceptance and billing. Leadtime maps exactly this sequence, step by step.
Components in the library
It all starts in the component library. Here you store your services as reusable components, for example rolling out a test system. A component consists of work packages, arranged in a tree. Each work package describes what is delivered. These descriptions later become the specification.
Capturing requirements
Every work package has a questionnaire. It asks the client exactly what matters for this package. For example: should the system run on their own infrastructure or in the cloud? Who is the technical contact? And when should it go live? On the right is the internal note: how your team approaches this package. That way the know-how lives in the component, not in individual heads.
Specification and quote
For a project you take components from the library. Here, rolling out a test system for a large client, with every work package and its estimated hours, plus the hourly rate and the price. This planning produces the documents: the specification, which records the agreed scope, and the quote with hours and prices. Both come from the same work packages. You only choose the type of document, the contact person, the language, and whether a table of contents and a title page are included. You save each planning state as a version. That keeps track of what was agreed and what was added later.
Delivery
Once the order is in, every work package becomes a task for your team. You create it right on the work package or link it to an existing task. The project progress shows for each package how far along it is and what budget it has. In the pipeline you spread the tasks across the week and across your team. And on every task you see how much time is booked and how much was planned.
Acceptance
Before handover comes acceptance. Test cases with steps and expected results are already part of the component, so every project is checked just as thoroughly.
Billing
Billing is based on the quote. Down payments are stored in the project and deducted from the final invoice. That is how every project follows the same pattern: components, requirements, specification and quote, delivery, acceptance and billing, in one system.
Almost done, for six weeks now.
The project has been at 90% for six weeks, and since then the client has added four little things. It feels almost done. The numbers say 60 hours to go.
The status is on the project. People ask less often.
Anyone who wants to know where things stand looks at the project instead of asking. In our model, that halves the time spent coordinating and searching.
Coordinating, searching and retyping, per person and week
Factor2
Model calculation based on our assumptions, not a promise of results.Work it out for your company
Your next project won’t start from scratch.
Anything you sell again and again, such as a dealer portal, a shop integration or a workshop, you set up once as a building block, with work packages, hours and tasks. Your next project starts with what worked last time.
- Pick a building blockfrom the catalogue of your services
- Reuse the work packageswith the hours you budget for them
- Tasks are readywith description, estimate and status
The answers are buried in 14 emails. From now on they are in one place.
Every building block comes with the questions you ask every time. The answers sit on the task they belong to. Nobody has to ask “where was that again?” any more.
Prices as discussed, three groups. Ms Kessler will send the list.
Quick addition: wholesalers get their own terms. And do we need ordering on account from day one?
On account yes, but only from autumn. Our IT team will send the dealer logos.
Thanks! Just to be sure, how many price groups is it now?
See my email from the 12th.
The quote says 120 hours, the specification says 140. From now on both say the same.
The quote and the specification come from the same project, with your template, in German or English. If the project changes, you create the next version instead of updating the old one by hand.
Since when was the shop integration part of it? The project knows.
Every version records what is different since the last one. Leadtime writes the list of changes itself, you only give the version a name. And when someone says “but that’s what we agreed”, you look it up together instead of arguing.
Ask the right questions once.
Then build it right.
The client asks how it is going. You already know.
- StatusWhere the project stands, without a status meeting.
- Time booked and estimateTime is booked on the task and counted here.
- Short descriptionFor everyone who joins in week seven and does not want to read 14 emails.
Every client is priority one. Everyone on your team still has only 40 hours a week.
- What first? Big PictureDecide with your client what comes first in the project.
- What’s next? PoolFor each person, the order across all the projects they work on.
- Who, when? PipelineThe team’s week, person by person. You see straight away what no longer fits.
- This week? StackEveryone sees their week: to do, give feedback, get feedback.
You sign off on what was agreed.
Every building block already comes with its test cases. You go through them with your client step by step, and each one ends as passed, passed with restrictions or failed. Anything new that comes up at acceptance you mark as a change request: it sits in the project with its effort and is invoiced separately.
