How to Use Avaza: A Beginner’s Step-by-Step Guide

Learn how to use Avaza with this beginner-friendly step-by-step guide to manage projects, track time, create invoices, collaborate with your team, and streamline your business workflow.

By TechScaleMedia Editorial · Updated July 2026 · 11 min read

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Managing projects, tracking employee hours, handling expenses, and creating invoices can become complicated when businesses use separate tools for each task. Small businesses, agencies, and freelancers often struggle with keeping project progress, team workload, client billing, and financial records organized in one place.
Avaza is an all-in-one business management platform that combines project management, time tracking, expense management, resource scheduling, and invoicing. It helps teams manage projects, track billable hours, collaborate with clients, and improve financial visibility from a single workspace.
In this guide, you’ll learn how to use Avaza step by step, from creating your account and setting up projects to tracking time, managing expenses, creating invoices, and analyzing business performance.
Ready to simplify your project management and billing workflow? Let’s get started with Avaza.

How Do You Use Avaza?

Quick Answer

Using Avaza is simple:

• Create an Avaza account.
• Set up your company profile.
• Create projects and tasks.
• Add team members.
• Track time spent on work.
• Schedule resources and manage workloads.
• Record project expenses.
• Create and send invoices.
• Accept online payments.
• Analyze reports and project performance.

Prerequisites

Before getting started, you’ll need:

• An Avaza account
• Company information
• List of team members
• Active projects or client work
• Billing details
• Internet connection
• Payment gateway account (optional for online payments)

Step-by-Step Instructions

Follow these simple steps to set up your Avaza account, manage projects, track time, create invoices, and collaborate with your team efficiently.

Step 1: Create an Avaza Account

Visit the Avaza website and create an account for your business.

Choose a plan based on your requirements, whether you are a freelancer, small business, or growing agency.

During setup, you may need to provide:

• Name
• Email address
• Company details
• Business type
• Currency preferences
• Time zone

After completing registration, you can access your Avaza dashboard.

Step 2: Set Up Your Company Profile

Before creating projects, configure your business settings.

Add important details such as:

• Company name
• Logo
• Contact information
• Default currency
• Tax settings
• Invoice preferences

These details will appear in invoices and business documents generated through Avaza.

Step 3: Create a Project

Start organizing your work by creating a project.

A project can include:

• Project name
• Client details
• Start and end dates
• Project budget
• Assigned team members
• Task lists

For example, an agency can create separate projects for each client campaign, website development task, or marketing contract.

Step 4: Add Tasks and Assign Team Members

Break projects into smaller tasks to make work easier to manage.

You can create tasks for:

• Design work
• Development tasks
• Content creation
• Client reviews
• Project milestones

Assign tasks to specific team members so everyone understands their responsibilities.

Step 5: Track Time for Projects

Avaza includes built-in time tracking to record hours spent on tasks.

You can track time using:

• Automatic timers
• Manual timesheets
• Task-based time entries

Time tracking helps businesses:

• Measure productivity
• Calculate billable hours
• Understand project costs
• Create accurate invoices

Step 6: Manage Team Resources

Use Avaza’s resource scheduling tools to monitor team availability and workload.

You can check:

• Employee schedules
• Assigned projects
• Available hours
• Work capacity

Resource planning helps prevent overloading team members and improves project delivery.

Step 7: Record Project Expenses

Track costs related to projects directly inside Avaza.

You can add expenses such as:

• Software subscriptions
• Travel costs
• Client-related purchases
• Business expenses

Attach receipts and connect expenses with specific projects for better financial tracking.

Step 8: Create Client Invoices

Convert tracked time and expenses into professional invoices.

You can create invoices by adding:

• Services provided
• Hours worked
• Expenses
• Payment terms
• Tax details

Avaza allows businesses to create accurate invoices without manually calculating project costs.

Step 9: Accept Online Payments

Connect payment gateways to allow clients to pay invoices online.

Supported payment options may include:

• Credit cards
• Online payment services
• Other connected payment providers

Online payments make the billing process faster and more convenient for clients.

Step 10: Analyze Reports and Business Performance

Use Avaza reports to understand project and financial performance.

Reports can help you review:

• Timesheets
• Project progress
• Expenses
• Revenue
• Profitability
• Team workload

These insights help businesses make better decisions about pricing, resources, and future projects.

Tips

Take advantage of Avaza’s automation, templates, and collaboration features to save time, improve team productivity, and keep your projects organized.

• Use project templates to save time when managing similar client projects.
• Add task deadlines to help team members prioritize their work.
• Record expenses as they occur to avoid missing project costs.
• Use invoice reminders to reduce late client payments.
• Review project progress weekly to identify delays early.
• Archive completed projects to keep your workspace organized.

Common Mistakes

• Starting a project without defining a budget or estimated hours.
• Assigning tasks without setting deadlines or priorities.
• Mixing personal and client expenses in the same project.
• Sending invoices before reviewing logged hours and expenses.
• Leaving completed tasks open, which affects project progress tracking.
• Forgetting to update project status after major milestones are completed.

Troubleshooting

Time entries are not appearing correctly

Check:

• Whether the correct project is selected.
• If the employee is assigned to the project.
• Whether the timesheet entry was saved properly.

Team members cannot access projects

Verify:

• User permissions.
• Project assignments.
• Team member invitations.

Invoice totals are incorrect

Review:

• Logged time entries.
• Added expenses.
• Tax settings.
• Invoice calculations.

Online payments are not working

Check:

• Payment gateway connection.
• Account verification.
• Client payment settings.

Reports show incomplete information

Make sure:

• Team members are entering time correctly.
• Expenses are categorized properly.
• Projects contain updated information.

Best Practices

• Create separate projects for each client to keep records organized.
• Establish a consistent workflow for creating projects, assigning tasks, and closing completed work.
• Monitor project profitability regularly to identify low-margin work.
• Grant team members only the permissions they need for their roles.
• Back up important financial and project information on a regular schedule.
• Connect Avaza with your accounting software to simplify bookkeeping and reduce manual data entry.

Frequently Asked Questions

Can Avaza track employee time?

Yes. Avaza includes time tracking features that allow businesses to record hours spent on projects and tasks.

Is Avaza suitable for freelancers?

Yes. Freelancers can use Avaza to manage clients, track billable hours, create invoices, and organize projects.

Can Avaza create invoices from timesheets?

Yes. Avaza can convert tracked time and project expenses into client invoices.

Does Avaza support project profitability tracking?

Yes. Avaza provides reports that help businesses analyze project costs, revenue, and profitability.

Can Avaza integrate with accounting software?

Yes. Avaza supports integrations with accounting platforms such as QuickBooks and Xero to help manage financial records.

Conclusion

Avaza helps businesses manage projects, track working hours, control expenses, and handle invoicing from one centralized platform. Instead of using separate tools for project management and billing, teams can organize their workflow, improve collaboration, and maintain better financial visibility.
By following this guide, you can set up Avaza, create projects, manage tasks, track time, invoice clients, and analyze performance more efficiently.