With Gusto Project Tracking, you can view and create projects to see workforce costs. Employees can track hours spent on projects and tasks and you can get a report detailing the cost of your team’s time, including wages, benefits, taxes, and more.
Project time tracking is available to our Plus and Premium customers. If you don’t have access to this feature, upgrade your plan.
At this time, Gusto Project Tracking is not compatible with pay schedules set up by "employee type" or for contractors.
Once your project has been created, employees can track their hours to it. From there, you'll approve or deny their hours, then process payroll as normal.
Edit a project
Delete a project
Deleting a project will also delete past reporting data. At this time, there's not a way to archive a project.
Deleting a task from a project will also delete past reporting data.
Not included at this time: manager approvals, location tracking, contractor project tracking, and overhead or material cost tracking.
A table will generate with the information you selected. If you need to download the table, select the Download button.
For a full detailed report on project tracking, follow the steps in the workforce costing report dropdown below.
Q: I have non-exempt employees who track time for payroll. How does this work for them?
A: Non-exempt employees still clock in and out as usual. Projects are tracked independently, in a separate tab of the Time tracking section.
Q: Can I see real-time workforce costs for my projects?
A: For now, you're only able to view real-time project hours that have been tracked by your team in their hours section. You can see up-to-date workforce costs for a given project after you've run payroll.
Q: How does this work for employees who track time for payroll, projects, and tasks?
A: Employees who track time for payroll and projects can select which project and task they're working on when clocking in and out.
Q: How does this work for employees who only track time to projects?
A: Employees who track time for projects but not payroll will be able to track project and task time using a separate weekly timesheet in the Time Tracking section of their account. If you add the employee to time tracking for payroll, the weekly timesheet will be replaced by the ability to select a project from a dropdown menu whenever an employee clocks in and out. Project and task hours tracked on the old timesheet will still be reflected in workforce costing reports.
At this time, Gusto Project Tracking is not compatible with pay schedules set up by "employee type".
To run the report after processing payroll(s):
To run a new report grouped by project, but with different information, start the process again.
Mapping by projects (as opposed to job codes or departments) is good for businesses with multiple people in the same role and when some employees work hours in one role and other hours in another role.
Project mapping is not available for Aplos, Freshbooks, or QuickBooks Desktop.
If you use QuickBooks Classes, you can also map your projects to Classes in step 9 below. The same expense account can be used for each team and have an assigned QuickBooks Class—this keeps the reports in QuickBooks much cleaner and easier to understand.
If multiple projects share tracking categories, there will not be separate line items when synced to your accounting software. Instead, the project wages will be lumped together.
These transactions will be exported by project to your accounting software account. If any projects are left unmapped, they will sync based on the original chart of accounts mappings.