Kestrio User Guide

Learn how to use Kestrio across CRM, projects, tasks, time, billing, resources, settings, and docs.

New to Kestrio? Start with What Is Kestrio for an overview of the product, who it is for, and how the modules fit together.

This guide helps end users understand and use Kestrio module by module. It is written for customers, delivery teams, finance teams, resource managers, approvers, and admins.

Who This Guide Is For

Team members managing client work.
Project managers planning and tracking delivery.
Consultants logging time and expenses.
Finance teams creating invoices and credit notes.
Resource managers planning capacity.
Approvers reviewing submitted work.
Admins configuring the workspace.

Core Modules

How Work Flows Through Kestrio

Most teams use Kestrio in this order:

Create or import an account and contacts.
Configure reusable templates, custom fields, roles, and financial settings.
Track a sales pursuit as a deal, price it with a quote, and formalize it as a Statement of Work or Contract.
Create a project for the client engagement, either from scratch or from a template.
Plan phases, milestones, tasks, assets, and client portal visibility.
Assign team members and manage capacity.
Track work through tasks, comments, mail, status updates, and automations.
Run sprints or work the service desk when those modules are enabled.
Log time and submit timesheets.
Submit expenses when needed.
Review approvals.
Generate and send invoices.
Apply credit notes or payments when needed.
Use saved views, search, reports, and dashboards to monitor work.

Common Workflows

If something does not work as expected, see Troubleshooting.

Field References

Use field references when you need exact statuses, select values, required fields, or validation rules:

Common Terms

Term	Meaning
Account	A client or customer organization.
Asset	A file or folder in the workspace library.
Contact	A person at an account.
Deal	An individual sales pursuit, tracked from open through won or lost. Also called an Opportunity.
Quote	A priced, versioned offer built from a deal's line items.
Statement of Work (SOW)	A formal scope-of-work document generated from a quote, routed through approval and e-signature.
Contract	A formal commercial document generated from a quote, following the same approval and e-signature process as a SOW.
Line Item	A single priced entry on a deal, quote, SOW, or contract, using one of four charge structures.
Charge Structure	How a line item is priced: Time & Materials, One-Time Fixed Price, Pass-Through, or Recurring.
Product Catalog	A reusable library of sellable products and services, used to prefill line items consistently.
Project	A client engagement or delivery initiative.
Project Template	A reusable project structure for repeatable delivery.
Task	A unit of work inside a project.
Sprint	A time-boxed iteration of project work.
Ticket	A service desk request, incident, problem, or change.
Resource	A team member planned or allocated to work.
Time Entry	Logged work hours.
Timesheet	A grouped set of time entries submitted for review.
Expense	Spend submitted for reimbursement or billing.
Invoice	A bill sent to the client.
Credit Note	A credit issued against client billing.
Approval Request	A pending review for a record such as a timesheet, invoice, expense report, credit note, allocation, milestone, Statement of Work, or Contract.
Automation	A rule that runs actions when matching conditions are met.
Saved View	A reusable table setup with filters, columns, sorting, formatting, and formulas.
Portal	The client-facing experience for project updates, files, conversations, invoices, and action items.
Tiko	The AI copilot that searches, summarizes, and prepares actions.

Permissions

Your visible modules and actions depend on your role and permissions. If you cannot see a record or button, ask an administrator to review your access.