ProjectK

The equine industry has some thirty thousand people working on a freelance basis, mostly as 'grooms', many of whom have no insurance or coverage, no legal protection, and no contract.

ProjectK was envisaged and developed to provide a solution to this problem by tracking hours, consumables, animals, and tasks, and making this available on your mobile device or laptop.

The ProjectK application has been described by some industry leaders as revolutionary, and a game changer, but we see it as a sensible set of tools for every day freelancers.

Toolkit

ProjectK is a toolkit for handling clients, hours worked, consumables used, animal records and tasks. It provides one click invoicing, a statement of account to clients, and automated reminders.

The system, once setup allows quick tracking on hours, consumables and expenses from the convenience of your smartphone, showing you a realtime updated of the un-invoiced amount, the invoice but not yet paid, and expenses.

The system also provides a register of animals you're responsible for, with your relationship to each, their medications, certification, ID numbers and other information.

We also provide a function to generate a contract for your clients, selected from a list of available templates, allowing both you and your clients to have a legal basis for your employment.

Setup

Clients

In the clients section, you setup all the people you work for, which may be just one person or several. Clients can have a currency (we fully support pounds, dollars and euros currently), contact information, invoice template, invoice frequency, and contract.

User

The User section is where you setup YOUR information, contact, proficiency, preferences. This is YOUR record, and you can include qualification, experience, proficiencies, etc. which are then available in the projectK index of freelancers.

Products

A Product, is anything that has a fixed price. It can, for example be a bail or hay, or a medication, or a fixed price service such as 'coaching' or 'bathing'. Products can be attributed to a specific animal, or not as needed, and quantities are permitted as well as units. You can for example, invoice for 4 bails of hay, or 24 doses of medication, etc.

Rates

For anything charged at an hourly rate, Rates allows you to define what that is, and the applicable rate and currency. You will, in many cases have three rates, the standard rate, an overtime rate, and a callout rate. Even if these are all the same its important to try and separate these for records keeping. When you record your hours, you simply select the client, the rate, optionally the animal, and the start and finish time, and the system does the rest.

Invoices

Allows you to see what invoices are outstanding, and make changes to individual records or invoices. This allows you to correct errors, or add missing records.

Animals

Configure the horses you work with, or are responsible for including the date of birth, breed, colour, owner, loaner, vet, insurer (with insurance numbers), farrier, Microchip, Allergies, PIO (organisation), contact numbers for the owner(s), and notes. Once added, you can attribute work to an animal, or not as you choose. When you are working specific animals, it does help to have them listed on the invoices.

Staff

You can manage up to 30 sub-users, who can also record their time and consumables, all accumulating into your invoice, and of course you can track who did what and when. This is great when you have a number of people who work for you, and you need to track what they're doing in a sensible way.

Contracts

You can select from, and customise a number of contracts, providing legal protections and firmly setting out your and your clients obligations. Not haivng a contract can lead to misunderstandings and hardship so we really recommend you embrace contracts for your clients. Once a contract template is selected, you can then connect it to a client, and a list of products/rates to build that clients full contract, which is then downloadable for them to sign. You can change contracts as you go, but you should only do this with your role changes, or your rates. A copy of the contract is always stored with the clients record so you can see a record of this, but you should keep the original securely.

Invoicing

Probably the most important aspect of any freelancers role is submitting accurate billing. Many freelancers simply submit this via text message or email, but its important that you have a firm record of what you did and when, and are able to produce this for your self-assessment, as well as be able to support any invoice. Even if you're paid a fixed amount, generating an invoice justifying your work is a valuable tool. You can also generate invoices for out of pocket expenses, or consumables that you may have paid yourself. Once hours, products, and expenses are recorded, it is simply a one click operation to generate an invoice and send it.

Invoices are sent automatically via email, or can be exported to PDF for posting. There are several possible invoice formats to choose from all with their own unique characteristics. You can upload your own logo, and the rest of the information is taken from the system.

Once an invoice has been generated, it appears in your invoice-but-not-paid section of the invoicing system. You can resend it if needed, but the system will automatically send a reminder a few days after it was due, but wasn't padi. When it is paid, you simply need to click 'paid' and it will be marked as such.

Every invoice has a link to the client portal, and from this

Client Portal

Every client you have will have their own client portal generated by the system, and every invoice contains a link to this. From the portal, your clients can access invoices, see what's due, obtain copies, and so on.

In the future the client portal will also allow for messaging, booking of time and jobs. We're already working on a time booking add-on for those of you who do coaching, so your customers can book your time online, and that will also be included at no extra change when its ready.

Pricing

The most important question is, what will it cost. Currently, using the system is £12 per year, or £1 per month, and this provides all the features and support. As you can see that is significantly cheaper than the competition, but we feel that the pricing makes it accessible to all freelancers who can streamline their finances and records. The small profit we make from this project is reinvested into future development, new features and functions as well as providing first rate support, and we're backed by one of the UK's largest service providers so the future of the project is assured.

IF you wish to become a beta tester, and use the very latest versions of our app, then you will receive the service free of charge, but be aware that there may be small issues, and you are expected to report any bugs or provide feedback and suggestions to help steer the development process.

To SIGNUP for ProjectK, simply use the button below. You will always be able to use the system for 30 days completely free and then we'll contact you to see if you wish to continue.