Tag Archives: project management tool

Software View

This view gives you a quick and updated general view of your business.  This is especially helpful if you are on the go, so you can quickly check what needs to be done and what  your  cash flow looks like. You can also edit it quickly from this view and it will save in the other modules as well.






Employees Management Module


Managing your employees should not be complicated. In this module you will keep track of all your employees records and files, update their salaries , their employment contract (monthly/hourly),upload their files such as employment agreements and CV etc. And, decide whether you want to give them online access in case you wish for them to update their project status and check their tasks on their own. The module is very flexible and user friendly.

Add a new Employee


Give them online access




Employee Cost automatically calculated into the other modules

What’s more is the unique feature where the employees salaries is automatically calculated and added to future expenses in the Quote, Cash-Flow and Project Management modules. All you need to do for this to happen, is to add the employee name to the other modules and their cost per hour will be calculated automatically. Many business owners forget to add employee time to their costs,especially one-off extra time. This expense has to be reflected per project and as in the cash-flow.

Here in the project module you can see an example of how the employee expense is being calculated automatically


Here you can see the expense in the cash-flow module


And see here how employees cost is automatically added to the quote


iQdesk 2.0 Business Management Software Press Release

Excellent PR websites and completely free. We recommend to use them in case you want to increase your business exposure. These websites are completely free to use.

This is what our PR looks like on these websites.

iQDesk Business Management Software second release PR

iQDesk 2.0 Busienss Management Software Press Release

iQDesk Small Business software Press Release

Is Project Management in Large Organisations better than in Small Ones?

Project Management is a tricky thing.  Having been a professional project manager myself for many years in large organisations, I can clearly say that running a smooth operational project, that both runs on time and within budget is almost impossible.Although as a project manager I have personally   managed multimillion dollar budget projects,  we have never completed a project on time, not to mention within budget! Working in large organisations this is often the case.

Project Management incorporates many factors and stages, and even more there are many stakeholders in a project  and each is trying to pull in his or her direction.

An old friend of mine wrote a very interesting book about this exact topic . Being a professional Project Manager himself, he was able to depict the true reality of organisational project management.  The organisational jargon and the usual excuses and delays that so commonly accompany any project management experience in large organisations.

Managing Stakeholder Expectations for Project Success

So why am I talking about project management methodologies in large corporations?  The reason is , simply to highlight an advantage that small business owners have. As small business owners, so often we feel inferior to the large organisations. Often we feel powerless and less attractive. We tend to believe that in large organisations everything runs smoothly and delays, poor management and to say bluntly project failures do not happen. I would like to stress quite the opposite. Large organisations, being so complex , heavy and politics driven , rarely succeed in delivering perfect projects.

As small business owners, we have the advantage of being flexible and politics free. We don’t need to drag ourselves through pointless profiling meetings and self marketing to the bosses. We don’t need to impress anyone but our clients, we don’t have a team of senior management to endlessly report to, we don’t service the blame policy and we can easily adapt to change and new methodologies.

Many small business owners, try to mimic the large companies. Many businesses try to play in the “big boys” field and so often fail. The secret is to to use the advantages a small business has over a large organisation and there are plenty.  When project management is concerned it is so much easier to manage it properly, easily and fuss free.









Business Management Software – iQdesk Project Management Module

iQdesk 2.0 offers a brilliant tool for any small or medium business owners. The unique features of this project management tool allow each and every individual of any level of education and skills to master project management easily, using the most advanced tools in the market today and without having to spend a lot of money and time reading project management books or taking expensive courses.
iQdesk 2.0 Business Management Software, does just that, here are some of the features you are going to see when you download the business software.
On this page you will see how serious management problems that a business owner faces all the time get resolved by the business software without having to work hard or to spend a lot of hours learning business management.

We can assure you that every day problems such as Time Management, Invoicing, Cash Flow Management,Employee Management,Client communication,Prioritization, Workflow Management and much more, all of these get easily addressed and fully resolved by using just the project page.

Project Summery


In this view you can update the project status and details, such as dates, budget, description, scale. The nice thing about this view is that you can edit the fields and add and modify fields according to your business requirements.

Add/Manage fieldAdd_field

New field showing according to your own requirementsadd_field2

Add/Manage status


New status showing according to your own requirements



You can also archive or delete a project from here, don’t miss out on the very useful Quick Financial Review button.