Less searching,
more talking.
The client sends 40 pages of requirements. The agent turns them into a quote.
Until now that meant a weekend of reading, hunting for building blocks, estimating, then writing the quote and the specification. The agent reads the requirements, assembles the project from your building blocks and hands you a draft quote and specification. You check what it had to estimate on its own, and send it off.
Which projects are running over budget? Ask Leadtime. Press ⌘K, or Ctrl+K on Windows, and ask in your own words. The answer comes from your projects, tasks, time entries and planning, and only shows what you’re allowed to see anyway.
From the client
Requirements · New customer portal · Version 1.2
4. Functional requirements
The agent
Turn these requirements into a project, a quote and a specification.
- Read0 requirements found
- Match41 match your building blocks
- Estimate5 without a block, estimated and flagged
- QuoteDraft with prices from your catalogue, new items at your hourly rate
- Specificationevery requirement with implementation and acceptance criterion
- Youcheck the five flagged items and send it off
To the client
The quote and the specification appear here.
Quote
Elbwerk Energie AG · Customer portal
| Item | Effort | Price |
|---|---|---|
| Net total | 0 € |
Specification
Elbwerk Energie AG · Customer portal · based on requirements v1.2
2. Requirements and implementation
The agent can only do what its role allows. Everything it does and changes is logged for you to check. You start it in the chat in Leadtime or from Claude, Codex and Cursor.
All project features at a glance.
Each feature comes with a sentence on what it does for you.
Projects from building blocks
What you deliver often is stored as a building block with work packages and effort. You put new projects together from them.
One-off and support projects
A project with a fixed end or ongoing support, both with the same tasks, time tracking and invoices.
Project phases
Sales, requirements, delivery, quality, invoicing, done. Everyone can see where a project stands.
Versions
Each version records what has changed since the last one. Leadtime writes the list of changes itself.
Project documentation
All the project's pages in one place. You decide page by page which ones your client can see.
Journal
Every change is logged, including whether it came from the app, the API or an agent.
Questionnaires
Each building block comes with the questions that need answering before you start. The answers live on the task, not in emails.
Estimates from the answers
Answers in the questionnaire switch work packages on or off, and the effort adjusts.
Quote and specification
Both are created from the same project, with your template, in German or English. So they always say the same thing.
Change requests
Anything added after sign-off is marked as a change request. It sits in the project with its effort and is invoiced separately.
Acceptance tests
The test cases come from the building blocks. Each test ends as passed, passed with restrictions or failed.
Big Picture
All of a project's tasks by status, with tasks solved and hours booked. This is where you and your client decide what comes first.
Pool
For each person, the order of their tasks across all projects. You decide what comes first.
Pipeline
The team’s week, person by person. You see straight away what no longer fits.
Stack
Each person’s weekly plan: to do, give feedback, get feedback. Everyone can see what others are waiting for.
Team calendar
Leave, sickness and public holidays next to the plan. Whoever plans can see who's away on which days.
List and Kanban
The same tasks as a list or as a board with columns, whichever suits your team.
Subtasks and templates
Split big tasks into steps. Anything that keeps coming back, you set up once as a template.
Forms
A form collects what your team needs to get the job done, so nobody has to ask twice.
Time tracking on the task
Time runs right on the task and ends up in the right project.
Guest view for clients
Your client sees the tasks you share and comments right on them. Guest access costs nothing extra.
Agents via @-mention
Mention an agent in a comment or assign it the task. It works with the permissions of its role.
Automations
A new project, a new task or a schedule starts an agent, for example to post the weekly status in Slack.
Coding agents
A coding agent picks up a task with your repository and can open a pull request.
Writing assistant and Leadtime Agent
The assistant shortens, improves or translates text in the editor. Press ⌘K to ask Leadtime how your projects are doing.
Let us show you with one
of your own projects.
Bring a live project along, ideally the one that has been almost done for six weeks. In 30 minutes you’ll see what it would look like in Leadtime.