Managing Task Library

Table of Contents

Task Library - Use Cases and Benefits

The Task Library in BigTime Quotes lets your organization define, manage, and standardize the services you sell—called Tasks—so quotes can be built quickly and consistently.
Each task includes all essential details: description, pricing format, fee type, role, rate, and other default values that automatically flow into a quote. Once approved, these tasks become part of the project’s budget and scope in BigTime Delivery, where they appear as project tasks.

Tasks created in the Task Library automatically become tasks in Delivery when a project is generated from a quote. Depending on your firm’s lexicon, these may appear under different names—such as Phase, To-Do, or Task—but they represent a one-to-one relationship between quotes and Delivery.

This article explains how to create, edit, and manage tasks in the Task Library, describes pricing options, and outlines how tasks are displayed to managers when creating quotes.

Why This Matters

Without a centralized Task Library, each quote must be built manually from scratch—often in spreadsheets or reused documents. This results in:

• inconsistent pricing,
• manual data entry, and
• disconnected workflows between sales and delivery.

The Task Library helps your team:

• build quotes faster and more accurately,
• align fees and effort estimates, and
• seamlessly convert approved quotes into projects with prefilled tasks, budgets, and rates.

Tip: Once your library is finalized, link tasks to Quote Templates to speed up future quoting.

User Rights Requirements

Only users with appropriate permissions can view or edit the Task Library.

Quotes Admin

• Full control of the Task Library and all configuration options.
• Can create, edit, and delete tasks and define global fields and pricing logic.
• Manages project templates and rate card associations.

Quotes Manager

• Can view and use the Task Library while building quotes.
• Cannot create or delete tasks or global fields.

Quotes Contributor

• Can create quotes using existing templates and tasks.
• Cannot modify or create new tasks.

Task Library Location

To access the Task Library:

1. Go to Sales › Quotes.
2. Click Admin Panel.
3. Open the Task Library tab (the view name can differ depending on your firm’s lexicon).

If your firm is newly provisioned, you’ll see an empty state with a button labeled Add New Task.

Note: When a task is created, it’s automatically added to your global Add-Ons list so it can be reused across quotes and templates

Add Tasks

Tasks represent the services you sell—like Implementation Sprint, Data Migration, or System Review. Each task can be configured with a specific pricing model and fee logic.

General Steps to Add a Task

1. In the Task Library, click Add Task (+).

2. Enter a Task Name.
3. Select a Pricing Format.

There are 5 pricing formats to choose from: 

1. Hourly
2. Fixed Price
3. Item Based Billing
4. Simple
5. Materials/Expenses

Note: The Pricing Format only controls how the Task Table is structured. It doesn’t dictate how the client is billed on the final invoice. This applies to all pricing formats, not just Hourly.

Note: Each pricing format is described in detail in the sections below.

4. Assign a Role (if available for the selected Pricing Format) and optional Total Hours, # of Weeks, Bill Rate, Cost Rate, and Fees.

Note: The Role field doesn’t appear in all Pricing Formats.

5. Choose the appropriate Fee Type (if Item-Based Billing).
6. Add optional fields:
   • Start/End Dates
   • Internal Notes
   • Custom Global Fields
7. Click Save.

The new task now appears in the library and can be used in future quotes and templates.

Add Hourly Task 

Use this format to structure tasks based on hours and rates for each assigned role.

To create:

1. Click Add Task.
2. Select Pricing Format: Hourly.
3. Assign a Role and optional Total Hours, # of Weeks, Bill Rate, Cost Rate, and Fees.

The Cost Rate will prefill based on the Default Cost Rate assigned to the Role (found in Field Values › Role).

The Bill Rate can be entered manually at this stage. If it’s left blank, the system will automatically pull the rate from your Rate Cards when the Quote is created.

4. Optionally click +Add Row to add more roles related to this task.
5. Add Description if applicable. 
6. Save.

This type automatically calculates the total fee based on the number of hours multiplied by the rate.

