🔓 Required permissions
Team permissions
View team members
Manage team members
Manage salaries
Manage external providers
Project permissions
View project members
Manage external providers
Manage project members
Reading time | 3 min |
Set up | 15 min |
Number of steps | 2 |
⚠️ Important
You must choose one of the two options below:
Either your freelance collaborators log their hours on OOTI, in which case you cannot add cost invoices,
Or they do not log their hours, and you can add their cost invoices on OOTI.
I/ I want freelancers to log their hours
Go to Costs > Salaries and click + Contract.
Key fields to complete for this type of contract:
Contract type: Service provision
Payment type: Hourly
Start date: Contract start date
Gross hourly rate
Fully loaded hourly cost
Hours/week: Enter an average
With this setup, the freelancer’s cost will be calculated based on logged hours, provided that the module “Salary based on logged time” is activated.
This module can be enabled from Agency settings > Modules > Costs.
👤 Freelancers
If no time is logged, their cost will not be included in project calculations.
⚠️ Do not enter their cost invoices on OOTI in this case, as this would result in double counting.
However, you can centralize their invoices in Project > More > Files for documentation purposes.
💡 In Project finances > Margin:
Actuals are calculated based on the fully loaded hourly rate × logged hours,
Forecast is based on the hours/week entered in the contract.
II/ I want to enter freelancer invoices on OOTI
If your freelance collaborators are not expected to log their hours on OOTI, you can enter their cost invoices directly in the platform.
You can add invoices:
At the project level: Project > Costs > Invoices
Or at the agency level: Management > Costs > External companies > Invoices
👉 You’ll find the dedicated article explaining how to manage cost invoices on OOTI here
🎉 Well done!
You now know how to manage freelancers efficiently on OOTI, whether through time tracking or cost invoices, while keeping full control over your project margins and profitability.