Paymo is a project management application that allows users to organize work into projects, tasks lists, and tasks. It offers features like time tracking, team collaboration, invoicing, and reporting. The guide provides an overview of Paymo's interface and walkthroughs for key features like creating projects and tasks, tracking time, generating invoices, and customizing the application for a team's needs. It is aimed at helping new users understand the basic concepts and functionality of Paymo.

1. The 20 minute guide to learn 80% of all you need to
know about the app… and give your business a boost!

2. Whether you’re a project manager, team leader, or an
employee, Paymo will help you reduce your stress levels while
working. The features and tools it offers allow you to organise
your work better, improve collaboration and communication
with co-workers, keep you informed on the progress, and move
your projects forward.
This brief guide is meant to help you “start the engine” and get
familiar with basic concepts, features and options. If you need
further help you can get in touch with us through the in-app
help system (“?” icon located on the bottom-right side of the
screen). We’re glad to answer your questions and help you out!
Let’s get started!
1
Introduction
Thank you for choosing Paymo!
We can only hope it will suit your team’s
and business needs.
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3. Contents
2
1. Introduction pg 1
2. Paymo overview pg 3
3. Interface pg 4
4. Invite team members pg 5
Your first Project
Types of Projects
pg 5
pg 7
5. Working with tasks pg 8
6. Working as a team pg 11
7. Tracking and adding time pg 12
8. Invoicing pg 15
9. Reports pg 17
10. Windows/MAC Widgets pg 20
11. Mobile apps pg 22
12. Miscellaneous settings pg 23
User types
Interface tunings
Interface language
Apps
Pricing
pg 24
pg 25
pg 27
pg 27
pg 27
13. Moving Forward pg 29

4. Paymo is a modern project management application dedicated
to small and medium businesses that allows you to break
projects into task lists and tasks, delegate responsibilities, set
deadlines, track time at the office and on the go, issue
estimates, invoices and reports, manage and collaborate with
clients and co-workers.
It offers a lot of functionality, but in the meantime it’s also
flexible, allowing you to personalize and adapt it to your
specific business needs.
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Paymo Overview
An online app for your team. 2

5. 4
Interface
Quick access to all sections. 3
MENU
Offers quick access to all
important features.
INFORMATION SCREEN
Expands and displays detailed
information about the selected
option in an intuitive and
structured way (default view:
dashboard).
HELP ICON
You can send us a message and
ask for help by clicking on this
icon.
WEB TIMER
Tracks time spent on tasks.
SETTINGS
Offers quick access to account
and company settings, widgets
and mobile apps download.

6. The first thing to do after creating the account is invite team
members. Click on Users → Add User. On the screen that
appears you can define their Name, Email address, as well as
the privileges they have in Paymo. After you click Save User, they
will be notified by email.
You can also add users when you create a new project.
Your first project
A Paymo project has the following structure:
Project → Task list → Task.
This means that you can’t create a task list or a task without
creating a project first.
5
Invite team members
Getting started is extremely easy. 4

7. To create your first project go to Projects and click on the Add
Project button.
6
TIP
A project has to be assigned to a client, so if you haven’t
set up one yet, you can quickly add one here by pressing
the [+] sign near the client field. To fully set up clients
you should head to the Clients section.

8. Types of projects
There are 3 types of projects (by billing type) you can choose
from: time & materials, flat rate and unbillable.
You choose the first one when you have set an hourly rate. The
second one is used when you know the price of the project
from the beginning. The unbillable project is mostly used for
internal projects that you won’t bill.
From this screen you can add a description, set the number of
budget hours allocated, choose a color, and assign other users
to it.
7
TIP
In Paymo there are different rates that you can use
when you choose a Time and Materials project. You can
choose what’s the rate that has priority.
In case the hourly rate for the selected option is not set
yet, Paymo will use other fallback rates that are
available.

9. To create a task list choose the desired project and click on Add
Task List button.
*If you choose to skip the task list creation, all the tasks you
create will be placed in a “Default task list”. If you add a new
task list, the Default one will become visible (you can rename it
or delete it if you no longer need it).
To add a new task, click on the Add task link and write down the
task name. Press the Add task link again (or hit Enter) to add a
new one.
There are several options available here, each one represented
by a small icon when you move your mouse over a task (some
types of users have restricted access to some options) - from
left to right:
• start the timer - it starts tracking the time worked for that
task
• full task details
• add a description
8
Working with tasks
Break projects into smaller tasks and
stay organized.
5

10. • assign the task to specific users
• set a due date
• upload/attach a file
• add a comment
• delete task
Both task lists and tasks can be reordered. To reorder task lists
click on the small icon in front of them and use drag&drop
feature to reorder them.
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11. 10
TIP
• You can also use drag&drop to move a task from a
task list to another.
• If you’re working on similar projects most of the time,
you can save a lot of time and effort by creating a
template from a task list (click on Templates → Save
tasks as template) and use it for your next project.