Add Fixed-Priced Task (Fixed Fee)
 

Use this format to define tasks with a fixed total fee that doesn’t depend on hours or rates.

To create:

1. Click Add Task.
2. Select Pricing Format: Fixed Fee.
3. Enter the Total Hours.
4. Optionally enter the Fee of the Task in the Subtotal field
5. Optionally click +Add Row to add more roles related to this task. 
6. Add Description if applicable. 
7. Save.

The Fee field in this format is editable — users can manually input or adjust the fee amount for the task.

The Subtotal section under the table dynamically displays the total fee value entered.

You can find an example of a filled in Fixed Fee Task below: 

Add Item-Based Billing Task

Use this format to organize tasks by milestones, percentages, or retainers for better project tracking.

This pricing format is best suited for projects that will use the Item-Based Billing calculator during invoicing, as it allows users to predefine the Fee Type and automate billing logic.

To create:

1. Click Add Task.
2. Choose Pricing Format: Item-Based Billing.

3. Select Table Pricing Format. You can choose from Hourly, Fixed Price, Simple and Materials/Expenses. 

4. Under Fee Type, select one of:
   • Time & Materials
   • Milestone Billing
   • Percent Complete Billing
   • Retainer Billing
   • Non-Billable

Note: Selecting a Fee Type here is for automation and efficiency only. It helps BigTime automatically apply the correct structure when the project is created in the case the project is going to be billed using the Item Based Billing invoice calculator. The Fee Type can always be modified on the Quote and/or when the Task gets created in Delivery.

5. Enter a Role. 
6. You can also indicate Total Hours, # of Weeks, Bill Rate, Cost Rate and Fees for this task, if applicable. 
7. Optionally click +Add Row to add more roles related to this task. 
8. Add Description if applicable. 
9. Save.

You can find an example of a filled in Item-Based Billing Task below: 

Add Simple Task

Use this format to create high-level or placeholder tasks without detailed role or rate data.

To create:

1. Click Add Task.
2. Select a Pricing Format: Simple.
3. Enter a Task Name and Fees only.
4. Optionally click +Add Row to add more roles related to this task. 
5. Add Description if applicable. 
6. Save.

Details such as description, global fields, and price can be modified later or inherited from the selected rate card or template. The pricing format itself cannot be changed once the task is added to a quote.

Add Overheads: Materials & Expenses Tasks

Use this format to include cost-based items such as software licenses, travel, or hardware within the quote structure.

To create:

1. Click +Add Task.
2. Select Pricing Format: Materials/Expenses
3. Name the task clearly (for example: “Travel & Lodging,” “Software Subscription”).
4. Enter Quantity, Price, Markup (%). 
5. Optionally click +Add Row to add more items.
6. Add Description if applicable. 
7. Save.

A Subtotal price is calculated automatically based on the values provided in the table. 

Edit Tasks

Admins can edit any task in the library.

To edit:

1. Locate the task and click the Edit (pencil) icon.
2. You can update any of the following:
   • Name or Description
   • Role or Rate
   • Fee Type or Pricing Format
   • Default Hours or Fee
   • Notes or Global Fields
3. Click Save.

Note: Changes apply to new quotes only. Existing quotes keep their current task data.

Add Global Fields 

You can add Global Fields while creating or editing Tasks in the Task Library.

Global Fields let you attach reusable data points — such as Project Duration, Payment Terms, or Included Deliverables — to individual tasks. They help standardize information across quotes and make task-level data easier to track and report.

Follow the steps below to add a Global Field to a task:

Step 1: Click Add Task to create a new task or open an existing one for editing.
Step 2: Scroll to the bottom of the Add Task view and click + Add Field.

Step 3: A modal window titled Add Global Field will appear.. 
 

Step 4: From the Field dropdown, select the Global Field you want to assign to the task.