Quick Financial Review

Another Quick tool is this one Quick_financial_review

This is a quick financial review tool that you can use on the go. It will give you a quick outlook on the project finances just to make sure that the most important aspect of your business which is profitability is fully covered.

Production Management


This section of the project page, may look simple, but if you look closely you will see how powerful it actually is

Production Milestones

The part Production Milestones is basically EVERYTHING you need to do in that project. The nice thing about it, is that the software updates automatically with the production milestones straight from the Quote tool which you had already done. The Production Milestones can be accessed by your employees and they can easily update the progress on each milestone.

Once the progress is updated, the Gantt chart automatically updates as well. Giving you a clear graphic display of your project progress. Your clients who ordered this project can also access this page and see the progress of his or her project.

Create category


This is the new category you created, you can now add milestones under this category and assign to employees


The new milestone us now showing under the new category and the Gantt Chart automatically updates with the completion rate of the milestone


Project Tasks

The project tasks section, should already be updated from the tasks module itself. This section is essential to keep track of all the things you need to do with this project. You can assign a priority and get alerts when the due date comes. This tool comes in very handy especially for people who find it hard to prioritise their tasks.


Project Finances


This section of the project page, reflects one of the most important aspects of your projects.

This section shows you the finances of your project. On the left hand-side you get to see the money that should come in for the project phases (production milestones, any other payment that should come in) you can generate invoices and send them out to clients and manage your invoicing from there. Invoicing correctly is a skill that needs to be mastered as well, and this software does it for you.

Financial Milestones


Generate an invoice



Completely automated invoice is generated


Costs Per Project

On the right hand-side you will see the costs per project. It is not enough to see how much money is coming in but it is also essential to see how much money is coming out per this exact same project. You can easily manage your payments from this section and add employee time as an expense. Employee time will update automatically according with the previous employee rate your have entered in the employees management module.


All costs that are marked as ‘paid’ will feed in the current screen in the Cash Flow Management Module. All Costs that are still ‘in progress’ status will feed into the Forecast screen in the Cash Flow Management Module.


At the bottom of the screenshot you will see a quote section, this quote section will feed automatically from the quote tool. We have decided to add the quote here as a comparison tool. It is very important to see that you are not exceeding the quote you have given in order to maintain profitability per project.

The Quote of course can not be edited.




The last section of the project page, is a general management section of the project. Although it seems obvious, many business owners find it hard to find the relevant paperwork and contracts associated with a specific project and waste a lot of time trying to retrieve this information. Here you can upload all the contracts and specification documents and all the emails that are linked to this project, having all the files in one place makes sense and is purely good management.

The notes sections, is basically a chatting tool that records all the chats and communication you had with the client. This is far better tool than using emails. Take our word for it, we have been using this toll with our clients since we launched this business management software and it is the best. Not only does it keep good record of everything, you also know exactly where to find the relevant communication.
the calendar is a specifically tailored calendar that reflects the start date and deadlines of the project. it is gets updates automatically in line with the changes in dates you will enter on that page.


iQdesk 2.0 Project Management Software tutorial video

How do Business Software and green go together?

As many people are waking up to care for our planet, it feels like there is a green revolution out there.
People are realising that if we don’t work to save the planet ourselves, nothing will remain for the next generations. Continuing to abuse the planet and it’s livestock the way we do, must stop. It is not a large scale operation as it sometimes seems. If everyone will just do the following activities and incorporate them into our daily lives, recycle, save energy, walk and cycle more and avoid littering, these simple basic actions can make a huge impact on our environment.

My children are already growing up into a world , where littering is not an acceptable behaviour and recycling is part of life and not some innovating notion. Many children all around the globe are growing up learning that caring for the planet is an integral part of life.

How can us as business owners help? We all know about the large oil companies, the big factories and huge refineries and their long term impact on our environment. Can we counter-fight their disastrous effect?

We can, there are hundreds of millions of small businesses around the world. Unlike popular belief small and mid-sized companies are the backbone of the worldwide economy. Two of the major environmental disasters are the eliminations of forests and waste.

Think about this, if we all decide together, all of us hundreds of millions of small companies around the world, to become paperless in a time frame of one year, we can change the course of planet destruction. Absolutely no use of trees to produce paper, no use of polluting printers and inks, no paper waste at all.

