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Projects, tasks, and sub-tasks
Projects, tasks, and sub-tasks

How Moxie thinks about clients, projects, tasks, and subtasks.

Michelle Lee avatar
Written by Michelle Lee
Updated over a week ago

Being your own boss means you've got to stay on top of things. Moxie's customizable project management system helps you streamline your workflow so that you can do more and stress less.

Moxie allows you to choose the view that works for you

  • Table (list)

  • Kanban (board)

  • Timeline (Gantt)


Projects with Moxie are made of three components: projects, tasks, and subtasks.

In scope: A project > a task > a subtask


Add a project using the + in the upper right corner or from the project icon on your homebase. Assign your project to a client or create a new client. After you create a new project, update it's details by clicking on the project name in project list.

Think of projects as the reasons your clients pay you - branding, Web design, UI research, or social media management.

At this level of project management you can:

  • Set billing - each project can have it's own project fee type with it's own rate.

  • Track time - use time tracking to measure how long you spend on the overall project for yourself or for your clients.

  • Set start and due dates - this will show ongoing projects in your homebase calendar so you don't over-book your time.

  • Grant client portal access - grant your client access for full collaboration on a project, allow read-only access or overview access, or make the project not visible.

  • Collaborate - add unlimited collaborators to specific projects in Moxie to allow them to work with you with only access to this project and it's tasks.

Pro tips:
​1) Set your default hourly rate at the client level on the client overview page. That rate will auto fill for every project you create with that client.

2) Save projects that you use on a regular basis as a template. From any project, click edit on the overview screen and choose "Save project as template." Or set up a fresh template from your workspace settings in the lower left when you choose templates.

From a project's overview, you can see tasks, notes, invoices, and timesheets that are associated with that specific project.

Get paid your worth

The freelancer mantra is "never work for free." When you set up your projects, you can set up how you will get paid based on the way you like to work.

  • Hourly projects: Set a default hourly rate or an hourly rate per project. Use Time tracker to take the guesswork out of invoicing hourly. Your set hourly rate will apply to each task within the project.

  • Recurring projects: Set your retainer amount and period. Choose advanced or arrears payment.
    Pro-tip: You can also set hour estimates and retainer overage payment.

  • Fixed-rate projects: Assign a flat rate per each of projects.

  • Per item tasks: Assign rates per each task in a project.

Project types are assigned when you configure the fee type of the project.


Add a new task when you click in projects or tasks and then the + in the upper right. You can also add a task from homebase. Tasks are all associated with larger projects and their associated clients.

Pro tip: If you're creating a task for your own admin work, you can add yourself or "Admin" as the client and the project name and then create tasks nested under those headings. This allows you to track your unbillable time and adjust your rates accordingly.

The items of work you complete are called tasks - they're tangible things that can be delivered to the client - blog, landing page, website, logo, etc. Several tasks often make up a project.

At this level of project management you can:

  • Bill using per item pricing - set different pricing structures per each task in a project. These items are saved to your product/service library for easy use later.

  • Track time - you or your team can track all your time to a specific task

  • View progress in the table, kanban/board, or timeline/Gantt view - easily see which stage each task is in and how many tasks are in each stage of your process.

  • Move tasks through your process - update statuses on your tasks as you move them through your work flow.

  • Integrate with calendar or timeline - use Moxie's calendar or project management timeline view to manage your workload. Easily see when big task due dates are coming up.

  • Keep the details together - write notes, attachments, and assign to a collaborator.

Pro tips:
1) @ mentions tag clients or collaborators that you have added as team members.
2) Use the "Share" button to share a link direct to this task to anyone with a Moxie account.

3) Assign tasks to anyone you are working with.

4) Only tasks priced per item that are in the completed column will show up as tracked items when you create an invoice.

5) Allow your clients to review before moving to the next phase in your process. See how with your client portal.

6) Easily duplicate tasks by clicking "Duplicate" in the upper right corner. This will keep the task name (plus "Copy of" so you know you're in the newly duplicated version), client, project, assignee, due date, description and subtasks. Edit as necessary - including moving to a new project or client.

7) Add more task statuses by navigating to Workspace settings and clicking "Project settings." You can also add a new status from the kanban view. To the right of your furthest column there is an "+ Add new status" button here you can add an additional status.

Recurring tasks

To create a task that happens at a set frequency, set up your client and project or click on an existing client and project. Click a project and then tasks then choose the recurrence icon from the upper right.

Set up how often you want a recurrence to happen and the interval. For example, if you choose recurs: 1, interval: year, it will happen once per year. If you choose recurs: 2, interval: month, it will happen every 2 months.
Add a name for the task and optionally a description, assignee (if you are work with collaborators) and a rolling due date based on the start.

A recurring task will automatically be set to the earliest status in your project management workflow. Edit a recurring task anytime by clicking the project > tasks > recurrence icon.


To create a subtask, open a task and choose "Add subtask." Type and check off subtasks in direct proportion to the level of endorphins you feel when you check them off. Subtasks can be removed and reordered by mousing over it and using the icons on the right.

The steps that you take to complete task are subtasks. Think checkboxes and type-a people (probably).

At this level of project management you can:

  • Keep granular detail on your task

  • Track what percentage of the task is complete

Pro tip: If you have a task with several subtasks that you repeat, you can click "Duplicate" in the task to make a copy. Once you've made a copy, you can change the name of the task and/or move it to another client or project.

4 reasons for accurate project management:

  1. Track time: Track your billable time to a project or a task. Use this to observe trends so that you can better estimate time for future projects and price them accordingly (e.g., how long does a 750-word article typically take?). This also allows you to estimate your workload so that you can create accurate and realistic deadlines that your client can rely on.

  2. Create accurate invoices: Keeping your projects organized also means that your billing process will be more organized. Moxie also allows you to automate your invoices.

  3. Actually manage projects: Stay on top of your projects for each client by choosing the views and systems that work for you. Set due dates, take notes, and attach files as necessary.

  4. Everything all together: Keep all project communication, files, and notes in a central location for yourself or your team so you never lose track of a note or a task.

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