How do I use the Schedule?
The Schedule is one of the most powerful features in Harpoon. It's here where you’ll see your yearly revenue goal put into an actionable plan.
There are two aspects of the Schedule: project scheduling and revenue tracking.
Projects appear on your Schedule according to the start and end dates you gave a project when creating it. For example, if a project’s start date is January 2015 and its end date is April 2015 you’ll see those months blocked out on the Schedule for that project.
These dates can be changed at any time by editing your project and modifying the Start Date and End Date fields.
You’ll also notice that each project’s status is represented on the Schedule by the colored squares next to the project names.
These project status colors are also extended to the block color fills on the calendar. (To learn more about project statuses view this article.) As you add projects to your Schedule it becomes a high level view of what you are (or plan to be) working on from month to month as the year progresses.
But the real power of the Schedule comes when you layer revenue tracking on top of your project scheduling.
Besides seeing how your projects are scheduled for the year, the Schedule also displays your tracked revenue for the year. There are two types of tracked revenue you’ll see displayed on your Schedule: Collected Revenue and Expected Revenue.
Collected Revenue: This represents all of the actual invoice payments you’ve received from your clients. Collected revenue is represented by the solid green progress bar at the top of your Schedule (more about the progress bar in just a minute), and by the solid green circles within your Schedule’s calendar.
Expected Revenue: This represents all of the revenue you expect to receive, but haven’t received yet, and includes all of your outstanding invoices, Draft invoices, and any expected revenue you've added manually using the "Add Expected Revenue" action at the top of your Schedule. Expected revenue is represented by the striped green progress bar at the top of your Schedule, and by the striped green circles within your Schedule’s calendar.
Tracking expected revenue on your Schedule allows you to see into the future. It turns your Draft invoices into powerful forecasting tools. For example, if you know when you’re expected to get paid for your projects go ahead and create Draft invoices now, even before you send them to your clients. Or even quicker, you can use the "Add Expected Revenue" action at the top of your Schedule which allows you to quickly add expected revenue to your Schedule without needing to create an invoice just yet. Either way, getting expected revenue onto your Schedule is a great way to see where and when money will be coming into your business.
Yearly Goal Progress Bar
At the top of your Schedule screen is a yearly revenue goal progress bar. As you collect revenue (invoice payments) throughout the year the solid green bar will grow as you get closer to meeting your yearly revenue goal.
You’ll also notice a dynamic “Where you should be” marker on the progress bar. Based on the time of year, this marker is how much collected revenue Harpoon thinks you should’ve received at this point in the year in order to stay on track to meeting your yearly revenue goal by the end of the calendar year.
You might also notice a green striped bar that extends past your solid green collected revenue bar. This striped bar represents your expected revenue, and shows you how far along you are to hitting your yearly revenue goal if you include all of your outstanding invoices and Draft invoices for the year.
The progress bar provides a quick, at-a-glance view of your goal progress. If you want to dig into the numbers that drive the progress bar you’ll want to look at the Monthly and Accumulated rows at the bottom of your Schedule.
At the bottom of your Schedule you’ll find a row full of numbers labeled “Totals.” The green circles on your Schedule which represent revenue from invoice payments are tallied up and totaled for each month with that total being displayed in the "Totals" row. This row also accounts for your expected revenue. Let’s take a closer look.
The Totals row shows you how much revenue you should be aiming to bring in each month on average. It displays three types of numbers: Goal, Collected, and Expected.
Goal: This is how much revenue on average you should be planning to bring in each month. This monthly goal is initially calculated by taking your total yearly revenue goal and breaking it down into monthly, bite-sized pieces. But as your year progresses you'll notice that your average monthly goal for the remaining months of the year will automatically adjust based on how far ahead or behind you are at any given point in the year. For example, if in January you exceed your monthly goal you’ll see the monthly goal totals for the remaining months of the year reduce in amount. And if you end up behind in January you’ll see the remaining months of the year increase their monthly goal total amounts.
Collected: This is how much revenue (invoice payments) you’ve actually brought in each month. This number is based on the invoice payments you’ve received within each month. Your collected revenue is represented on the Schedule calendar by solid green circles.
Expected: This takes into account any outstanding invoices and Draft invoices for each month, along with any expected revenue for each month you've manually added using the "Add Expected Revenue" action, and adds their total amounts to the Collected total for each month. This shows you how much revenue you could expect for each month if you actually get paid for the outstanding and Draft invoices for those months, along with any expected revenue you've added manually. For example, if you’ve collected $2,000 in invoice payments for the month of March, but you still have $1,000 in outstanding invoices that are due in March and you've manually added another $1,000 in expected revenue via the "Add Expected Revenue" action, then your Expected revenue total would be $4,000.
The Schedule also provides quick summaries of your collected and expected revenue. This feature is a bit hidden, but really comes in handy when you need it. Simply click any solid green or striped revenue circle (collected or expected) and you’ll be greeted with a new Revenue Summary overlay.
The Revenue Summary conveniently lists all the invoices (and/or manually added expected revenue) that are involved in making up the collected or expected revenue circle that was clicked, including the invoice ID, amount collected (or expected), and status of each invoice. If you need to dig deeper a single click will present you with the Invoice Details screen of any invoice in the list.
For more information about how to use the Schedule view the Schedule support articles.