Makarios PM Tool Documentation

Getting Started

Installation

1. Download the MakariosTool.zip file from your purchase
2. Extract the ZIP file to your desired location
3. Windows: Double-click Start Makarios Tool.bat
4. Mac: Double-click Start Makarios Tool.command (if blocked, right-click and select "Open")
5. Your default browser will automatically open the application

First Launch

On first launch, you'll see:

• A pre-populated dashboard with demo data
• Navigation sidebar on the left
• Top bar with search and action buttons

Understanding the Interface

The application has three main areas:

1. Left Sidebar: Navigation menu with all main sections
2. Top Bar: Search, filters, and action buttons (context-aware)
3. Main Content: The active page content

Dashboard

The Dashboard provides an overview of your entire business at a glance.

Key Metrics

The dashboard displays:

• Active Projects: Number of projects currently in progress
• Total Tasks: All tasks across all projects
• Hours This Week: Time tracked this week
• Revenue: Total invoiced amount
• Overdue Tasks: Tasks past their due date
• Unpaid Invoices: Invoices awaiting payment

Alerts & Warnings

The dashboard automatically shows:

• Overdue Tasks: Tasks that are past their due date
• Unpaid Invoices: Invoices that haven't been paid
• Projects Approaching Budget: Projects that have used 80%+ of their budget
• Projects Over Budget: Projects that have exceeded their budget

Upcoming Milestones

View your next 5 upcoming milestones sorted by due date.

Client Management

Creating a New Client

1. Navigate to Clients from the sidebar
2. Click New Client button in the top bar
3. Fill in the client information:
   • Name (required)
   • Email
   • Phone
   • Contacts: Comma-separated list of contact names
   • Timezone
   • Tags: Comma-separated tags for organization
   • Notes: Additional information
4. Click Create

Editing a Client

1. Click on any client card to view details
2. Click Edit button
3. Modify the information
4. Click Update

Searching Clients

Use the search bar in the top bar to quickly find clients by name, email, or tags.

Client Health Indicators

Each client card shows a health indicator:

• 🟢 Healthy: All projects on track
• 🟡 Warning: Some projects need attention
• 🔴 Critical: Multiple issues or overdue items

Client Intake

The Client Intake feature helps you capture project requirements systematically.

Creating an Intake Form

1. Navigate to Client Intake from the sidebar
2. Click New Intake Form
3. Enter form details:
   • Title: Name of the intake form
   • Description: What this form is for
4. Add questions by clicking Add Question:
   • Text: Short text input
   • Textarea: Long text input
   • Number: Numeric input
   • Date: Date picker
   • Select: Dropdown with options
   • Checkbox: Multiple choice options
5. Click Save Form

Using Intake Forms

Intake forms allow you to create structured questionnaires for capturing client requirements. Once created, you can reference these forms when setting up new projects to ensure all necessary information is collected.

Project Management

Creating a New Project

1. Navigate to Projects from the sidebar
2. Click New Project in the top bar
3. Fill in project details:
   • Client: Select from existing clients
   • Name: Project name
   • Status: Planning, Active, On Hold, Completed, or Cancelled
   • Start Date and End Date
   • Budget Type: Fixed Price or Hourly Rate
   • Budget Amount: Based on budget type
   • Estimated Hours: For hourly projects
   • Scope Summary: Brief description
   • Tags: For organization
4. Click Create

Project Status Filtering

Use the status filter in the top bar to view:

• All projects
• Planning projects
• Active projects
• On Hold projects
• Completed projects
• Cancelled projects

Project Details View

Click on any project to see:

• Overview: Project information and timeline
• Milestones: Project milestones and deliverables
• Tasks: All tasks associated with the project

Creating Milestones

1. Open a project
2. Go to the Milestones tab
3. Click Add Milestone
4. Enter:
   • Name: Milestone name
   • Due Date: When it's due
   • Deliverables: List of deliverables (one per line)
5. Click Create

Marking Milestones Complete

1. Open a project and go to the Milestones tab
2. Find the milestone in the list
3. Click Edit on the milestone
4. Change the status to Completed
5. Click Update

Completed milestones display with a "Completed" badge, while pending milestones show a "Pending" badge.

Task Management

Kanban Board View

Tasks are organized in a Kanban board with columns:

• Backlog: Tasks not yet started
• In Progress: Tasks currently being worked on
• Blocked: Tasks that can't proceed
• Review: Tasks awaiting review
• Done: Completed tasks

Creating a Task

1. Navigate to Tasks from the sidebar
2. Click New Task in the top bar
3. Fill in task details:
   • Project: Optional project association
   • Title: Task name (required)
   • Description: Detailed description
   • Status: Initial status
   • Priority: Low, Medium, High, or Urgent
   • Due Date: When the task is due
   • Estimate: Estimated hours
   • Tags: For organization
4. Click Create

Moving Tasks Between Columns

Drag and Drop:

1. Click and hold a task card
2. Drag it to a different column
3. Release to drop

The task status automatically updates.

