Scalar360 Project Management

Project management software connected to billingPlan the work. Keep the context.

Start from a template, plan on a board or Gantt, and keep tasks, people, files, timesheets and budgets together. Share progress with clients through a private portal, then carry eligible hours into customer invoicing.

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Project templatesBoard, List, Gantt & CalendarCustom stagesScrum sprintsMy TasksDependenciesTimesheets & timerApprovalsBudgetsAutomationClient portalConstruction & siteTime billing

Delivery loses momentum when its context is scattered.

A board can show movement, but not enough on its own. Teams also need ownership, dates, discussion, supporting files, time and the customer context behind the work.

Scalar360 keeps those details on the project and task, so progress can be understood without reconstructing it from messages and spreadsheets.

Project operations

One workspace from brief to billable time.

The page follows the actual work: establish the project, organise the board, execute with the team and review the operational trail.

Project records

Give every delivery a clear home.

Owners, priority, status, colour and dates make the project understandable before the first task moves.

Boards & lists

Move the work—not the context.

Create detailed tasks, then drag them through the board or inspect them in a filterable list.

Custom workflow

Shape each board around delivery.

Add, colour, order and hide project-specific stages while retaining a reliable open-to-done structure.

My Tasks

Give each person one focused queue.

Assigned work across projects is grouped by urgency and remains searchable, sortable and filterable.

Checklists

Keep the small steps on the task.

Add, reorder and complete checklist items while visible totals show what remains.

Team collaboration

Put the conversation beside the work.

Comments, mentions, watchers and assignment notifications keep the right members in the loop.

Task files

Attach the evidence where it matters.

Upload, list, download and remove task files with storage usage and file metadata retained.

Time tracking

Record the hours behind delivery.

Log dated project or task time, describe the work and distinguish billable hours and rates.

Billing context

Carry eligible time into invoicing.

Link the customer, review unbilled value and group billable entries into task-and-rate invoice lines.

Delivery oversight

Read progress from summary to event.

Completion, deadlines, workload, activity and permission-aware controls make project health inspectable.

Built for bigger projects

Timesheets, client sign-off and site work in the same project.

Timesheets & approvals

A weekly timesheet with a start/stop timer, copy last week, Submit week and manager approvals — plus a Friday reminder.

Gantt, Calendar & saved views

Plan the same tasks on a Gantt by day, week or month, see them on a calendar, and save the views your team uses.

Client portal

A private link per client to follow progress and photos, approve selections or change orders, and message the team.

Construction & site

BOQ, running bills with retention, change orders, site diary, drawings, RFIs, inspections and snags — on when you need them.

Automation

Workflow rules, one-click macros and blueprints that control how tasks move between stages.

Budgets & reports

Hours or amount budgets with alerts, plus workload, overdue, time logged and planned vs actual reports.

One delivery thread

Follow the work from definition to invoice.

Move through five connected views to see how ownership, execution, oversight and billable time remain part of the same project record.

Define

Give delivery a clear home.

Create the project, set its owner, priority and dates, then connect the customer and working rate where billing context is required.
  • Owner assigned
  • Due 28 Sep
  • Customer linked

Defined. Assigned. Discussed. Delivered.

The work keeps its memory.

The delivery journey

Make the next action—and its history—visible.

The project defines the boundary. The workflow gives work a path. The task holds the detail. Progress, time and activity make review concrete.

Project

Define the delivery record.

Owner, status, priority, colour, dates and customer context establish the boundaries of the work.

Workflow

Make progress visible in the board.

Project-specific stages, task position and a clear Done state turn delivery into an understandable flow.

Team

Keep coordination on the task.

Assignees, checklists, comments, mentions, watchers and files stay beside the work they explain.

Review

Connect completion, time and billing.

Progress, workload, activity and billable hours provide the operational context behind the resulting invoice.

Workload in context

See pressure before a deadline slips.

Open and overdue tasks by member sit beside completion, due-soon work and current project status, giving managers a useful place to begin the review.