Recently, I came across this blog post, which explains quite nicely the idea of going paperless.

Using a Business Software to run your small business can easily enable a business to become paperless. iQDesk 2.0 Business Management Software was designed with paperless qualities in mind.
All of its’ modules have been developed to allow a business to become paper-free and also to eliminate phone calls. Our own websites iqdesk uk and iqdesk 2.0 are not optimised for printing on purpose. When you start using business software, you can do all your filing, storing,management tasks and projects, your cash-flow, reminders , all paper-free. Your entire business can be run without being dependent on paper and without creating paper-waste and paper related waste.

We are proud to say that our business iQDesk Ltd. has been paper-free for almost a year, we don’t own printers on purpose to remind us, that there is no way to print anything or use paper. Also, the office expenses reduce dramatically when you become paper-less, there is almost no office supplies on the list.

Try it out and be green, small businesses can have a huge impact quite easily.


Added by iQDesk Ltd.

Business Software Google search indicates a changing trend in Small Business Management

When we developed iQDesk 1.0 back in 2008 we were determined to break the vicious cycle of Business Software users. We wanted to make small business owners realize
that they actually need to use some sort of automation tools to run their businesses. The corporate business world has moved on to using technology over a decade ago, and the phrase “Business Automation” was already deep inside the corporate jargon. The problem was that the small business owners never moved this fast and stayed behind with anything to do with management through technology.
Now , small business owners are actively seeking Business Software to run their business. If you judge by Google search itself you can see that hundreds of thousands are looking for business software and other related keywords every month. Looking back 10 years you would have found only a few thousands searching for any kind of Management Software.
This clearly indicates a change in trend, which is great. We wanted to educate people to use technology and automate many processes in their small business.

We knew that it was a matter of time, and many business owners were at first reluctant to use any kind of technology. They watched the big companies using the big brands which were mostly heavy to use, complex and had very little to answer a small business management needs.

When we released our iQDesk 1.0 which was Free Business Management Software it had a very slow start. The software was excellent especially for a free tool , so we couldn’t figure out why so few have downloaded it. Being a Development House we continued educating our clients about the need to use automated systems and other business software, if only just to make their life a little bit easier. We saw that most clients were actually open to the idea of changing the way they work.

We have also noticed that there were other small companies that started developing Small Business Software themselves which were quite good tools. A year later sometime around 2009-2010, we have noticed a shift in trend. It must have had to do with the banking crisis. Many small businesses have emerged and the search for Business Management Tools was massive! My theory was that many people who worked in the banking industry and other big corporation have been let go. Those people had a tremendous exposure to technology in their previous job at a large organization, so when they set up their new businesses they were naturally looking for business software to run their businesses. Those people didn’t need to be educated into using technology, coming from a big organization ,this is what they knew they needed.

Today, more than 25,000 people have downloaded iQDesk 1.0, most, if not all of the users are small companies. We are happy to be part of this changing trend.
We are now releasing a better and much much improved version of this business software, as part as our commitment to motivate small business owners to be the best they can.

Check it here, in our software tour page

Another huge advantage of using a Small Business Management Software

Managing a Small Business is no walk in the park. The hardest thing, apart from working and promoting your business, can be keeping up the motivation to work, day in and day out.
Since you don’t have a boss that checks on your progress and since you don’t really have any year-end appraisals or year-end bonus to work for, often finding the motivation to work, especially if you are working from home, can be very difficult.

People find motivation in many things, it could be the potential earnings you are going to make. Some can find it by feeling that they actually fulfilling their life goal. But having worked and analysed many small businesses, we have come to the conclusion that the strongest motivator is in fact external and by this we mean someone or something that monitors and encourages you to do better.

It could be in the form of a boss as mentioned earlier, a bonus or a positive appraisal. These motivators work well within the employee sectors, but what if you are a business owner? What can motivate you? After all, you don’t want to have a boss, and giving yourself positive year end appraisals is not very fruitful (some may disagree :)) The fact is , that we need something or someone to tell us when we are doing well, how we progress and where we’re behind.

Here comes the huge advantage of using a Small Business Management Software, apart from running your business, it can also act as your “boss” as a great and constant motivator. It will show you when you are doing well, if you are behind, where you need to improve. The best thing about using this kind of motivator is that it is completely free of any politics and other interests, it has purely your best in “mind”.

