Projects & Tasks

Projects group your work for a client. Tasks break that work into trackable pieces.

Creating a project

Go to Projects → New Project and fill in the details:

• Name, A descriptive project name
• Client, The client this project belongs to (required)
• Project lead, An optional workspace member who owns this project overall. Does NOT replace per-task assignees; individual tasks can still be assigned to different specialists (Team plan only)
• Budget, The total project budget in your currency
• Hourly rate, The rate charged per hour for this project (used for billable amount calculations and invoicing from time entries)
• Start / End date, The planned project timeline
• Status, Planning, In Progress, On Hold, or Completed
• Notes, Internal notes about the project

Projects track both the budget and the actual cost as you log time and create invoices. If you set both a budget and an hourly rate, the project detail page shows a budget burn indicator, a progress bar showing how much of the budget has been consumed by billable hours.

Project statuses

• Planning, Work hasn’t started yet (default)
• In Progress, Actively being worked on
• On Hold, Temporarily paused
• Completed, All work is finished

Tasks

Each project contains tasks. There are several ways to create tasks:

Quick-add modal (keyboard shortcut)

Press T (or fn+T on Mac) from any page to open the quick-add task modal. Type a task name, select a project, optionally set a due date, and press Enter. The task is created without leaving your current page.

Inline creation on project pages

At the bottom of the task list on any project detail page, click the “Add a task…” input. Type a name and press Enter, the task is created in that project with default settings. The input refocuses automatically for rapid entry.

Full task form

Go to a project and click New Task for the full form with all fields:

• Name, What needs to be done
• Status, To Do, In Progress, Blocked, or Done
• Priority, Urgent, High, Medium, or Low
• Estimated hours, How long you expect the task to take
• Assigned to, The team member responsible (on Team plan)
• Due date, When the task should be completed
• Notes, Additional context

One-click task completion

Every task row has a circle checkbox on the left. Click it to mark the task as done, the row gets a strikethrough and a confirmation toast appears with an Undo button (visible for 10 seconds). No need to open the task or change a dropdown.

Overdue task rescheduling

Tasks past their due date show an “Overdue” label in red. Click it to see quick reschedule options:

• Tomorrow
• Next Monday
• Pick a date, opens a date picker

One click reschedules the task. No guilt-tripping, just easy adjustment.

Kanban board and list view

Tasks can be viewed in two ways:

• Kanban board, Cards organized by status columns (To Do, In Progress, Blocked, Done). Drag and drop tasks between columns to update their status, or reorder them within a column.
• List view, A table of all tasks with inline editing for status, priority, and due date. Click a row to open the peek panel for quick edits.

Switch between views using the toggle at the top of the tasks section.

Drag-and-drop reordering

On the Kanban board, drag tasks to reorder them within a column or move them to a different status column. The sort order is saved automatically.

Searching and filtering

Use the search input at the top of any list page to find items by name. On the tasks page, you can also filter by:

• Client, See tasks across projects for a specific client
• Assignee, Filter by team member, yourself (“Me”), or Unassigned to spot tasks that still need an owner (Team plan only; defaults to “Everyone”)
• Status, Show only tasks in a specific status
• Priority, Filter by urgency level

Creating a task

Pick a client first, then pick one of that client’s projects. The project list stays scoped to the selected client so project names that repeat across clients (for example, “Payroll and Time Tracking”) stay unambiguous. Kiaro remembers your last client selection in this browser so the next task starts from the same place.

AI features on project pages

The project detail page includes contextual AI actions:

• Estimate Time (Tasks tab), AI-calibrated time estimates based on your historical task data
• Generate Lines (Invoices tab), Transform completed tasks into professional invoice line items
• Extract Learnings (Knowledge Base tab), Capture reusable knowledge from completed projects

Knowledge Base

Each project detail page includes a Knowledge Base tab where you can view and create articles linked to that project. Use it to document project-specific processes, meeting notes, decisions, and reusable content.

Time tracking on tasks

Each task detail page includes a timer bar, click the play button to start tracking time immediately. When you stop the timer, the entry is saved automatically. You can also log time manually using the form below the timer bar.

Tasks track estimated hours and logged hours so you can compare planned vs. actual effort. See Time Tracking for the full details on timers, weekly timesheets, and invoicing from time.

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