Complete capability directory

Everything behind a more accountable project.

Projects & portfolio

Define delivery records clearly, then find, sort and review the whole portfolio.

  • Create projects with a name, description and colour.
  • Set Planning, Active, On hold or Completed status.
  • Set Low, Medium, High or Urgent priority.
  • Record project start and due dates.
  • Assign a project owner from the member list.
  • Use generated project codes in task references.
  • Search projects by name or code.
  • Filter the directory by project status.
  • Sort by update time, creation time, name, code, due date, priority or status.
  • Switch between grid and list views.
  • Move through paginated project results.
  • Archive and restore projects without erasing their history.
  • Reopen a completed project when delivery resumes.

Tasks, boards & lists

Break delivery into actionable records and work with them in the view that fits the moment.

  • Create and edit tasks inside a project.
  • Record a title and detailed description.
  • Set task priority, start date and due date.
  • Assign as many as 50 project members to one task.
  • See a human-readable project code and task number on every task.
  • Work in List, Board, Gantt or Calendar view.
  • Add subtasks, tags, custom fields and Blocking / Waiting on dependencies.
  • Repeat a task on a schedule and set task reminders.
  • Drag tasks between stages on the board.
  • Reorder tasks within a stage.
  • Load long stage columns progressively.
  • Search task titles and descriptions.
  • Filter by stage, assignee, priority, due state or date range.
  • Sort and paginate task lists.
  • Move a task into a Done stage to complete it.
  • Soft-delete tasks and restore them when needed.
  • Open a task directly from a shared project link.

Custom project workflows

Shape each project board around the way that delivery team actually moves work.

  • Give every project its own workflow stages.
  • Add and rename stages.
  • Choose a colour for each stage.
  • Mark stages as Not started, Active or Done.
  • Reorder stages to match the delivery sequence.
  • Hide a stage without removing its history.
  • Remove an unused stage.
  • Choose a replacement stage when removing one that still contains tasks.
  • Move affected tasks to the chosen replacement stage.
  • Keep at least one visible open stage and one visible Done stage.
  • Create up to 20 stages in a project workflow.
  • Protect simultaneous workflow edits with revision checks.

Views, plans & templates

Start from a template, then plan and review the same tasks in the view the moment needs.

  • Start a project from built-in templates, including construction and interior work.
  • Save any project as your own template.
  • Choose Kanban, Scrum or Waterfall as the project's method.
  • Plan on a Gantt chart by day, week or month, with an Unscheduled lane.
  • See dated tasks on a Calendar view.
  • Group tasks, filter by team and save a view for later.
  • Track Milestones, shown on the Gantt.
  • Run Scrum with a Backlog, Sprints, Epics, story points, burndown and velocity.
  • Log bugs and snags in a separate Issues tracker, then convert an issue to a task.
  • Rename Task, Issue, Milestone, Sprint and Epic — for example call tasks Tickets, Requests or Snags.
  • Group and pin projects in the projects directory.

Timesheets, timers & approvals

Fill a weekly timesheet, run a timer while you work and send the week for approval.

  • Fill hours in a Week or Day timesheet grid.
  • Add work rows by project and task.
  • Copy last week's rows, with or without their hours.
  • Start and stop a timer on any row, with optional rounding to 5 or 15 minutes.
  • Mark hours billable and add a note to any cell.
  • See daily totals against the expected hours.
  • Submit the week for approval, recall it, or resubmit after changes.
  • Get a Friday reminder to submit your timesheet.
  • Approve or reject weekly timesheets, or reopen an approved week.
  • Review every entry under Time Logs, filtered by billable and approval status.

Budget, reports & automation

Watch hours and cost against the plan, and let rules handle the repetitive moves.