Editing Tasks

1. Click on any task card
2. Modify the details
3. Click Update

Task Priorities

Tasks are color-coded by priority:

• 🔴 Urgent: Red badge
• 🟡 High: Yellow badge
• 🔵 Medium: Blue badge
• ⚪ Low: Gray badge

Searching Tasks

Use the search bar in the top bar to find tasks by:

• Title
• Description
• Tags

Task Dependencies

Tasks can reference other tasks as dependencies. While the dependency relationship can be stored in the task data, the current implementation does not enforce dependency completion before marking tasks as done. Use task descriptions and notes to document dependencies and workflow requirements.

Time Tracking

Starting a Timer

1. Navigate to Time Tracking from the sidebar
2. Select a Project (required)
3. Optionally select a Task from the project
4. Click Start Timer

The timer starts immediately. You can add description, category, and billable status later when you stop the timer or use the Manual Entry form.

Timer Display

When a timer is running:

• A timer indicator appears in the top bar showing elapsed time
• The timer updates every second
• You can see it from any page
• The timer shows the project name and elapsed time

Stopping a Timer

1. Go to the Time Tracking page
2. Click Stop Timer
3. The time entry is automatically saved

Manual Time Entry

To add time that wasn't tracked:

1. Click Add Manual Entry
2. Fill in:
   • Project and Task (optional)
   • Description
   • Category
   • Start Time and End Time
   • Billable checkbox
3. Click Add Entry

Weekly Timesheet View

View all your time entries for the current week:

• Grouped by day
• Shows project, task, description, and category
• Displays duration and billable amount (if applicable)

Time Categories

Organize your time with categories:

• Development
• Design
• Meeting
• Research
• Communication
• Other

Exporting Time Reports

1. Use the search/filter to find specific time entries
2. The data can be exported via the Reports section
3. Use for invoicing or client reporting

Expense Management

Adding an Expense

1. Navigate to Expenses from the sidebar
2. Click New Expense in the top bar
3. Fill in expense details:
   • Project: Which project this expense is for
   • Description: What the expense is for
   • Category: Type of expense
   • Amount: Cost
   • Date: When the expense occurred
   • Receipt: Optional notes about receipt
4. Click Create

Expense Categories

Common expense categories:

• Software/Tools
• Stock Assets
• Travel
• Meals
• Office Supplies
• Other

Viewing Expenses by Project

Expenses are automatically associated with projects. View all expenses for a project:

1. Open the project
2. Go to the Expenses tab
3. See all expenses with totals

Expense Filtering

Filter expenses by:

• Project
• Category
• Date range

Invoice Management

Creating an Invoice

1. Navigate to Invoices from the sidebar
2. Click New Invoice in the top bar
3. Fill in invoice details:
   • Client: Select the client
   • Project: Select the project (optional)
   • Invoice Number: Auto-generated or custom
   • Issue Date: When the invoice is issued
   • Due Date: Payment deadline
   • Items: Add line items
4. Click Create

Adding Invoice Items

1. Click Add Item
2. Enter:
   • Description: What you're billing for
   • Quantity: Number of units
   • Rate: Price per unit
   • Amount: Automatically calculated
3. Click Add

Generating Invoice from Time Entries

Invoices can be automatically generated from projects with billable time entries and reimbursable expenses:

1. Navigate to Invoices from the sidebar
2. Find the project in the active projects list
3. Click Generate Invoice next to the project
4. The invoice is automatically created with:
   • All billable time entries as line items
   • All reimbursable expenses as line items
   • Automatic calculations for totals

Invoice Status

Invoices have different statuses:

• Draft: Not yet sent
• Sent: Sent to client
• Paid: Payment received
• Overdue: Past due date

Recording Payments

1. Open an invoice
2. Click Record Payment
3. Enter:
   • Amount: Payment amount
   • Date: Payment date
   • Method: Payment method
   • Notes: Additional information
4. Click Record Payment

Printing/Exporting Invoices

1. Open an invoice
2. Click Print or use browser print (Ctrl+P / Cmd+P)
3. The invoice is formatted for printing

Invoice Numbering

Invoice numbers are auto-generated using a timestamp format:

• Format: INV-{timestamp}
• Example: INV-1704067200000

Each invoice receives a unique number based on when it was created. You can edit the invoice number manually after creation if needed.