12. Paymo is best suited for teams (from small to large) because it
offers the right features for collaboration and team
management.
Through discussions you keep everyone involved in a project up
to date with what’s happening. Use them to let people know
about new developments, ask questions, and freely discuss
anything about the project. Click the small comment icon near
a task to add a comment or related question.
You can also keep all your work files in Paymo by uploading
them into your account. Files can be attached to any tasks or
discussions, previewed in browser or downloaded when you
need them. There’s no space storage limit.
Working as a team
Keep everyone in the know. 6
11

13. There are three options to track worked time: online - via the
web timer, on your desktop - via the MAC/Windows widgets
and on the go - via Mobile Apps.
Tracking time with the web timer is as simple as clicking on the
small green icon near the task you want to work on. Click Start
when you start and Stop button when you’ve finished or you’re
taking a break. When you click Stop, a time entry is created and
added to your Timesheets.
Tracking and adding
time
Making every minute of your work
matter.
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12

14. You also have the possibility to add time manually later (in case
you’ve forgotten to start the timer): go to Timesheets and click
on the Add Time button. Here you’ll be prompted to choose the
appropriate Project/Task list/Task, and choose a time interval or
duration.
You can download the apps from here, or in-app by clicking on
your name (bottom left corner) → Add-ons.
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15. 14
TIP
• If you’re a project manager you can add time for all
users assigned to that project.
• The online timer can be undocked, minimized and
moved freely around the screen.

16. Invoicing in Paymo is a pretty simple and straightforward
process. It allows you to issue invoices and get paid for your
work, making it especially easy if you bill for your time.
The first thing you’ll have to do is customize your invoicing
options (click on your name → Settings for your company →
Project Accounting).
You’ll be able to set due interval, taxes, appearance or online
payment options.
After you’ve finished with customization, you can start issuing
invoices. Just go to Invoicing and click on the Add Invoice button.
An editable invoice will appear on the information screen and
you’ll be able to edit/enter data. After you finish, click on the
Save button.
The invoice will be saved as “Draft”. On the same screen you
will see some self-explanatory options like Edit, Delete, Print,
PDF, Clone, View associated payments or Mark an invoice as
“Draft”, “Sent”, “Paid” or “Void”.
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Invoicing
Get paid for your work. 8

17. On the bottom of the page there’s the invoice permalink. Your
clients will be able to access the invoice through this link.
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TIP
The invoices can be paid online by your clients and will
be marked as “Paid” automatically if you connect your
Paymo account with your payment gateway (click on
your name → Company Settings → Project Accounting →
Online payment Gateways)

18. To create a new Timesheet report head to Reports → Add Report.
There are two types of reports available: static and live. The
difference between the two is that the live report will update its
data each time someone is accessing it, while the information
on the static report will remain unchanged for the selected
period (like a snapshot).
Reports
Timesheet Reports help you and your
clients stay in the know and make better
decisions.
9
17
TIP
If you share live reports with your clients, they will be
able to see live progress for their projects as work gets
done.

19. Select the information you want to appear on the report and
click Save. On the report screen there are several options
available. You can Edit, Delete, Clone, Export as Excel/PDF or
change the shared status.
As with the invoices, on the bottom of the page there’s the
report permalink. The client can access the report through this
link.
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20. TIP
You can display the report as bar or pie charts by
clicking on the icons located in the top-right corner.
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21. If you need more options and flexibility when you track time,
Paymo offers desktop widgets for Windows and Mac.
To download the latest version click on your name and select
Add-ons. Compared to the web timer, widgets offers you more
convenient options.
Windows/MAC widgets
Track time on your desktop. 10
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22. Besides the fact that you can track time, you can also add a new
task and time entries or mark a task as completed.
21
TIP
• If you’ve made some changes in your online account
(for example, you’ve added a new project), clicking the
green button in the top left corner will update that
info in the widget.
• On Windows the widget can be moved around the
screen. Next time when you start the program, it will
be placed in the same position you left it.
• You can add time by clicking on Entries and click inside
the area. You can also use drag&drop to add an entry
during a specific interval.