• You’ll see a list of Global Fields grouped by type — Text, Number, Date, Radio, Dropdown, or Checkbox.
  Example fields might include Project Duration, Department, Region, Discount Rate (%), or Included Deliverables.
• These Global Fields are pulled directly from the Global Fields Library previously created by the user. If no Global Fields have been added yet, this list will appear empty.

Step 5: Click Add to confirm.

Step 6: (Optional) If needed, change the selected field using the Field dropdown before saving.

Step 7: The selected Global Field now appears in the task view. You can enter or adjust its default value directly within the task.

Step 8: When all fields are configured, click Save Task. The system highlights the updated task in the list for 10 seconds and displays a confirmation message indicating that it has been successfully saved.
 

Change Pricing Format

You can change a task’s pricing format if your service model changes.

1. Edit the task. Go to Sales › Quotes. Click Admin Panel. Open the Task Library tab. Find the task you need to edit. 
2. Select a different Pricing Format (e.g., from Time & Materials to Fixed Fee).
3. Review new required fields (for example, Fee Type for Item-Based tasks).
4. Click Save.

Add or Delete a Row in the Task Table

When building a quote or editing a project template, you can add or remove tasks dynamically.

Add a Row

• Click the Add (+) button at the bottom of the table.
• Select a task from the Task Library or create one on the spot (if permissions allow).

Delete a Row

• Click the bin (🗑️) icon next to the row you want to delete.
• Confirm the removal.

Note: Deleting a row in a quote doesn’t delete the task from the library.

What It Looks Like for Managers

When Managers or Contributors build a quote, they use tasks directly from the library.

Flow Overview:

1. Open Sales › Quotes.
2. Click Create Quote.
3. Follow the setup panel:
   • Initial Setup
   • Client & Contact
   • Billing Model
   • Select Template or Tasks
   • Customize Quote
   • Choose Document Template
   • Review & Send
4. On the Tasks/Add-Ons screen, select tasks from the library.

Each task shows:

• Task Name and Description
• Fee Type (based on chosen billing model)
• Role and Hours (if available, dependent on Pricing Format)
• Rate or Fee

Manager Capabilities:

• Group tasks into task groups or sub-tasks.
• Adjust hours or total fee (if permitted).
• Switch rate cards; the system updates rates automatically.
• See warning tooltips when fee and rate mismatch occurs.

Once Approved:

• Tasks sync to the BigTime Project with their budgets, dates, and description..
• Each quote links back to its originating project for traceability

FAQ

How to Add Global Fields to Tasks?

Global fields are reusable attributes (like Department, Region, or Service Category).

Go to Admin Panel › Task Library › Edit Task › Global Fields and click Add Field.

Choose a field type (text, dropdown, date, or numeric) and assign a default value.

Once saved, the field appears on every task.

How to Add Default Values for Items in the Task Table?

Set default values directly in the Task Library.

For example, you can define:

• Default Role = Consultant
• Default Hours = 10
• Default Fee Type = Fixed Fee

These values automatically prefill whenever the task is added to a quote or project template.

How to Add Default Values for the Global Fields Added to the Task?

After creating a global field, open a specific task and enter its default value in the Global Field column.

This ensures the field is prefilled each time the task is used.

Are there any Risks Related to Editing Tasks?

No. Editing a Task in the task library will only impact tasks moving forward when selected for a Quote. In other words, any previous quotes that utilized that task will remain as is and not be affected.

Governance & Versioning

• Version History: Each quote stores a change log showing who created, modified, approved, or rejected it
• Task Updates: Updates to a task only affect new quotes. Existing quotes retain their previous configuration.
• Permission Tip: To keep your pricing library clean, limit “delete” rights to Quotes Admin users only.

Summary

The Task Library is the foundation of your quoting workflow. It bridges sales and delivery by providing consistent, reusable definitions of every service your firm offers.

With properly configured tasks, your team can:

• Produce accurate quotes faster,
• Maintain billing consistency, and
• Eliminate manual re-entry when projects start.