Reports & Status Updates

Generating Status Reports

1. Navigate to Reports from the sidebar
2. The page shows overall project metrics at the top
3. Fill in report sections:
   • Summary: High-level summary and overall project status
   • Shipped: What was completed and delivered
   • Next: Upcoming work and milestones
   • Risks: Potential issues and blockers
   • Budget Burn: Financial overview and budget status
4. Click Export PDF to generate and download the report

Using Report Templates

1. Select a template from the dropdown
2. Click Load Template
3. The form is pre-filled with template content
4. Customize as needed
5. Generate PDF

PDF Export

Status reports can be exported as PDF:

1. Fill out the report
2. Click Generate PDF
3. The PDF downloads automatically

Report Metrics

The Reports page automatically calculates:

• Total projects and their status
• Total hours tracked
• Total amount invoiced
• Budget utilization

Settings & Branding

Customizing Your Brand

1. Navigate to Settings from the sidebar
2. Go to the Branding section
3. Customize:
   • App Name: Your business name
   • Custom Logo: Upload PNG or SVG (max 2MB)
   • Accent Color: Your brand color
   • Theme: Light or Dark mode

Uploading a Custom Logo

1. Click Upload Logo (PNG or SVG)
2. Select an image file
3. The logo appears in the sidebar
4. "Powered by Makarios" appears below your logo

Removing Custom Logo

1. Click Remove next to your custom logo
2. The default Makarios logo is restored

Default Settings

Configure default values:

• Default Hourly Rate: Used for new projects
• Default Tax Rate: Applied to invoices
• Invoice Footer: Text shown on all invoices
• Time Rounding: How time entries are rounded

Theme Selection

Switch between Light and Dark themes:

1. Go to Settings > Branding
2. Select Theme: Light or Dark
3. The entire application updates immediately

Keyboard Shortcuts

The ? icon in the top bar is available for future keyboard shortcut functionality.

Data Management

Exporting Your Data

1. Navigate to Settings
2. Go to Data Tools section
3. Click Export Data
4. A JSON file downloads with all your data

Importing Data

1. Go to Settings > Data Tools
2. Click Choose File
3. Select a previously exported JSON file
4. Click Import Data
5. Your data is restored

Backup Recommendations

• Export your data regularly (weekly recommended)
• Store backups in multiple locations
• Name files with dates: makarios-backup-2024-01-15.json

Resetting All Data

1. Go to Settings > Data Tools
2. Type RESET in the confirmation field
3. Click Reset All Data
4. All data is permanently deleted

Tips & Best Practices

Project Organization

1. Use Tags: Tag projects and tasks for easy filtering
2. Set Realistic Deadlines: Use due dates to prioritize work
3. Break Down Large Tasks: Create subtasks for complex work
4. Use Intake Forms: Create reusable intake forms for common project types

Time Tracking

1. Start Timer Immediately: Don't forget to track time
2. Use Categories: Categorize time for better reporting
3. Review Weekly: Check your timesheet weekly for accuracy
4. Billable vs Non-Billable: Mark time appropriately

Invoicing

1. Invoice Regularly: Don't let invoices pile up
2. Use Time Entries: Generate invoices from tracked time
3. Follow Up: Track invoice status and follow up on overdue payments
4. Keep Records: Export invoices for your records

Budget Management

1. Set Budgets Early: Define budgets at project start
2. Monitor Regularly: Check budget status on dashboard
3. Track Expenses: Record all project expenses
4. Adjust as Needed: Update budgets if scope changes

Client Communication

1. Use Intake Forms: Create structured questionnaires to capture requirements systematically
2. Send Status Reports: Keep clients informed with regular reports generated from the Reports page
3. Document Everything: Use notes and descriptions liberally in projects, tasks, and time entries
4. Track Time Accurately: Use time tracking to provide detailed billing information

Data Safety

1. Regular Backups: Export data weekly
2. Multiple Copies: Store backups in different locations
3. Before Updates: Always backup before major changes
4. Test Imports: Verify backups work by testing imports

Troubleshooting

Application Won't Start

Windows:

• Right-click Start Makarios Tool.bat and select "Run as Administrator"
• Check if port 4173 is already in use
• Try a different port by editing server/serve.js

Mac:

• Right-click Start Makarios Tool.command and select "Open"
• If blocked, go to System Preferences > Security & Privacy > Allow

Data Not Saving

• Check browser console for errors (F12)
• Ensure localStorage is enabled in your browser
• Try clearing browser cache and reloading

Logo Not Displaying

• Verify the image is PNG or SVG format
• Check file size is under 2MB
• Try uploading a different image

Performance Issues

• Close other browser tabs
• Clear browser cache
• Export and re-import data (may help with large datasets)