Using a Business Software, can do wonders to your motivation. All you need to do, is open it up and see how you are doing at any stage of your work 24/7 seven days a week.

Added by iQDesk Ltd.

What do most Business Management Software forget to do??

If you are here, you have most probably been searching the net for a good Project Management Software. If you are a freelancer or own a small company and have been looking for some time for a good Project Management Software, you must feel a little bit frustrated.
We have been looking for a Project Management Software for many years and have used many of them, some were paid for and some free, but we have always ended up ditching them and going back to old habits of not monitoring our projects properly, a thing which often resulted with not keeping deadlines and left us in situations where the left hand didn’t know what the right hand was doing.
You will be surprised how often this happens. Having worked myself for top organisations, I have often come across these situations. Some of these organisations had the most expensive Project Management Software in the market!
In our experience and from talks we have had with other business owners, they all want the same basic things from a Project Management Software. What they are basically looking for, is a software that doesn’t take a lot of time to understand. A Software that monitors in a clear way the deadlines and tasks ahead. A software that states clearly who is doing what and when, and most importantly, a software that tells you how much money you will earn from this project.
Bottom line, people kept looking for a Project Management Software that gives you clear information and tells you how much you are going to profit from the project.
Pretty logical no?
What people didn’t want to see was a Project Management Software that had a very long learning curve, that was not user friendly, that had many tools and features they didn’t need.
Many projects end up getting delayed because of pure management issues. Issues where business owners assume that the work was being done and it hasn’t even started. Deadlines that kept stretching endlessly. Invoices that had not been sent in time and payments that never arrived. The thing is, that all these problems could have been easily avoided by using a good Project Management Software which actually monitored payments and progress.
Knowing how much this kind of Project Management Software was in need, we set out to develop an entire module dedicated to Project Management tool that does just that.

Added by iQDesk Ltd.

Do you believe in your product?

I am writing this article today, after a conversation I recently had with an internet entrepreneur I met. This entrepreneur actually succeeded in selling one of her internet ventures to a big company for a lot of money about 10 years ago. But, since then, however hard she tried, she could not replicate her first success.
About two years ago, she launched a new venture , she managed to get investors’ money, she went out publicly in a vast media campaign including special features in prime-time television. It was looking great,there was a lot of money behind venture to drive it forward, but, it failed, and not just failed, it failed miserably.

The investors were furious,the small start up company with its employees had to shut its’ doors, the website got blocked and many users who started using the product were very disappointed for the time and effort wasted. Following this disappointing failure, she tried two more smaller ventures that failed as well.

And then I was asking myself, what was the thing that made the difference between the very successful venture which was sold and is still active, to the other ones which failed? initially, I thought maybe it had to do with timing? 10 years ago the market was not very saturated as it is now. But then I ruled this out, because we still see good internet successes very day. Then, I thought maybe it was a better product? but, I realized it had nothing to do with the product, because the other ventures that failed seemed like very good products as well. And then I thought , maybe luck? but , I think that you will agree with me, if you have been running your business for a few years already, you’d know by now, that luck has little to do with success, it is hard work and determination that eventually make it work .
Then it hit me, I knew exactly what made the difference between the enormous success of the first venture to the enormous failure of the ones that succeeded it.

When she set up her first event planning business, it was after she had worked in the field for several years. She knew the business inside out, she knew what the customers wanted and needed. She was confident about the business success because she knew what she was talking about. After all, she started out as an event planner herself. She believed in the business and believed in giving genuine value to customers around the world.
After she sold her first business, she was eager to replicate her first success, she was hungry to succeed, but she never really cared about the new products, all she wanted was to make a “killing” and get out quickly. The other ventures were related to the entertainment industry which she knew very little about. She never studied the market inside out. She never had any experience in this field and she started “big” instead of “small” . She was after the money and not the business. Her motivation changed from giving value to customers, to making a quick ‘Exit’. The biggest problem in my opinion was that she never knew her business inside out. The way she chose the new ventures was after she searched the internet, thought that she found “the next big thing” and went for it forcefully. Without having any real substance behind it, her business never had a chance to grow roots.

I think every entrepreneur need to ask himself or herself these questions:

Do I believe in my product?
Do I know my business inside out?
What is my true motivation in my business?

Added by iQDesk Ltd.