  • Set a project budget in hours or amount, from scratch or from task estimates.
  • Get an alert to the owner and managers when spend crosses a threshold.
  • See budget against logged time by member and by task list.
  • Reports for workload, overdue tasks, time logged, status distribution and planned vs actual.
  • Customisable Projects dashboard and project Overview.
  • Workflow rules that set fields, assign, comment, notify or call a webhook when tasks change.
  • Macros that apply a saved set of changes to a task in one click.
  • Blueprints that control which stage moves are allowed, who may make them and which fields they require.
  • An execution log for every rule and macro run.

Construction & interior projects

Optional commercial and site sections for building, fit-out and interior work.

  • BOQ by trade or room, with a quotation and budget from it.
  • Contract value, billing milestones, running bills and retention.
  • Change orders with cost and time impact, approved by the client.
  • Material requests, purchase orders and site consumption.
  • Subcontractor work orders and measurement bills.
  • Daily site diary: weather, labour, equipment, hindrances and safety.
  • Progress photos with before / after compare.
  • Drawing register with revisions.
  • RFIs and submittals.
  • Inspections, snag lists and handover readiness.
  • Rooms with FF&E selections, room budgets and client approval.
  • Mood boards per room.
  • Turn any of these sections on per project under Settings → Features.

Client portal

Share a private link so clients follow progress and approve decisions without a Scalar360 login.

  • Create a private link per client, with an optional expiry.
  • Choose what the client can do: view progress and photos, approve selections, change orders or running bills, and message the team.
  • Clients approve or reject by typing their full name to sign.
  • Client messages appear in Activity and notify project managers.
  • See when each link was last viewed, and revoke it at any time.

Assignments & My Tasks

Give every member a focused queue across projects while managers retain the wider picture.

  • See assigned work from every project in one My Tasks view.
  • Group assigned work into Overdue, Due soon and Later.
  • Search the personal task queue.
  • Filter by project, stage or priority.
  • Filter for overdue, due-soon or undated work.
  • Sort by earliest or latest due date.
  • Sort high-priority work first.
  • Sort by recent updates or title.
  • Move through paginated personal results.
  • Open the exact task in its project workspace.
  • See open and overdue work by member on the project dashboard.

Task checklists

Keep the smaller completion steps on the task instead of creating a second planning system.

  • Add checklist items to a task.
  • Edit checklist item text.
  • Check and uncheck items as work changes.
  • Reorder checklist items.
  • Delete checklist items.
  • See completed and total checklist counts.
  • View checklist progress from task cards and task detail.
  • Protect concurrent checklist changes with record versions.

Comments, mentions & watchers

Keep delivery conversation close to the work and make the right people aware of changes.

  • Add comments to a task.
  • Edit an eligible comment.
  • Delete and restore comments without losing the thread.
  • Mention project members in comments.
  • Notify mentioned members.
  • Watch or unwatch a task.
  • See who is watching a task.
  • Notify watchers about relevant task activity and comments.
  • Notify assignees when a task is created or updated.
  • Send targeted deadline notifications for due work.
  • Calculate comment edit and delete permissions for the current viewer.

Task files & storage

Keep delivery evidence on the task with controlled download and organisation-level storage visibility.

  • Upload attachments to a task.
  • Use object-backed storage for project files.
  • Enforce the 10 MB attachment limit in the project interface.
  • Retain filename, content type, size and uploader.
  • Retain file creation time and attachment version.
  • Calculate and retain a SHA-256 checksum.
  • List the files attached to a task.
  • Download through a generated file link.
  • Delete an attachment when authorised.
  • See used, available and total project storage for the organisation.
  • Clean up deleted attachment objects in the background.

Project time tracking

Record the hours behind delivery with enough context to support review and billing.

  • Log time against a project or a specific task.
  • Record hours in quarter-hour steps in the project interface.
  • Choose the date of the work.
  • Mark an entry as billable or non-billable.
  • Add a description to the time entry.
  • Set an hourly rate on an entry.
  • Use the project's default hourly rate when an entry has no rate.
  • List all time recorded for a project.
  • Filter time to the current task.
  • Retain the member, task, hours, rate and calculated amount.
  • Delete eligible unbilled time entries.
  • Protect invoiced time from later editing or deletion.

