Keka Professional Services Automation is a robust cloud-based suite for professional services resource planning, project management, and time and expense management. If you are a technology or consulting organization that works with various clients and run multiple projects for these clients, PSA is an essential tool for you. 

Keka PSA overview

PSA is an all-inclusive management tool that helps you automate project management without having to rely on different applications. By enabling features such as timesheet submissions, the employees can use just the Keka HR portal to add and track the time they spend working on various client projects.

PSA also enables you to manage client invoicing and tracking payments from the clients all in one place. There are a lot of value-added features such as opportunity management that shows you the various project opportunities in the pipeline, use project cost analysis to understand the expenses you're incurring for the project, and a lot more.

What can PSA do for you?

PSA is a sophisticated tool that helps you manage clients and projects end to end. Here are some of the key features that you can manage through Keka PSA.,

Manage clients and projects

PSA will help you manage the different projects you are running for the various clients in your organization. You can also add your employees who are assigned to the project as resources to the projects. You can also break down the project into tasks and manage the status of these tasks. 

Manage timesheets

Client projects are typically billed based on the billable hours that the resources spend working on the project each week. With the PSA tool, you can enable daily and weekly timesheet submissions for your employees who have been assigned various projects. You can also manage the approval of these timesheets.

Simplify billing and invoicing for the client projects

Another essential aspect that the PSA tool takes care of is client billing. You can configure rate cards for each project and also define specific roles within the project that can be billed at specified rates. You can generate regular invoices for these clients based on the timesheet submissions that the resources who work on the project make. 

Manage resources in the project

One of the key features of the PSA module is resource management. Keka allows you to add resources to projects and manage the time these resources spend on the project. Timesheets allow resources to submit the time spent by them on these projects. There are additional features such as adding shadow resources, defining the billing rate for each resource, and also defining how many hours each resource can bill for any project. 

Track opportunities and plan resources

The opportunities feature enables you to stay on top of clients and project opportunities that are in the pipeline. By viewing upcoming projects and details such as resource requirements and timelines, you will be able to plan better and also optimize costs and resource utilization effectively. 

How does Keka PSA work?

PSA works based on the clients and projects. Say you have a client Acme Inc in your organization for whom you're running multiple projects- Project A and Project B. 

Keka allows you to add Acme Inc as a client in the PSA module. You can also configure both the projects that you're running for Acme Inc here in the projects section of the module. Keka supports 2 types of projects, majorly. 

Time and Material projects Or Bill Time - These are projects that are billed based on the number of hours that the resources spend on the project and also take into consideration the various products and services that are used to run this project. The resources will submit timesheets indicating the number of hours worked on the project and this can then be included in the billing. 

Milestone projects or Bill Milestones - Milestone-based projects are not billed as per the time that is spent on the project but focuses on certain milestones that have been defined when the project is being planned. The project is broken down into tasks and milestones. You can invoice a certain portion of the total project outlay based on the achievement of these milestones based on pre-agreed criteria. 

Non-Billable Projects - These projects aren't intended to generate revenue directly from clients. Instead, they might serve internal purposes, such as employee training, research and development, or other initiatives that don't involve charging clients for the work done. In such cases, the focus is on achieving specific goals or objectives within the organization, rather than generating income.

You can define the type of billing you want for each project you add. 

Once you have set up the project, you can assign resources to the project and also define rate cards based on which the hours spent by these resources will be billed. You can also further break down the project into tasks and assign them to the resources. You can also keep track of the status of each task as well as the overall project health while the project is running in your organization. 

Billing is one of the most powerful features of Keka. It allows you to generate invoices including the relevant line items. You can generate invoices periodically and share them with the client. You can also manage client payments by marking invoices as paid and ensuring that the invoices are paid within the specified time. 

The credit notes feature enables you to raise credit notes for clients instead of additional payments made by them in case of previous discrepancies in billing. You can also define various billing entities in the system if you want to use different entities for different projects/clients. 

How is Keka PSA related to the Keka HR Portal?

Keka PSA is a part of Keka's integrated suite of products. Keka PSA works on the data configured in the Keka HR Portal. Currently, the Keka PSA module is an add-on that has to be purchased in addition to the standard modules and features in the Keka HR Portal. 

Who should use Keka PSA?

Keka PSA is suitable for any professional services business that bills their clients based on the time that is spent on the project and needs a tool to track time spent by the resources on a project. Keka PSA is suitable for services businesses in domains such as IT consulting, management consulting, legal services, branding and marketing, and more.

PSA can do all this and more for your organization. Wondering where to get started? We recommend this. 

- Add a new client to your organization

- Add a project to a client

- Setup timesheet policies for the organization