23. If you want to deliver your projects on time, you’ll sometimes
find yourself in the situation to work while traveling. And that’s
exactly when you need to have the projects on your
smartphone. Paymo app for your Android/iOS device allows
you to work even if you’re not at the office.
Online/offline work
Any changes you’re making while working offline will be
automatically synchronized with your online account when you
connect to the Internet.
The applications allow you to create new projects, task lists and
tasks, add new clients, track time, view a list of your tasks, and
add time entries to your Timesheet.
Mobile Apps
Work on the go. 11
22

24. Paymo has been designed and is constantly improved to be
easily customizable and adaptable to your needs. Below are
some tips that will help you do that.
The application gives you the possibility to set options like
currency, language, timezone, date format and some more. To
access these click on your name (bottom left corner) and
choose Your Settings or Company Settings. If you pay attention,
some options can be found in both sections (like language or
timezone). The reason is that when you’ve already created an
account and invite new users, those users accounts will have
some active options predefined based on your Company
Settings.
Regular users can’t access Company Settings, but they can
control some aspects of Paymo using the Yours Settings option.
These settings override the ones in Company Settings (for
example, if English is set in Company Settings and German in
Your Settings, the interface for the user will be in German). If
your team works in different timezones, each user will be able
Miscellaneous settings
Customise Paymo to fit to your needs. 12
23

25. to set up to work in his own timezone, however reports will be
converted to the Company Settings timezone.
Example: A company from the US using Paymo is working with
a freelancer from France. In Company Settings the company has
set the timezone to GMT-5, but the freelancer, because he lives
in France, will set the timezone in Your Settings section to GMT
+1 in order to see his time entries correctly. When the company
generates a report based on the freelancer’s work, the time
entries will be automatically converted from GMT+1 to GMT-5.
User types
For security and privacy purposes, there are 3 types of users in
Paymo: admin, project manager, and regular user.
While an admin has all the privileges, the project manager and
regular users have restricted access to specific areas (like
Company Settings, Users or Clients). In fact, the difference
between project manager and user is that the former can see
all the information about the project he has been assigned to,
while the latter can only see his own data.
An admin can change/add more privileges for a user by going
to Users → Click on a user → Edit User → Privileges. These extra
privileges include the ability to add projects, to manage
invoices, to manage estimates and the ability to track expenses.
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26. Interface tunings
If you want to have more space for the information screen, you
can hide the menu by clicking on the small arrow located near
the search bar.
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27. Another useful feature if you work often with a certain screen is
the New Shortcut menu button. This will allow you to go to that
screen in one click.
There are also two available themes, one “dark” and one “light”.
If you want to change between the two, click on your name →
Your Settings → Interface → Theme Name.
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28. Interface language
If English is not your primary language you can change the app
interface language to one of the following: Spanish, German,
French, Italian, Dutch, Czech, Danish, Finnish, Polish,
Portuguese (Brazil or Portugal), Romanian, Russian, Serbian
(Cyrillic or Latin) or Swedish. To change the language click on
your name → Your Settings → Date and Time Settings → Interface
Language.
Apps
If you click on your name (bottom left corner) → Apps, you can
define which applications will appear on the left menu and
change their order. For example, you can enable all the
information you want to see on the dashboard (just click the
Enable checkbox near the desired app, and after you finish click
Save on the bottom of the page).
Pricing
Paymo has been designed and will be improved to satisfy the
needs of small and medium companies/teams who are looking
for a robust project management application.
There’s a 15 day free trial available that offers full functionality.
After the trial is over, the price is $8.95/user/month. On top of
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29. that, there’s an invoice add-on available for paying customers
that allows you to generate unlimited invoices, estimates and
expenses for $9.95/month.
So, for example, if you have 15 users and you want unlimited
invoices you’ll be paying $144.2/month.
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30. As mentioned before, we’re constantly developing and
improving the platform.
We’re grateful for all the feedback we receive from you, we
listen, and we are taking into consideration and carefully
analyzing all the suggestions.
If you’ve found this manual helpful, please share it with your
co-workers who need help to get started.
We hope you’ll enjoy the Paymo experience and remember, you
can contact us anytime via the in-app help icon. You can also
reach out on Twitter: @Paymo and stay connected to the latest
updates and news via our blog: www.paymoapp.com/blog
Moving forward
So, what’s next? 13
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