Customer & billing context

Carry approved delivery time into invoicing without rebuilding the work record elsewhere.

  • Link a project to its bill-to customer.
  • Set a default hourly rate for the project.
  • See total, billable, unbilled and invoiced time.
  • See unbilled and invoiced amounts.
  • Review time-entry counts alongside billing totals.
  • Generate an invoice from unbilled billable time.
  • Group invoice lines by task and hourly rate.
  • Create service lines with hours and rates.
  • Mark the included time entries as invoiced.
  • Open the resulting invoice from the project workflow.
  • Require both project-edit and invoice-create permission for invoice generation.

Progress, activity & control

Review delivery health from current totals down to the individual change that moved the work.

  • See active and archived project totals.
  • See total, open, completed and overdue task counts.
  • See work due this week and the overall completion rate.
  • Review progress for each active project.
  • Review due-soon and upcoming tasks.
  • See member workload with open and overdue counts.
  • Calculate project progress from completed and total tasks.
  • Read a paginated project activity feed.
  • Filter activity to one task.
  • Retain the event, detail, actor and timestamp.
  • Refresh visible project data after organisation-scoped live events.
  • Prevent stale edits from silently overwriting newer task changes.
  • Make completed and archived workspaces read-only until reopened or restored.
  • Control project overview, creation, editing, task editing, deletion and wider access separately.
  • Gate the Projects area through the organisation's enabled module access.

The connected business

Delivery context continues beyond the board.

CRM

Capture enquiries from imports, branded forms and Meta Lead Ads. Route them into the right pipeline, give every owner the next task and see what is moving revenue forward.

Sales & invoicing

Keep quotations, customer invoices and receivables in the same conversation. Give your sales and finance teams a shared view of what was agreed, billed and collected.

Analytics & reports

Read sales, purchasing, inventory, cash, accounts and GST from one reporting workspace, with the detail behind every headline close by.

Questions, answered

Before the project begins.

Can every project have its own stages?

Yes. A project workflow can contain up to 20 stages with its own names, colours, order and Not started, Active or Done meaning. At least one visible open stage and one visible Done stage must remain.

Can several people be assigned to the same task?

Yes. A task can have as many as 50 assignees, provided those people are members of the project.

How does My Tasks work?

My Tasks brings assigned work from every project into one queue. It can group work by overdue, due soon and later, then filter by project, stage, priority or due state.

Can teams keep discussion and files on a task?

Yes. Tasks support comments, member mentions, watchers, checklists and file attachments. The project interface enforces a 10 MB limit for each attachment and shows the organisation's project storage usage.

Does Project Management include time tracking?

Yes. Members can log dated time against a project or task, describe the work, mark it billable and record a rate. A project default rate can fill the rate when an entry does not specify one.

Can project time become an invoice?

Yes. An authorised user can generate an invoice from unbilled billable time when a bill-to customer is linked. Scalar360 groups lines by task and rate and marks the included entries as invoiced.

Does this include Gantt charts, dependencies and timers?

Yes. Tasks can be planned in List, Board, Gantt or Calendar view, linked with Blocking / Waiting on dependencies, and timed from the weekly timesheet with a start/stop timer.

How do timesheets and approvals work?

Each member fills a weekly timesheet, by hand or with the timer, and submits the week. Approvers see pending weeks under Approvals and approve, reject or reopen them. A Friday reminder prompts anyone who hasn't submitted.

Can clients see progress without a Scalar360 login?

Yes. The Client portal gives each client a private link. You choose what they can do — view progress and photos, approve selections, change orders or running bills, and message the team — and you can set an expiry or revoke the link at any time.

Does it support construction and interior projects?

Yes. Optional sections add BOQ, contract and running bills with retention, change orders, procurement, subcontracts, a site diary, photos, drawings, RFIs, inspections and snags, plus rooms, selections and mood boards for interiors. Turn them on per project, or start from a construction template.

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your business.

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