Knox Project Management System

• "How long will this take?"Before: a guess, every time. Now: the app suggests a quote from how long the same kind of task took us before.
• "Who's on what today?"Before: asking around. Now: everyone gets their plan by email at 7am, and sees it on My Tasks.
• "Did anyone log their hours?"Before: chasing at month end. Now: a nudge at 7pm that lists the tasks they touched but didn't log.
• "What do we bill this client?"Before: rebuilding the month in a spreadsheet. Now: each client has a link that already shows their hours and the amount.
• "Where's my work at?"Before: clients asking on calls and messages. Now: clients log in and see their own projects, without our hours or margins.
• "Who's doing well?"Before: gut feeling at review time. Now: a monthly score built from work delivered, with the method written down.

Asana tracks tasks. Our day runs on tasks, quotes, hours and bills, joined together.

• Four tools, not oneOff the shelf, this is a task tool, a time tracker, a quoting spreadsheet and an invoicing tool. Four logins, and nothing talks to anything.
• Clients inside, quotes hiddenWe want clients in the same project as the team. They must never see the hours behind a quote, or every quote becomes a negotiation.
• Our rules, not a templateHow we quote, what counts as late, who gets credit for a task. These are decisions about how Knox runs. A tool should follow them, not the other way round.
• No per-seat billEvery developer and every client would be a paid seat. Ours runs on hosting we already have.

A client’s list of work arrives as a batch. The app quotes it from our own history. A developer checks the hours and commits to a turnaround. Then the work happens on a board, time gets logged, and the bill builds itself.

• 7amEach developer gets their plan: overdue, due today, next.
• During the dayThey work from My Tasks, move cards and log time as they go.
• ClientsAdd work and follow it in their own projects.
• 7pmDevelopers get a "log your time" nudge. I get the whole team's day in one email.
• Month endClient bills are already in their timesheet links. I close the month's scores.
• AnytimeAnything that rewrites the record, like deleting worked-on tasks, waits for my approval.

Developers are scored monthly, 0 to 100, for reviews and bonuses. It counts work delivered: finished on time, close to the quote, not reopened, logged every working day. It never counts hours, because hours are easy to pad. Leave and holidays don’t count against anyone.

• WorkProjects, teams, boards and lists. Tasks with notes, subtasks, tags, files, comments and several assignees.
• QuoteBatches with a quote from history or a developer's hours. A client's PDF can become a batch through Claude.
• ClientsTheir own projects. They add tasks, comment and ask for revisions, and never see hours.
• BillA private link per client, by month, project, task and day, at their rate. CSV, print and PDF.
• NudgeEmails on assignment, comments and completion. Morning plan, evening reminder, team summary, announcements.
• MeasureAnalytics for the team, and the monthly score with points, levels and badges.
• PeopleCheck-ins, leave and holidays.
• SafetyArchive and undo anything. Big deletions and late quote changes need approval. Every score change is logged.

• For an internal tool, the rules are the product. Most of the work was deciding who sees what, and who gets credit for what.
• If it touches pay, publish the method. People trust a number they can check.
• Build on what people already use. A browser and their inbox. Nothing new to install, so the team actually uses it.