This page is a step-by-step guide on how to transfer data from your existing systems (or your own memory!) into Treya. It can take anywhere from 15 minutes to a few hours, depending on the size of your organization, and the amount of detail you want to capture. You don't have to finish it in one sitting, and can come back to it later.
Create a new account, if you have not already. All you need is an email address and a password, and you'll be prompted to enter your name and company name.
You'll want to locate your existing data before you start migrating it to Treya. This will include your sales pipeline, your projects, your team, and who is assigned to what projects. This information may be in spreadsheets, existing tools, your memory, or a combination of all of the above. Many platforms have export functionality to help you collect this data.
Treya's approach to a sales pipeline is that one deal translates to one statement of work, which translates to one project. One of Treya's killer features is the automatic creation of projects from closed-won deals. Each deal also has tools for managing and storing timeline, pricing, staffing, and billing information about the future project it represents.
For every deal in your pipeline, create a new deal object in the Deals page by clicking the + button in the top-left corner. At minimum, a deal simply needs a name. After creating a deal, clicking on a deal's name in the sales pipeline takes you to the Deal Details page where you can provide more information.
To see all of the fields a deal has and how to use them, read the documentation for Deal Details. Setting most fields takes less than a few seconds, but configuring the timeline and pricing may take a few minutes depending on how much detail you have.
Some important tips:
Setting the Client
A deal should have a client record associated with it. You can create a new client record and set the deal's client at the same time by navigating to the Settings page of the deal details screen and selecting the Client dropdown, then clicking the + button to add a new client record if one doesn't exist.
Deal Pricing
A deal's pricing is automatically calculated based on the project plan, resource plan, and billable rates of your team. You can mark up or discount the calculated price by clicking the Edit button next to Price in the Deal Details screen.
Treya's approach to a "project" is that it encapsulates a single signed statement of work — a container for team assignments, billable hours, milestones, activities, and invoices associated with that statement of work.
Treya also provides useful metrics for project performance such as staffing coverage, profit margin, budget overruns, and revenue leakage. When starting a new project with Treya, these metrics are calculated as you complete milestones, approve timesheets, and send invoices. When migrating an existing project, historical data may need to be entered to get accurate metrics — we'll cover that below.
To start migrating your projects, navigate to the Projects page and click the + button to add a new project. Most details are configured in the Project Details screen, which you can reach by clicking the project's title after creating it.
For full details, see the documentation for Projects. A few things are especially important when migrating existing projects:
A new project starts in the Planned state and becomes active when you click Start Project in the top-right corner of the Project Details screen. Some details — such as the client, billing method, and start date — cannot be changed once the project starts. Depending on the billing method of the project you are migrating, you'll want to make sure to set the following details:
If you have invoices that are currently active (already sent, partially paid, etc.), you'll need to draft those invoices after starting the project, and record any payments that have been made. See the documentation for Invoices for more information.
A project in motion may already have existing timesheets and sent invoices — critical data points for computing project performance metrics. If migrating this data is important to you, we recommend our Assisted Migration process. Otherwise, you can submit and approve historical timesheets through the Timesheets page and create and "send" historical invoices from the Billing tab in the Project Details screen.
Treya is meant for every member of your team that has a role in the client lifecycle: project managers, salespeople, leadership, and billable staff. To add and invite users, navigate to the Team page from the sidebar and select the Users & Permissions tab.
For each user, click + Invite User and enter their name, email address, and Treya permissions.
Once a user has been created, you can assign them to projects or leads. You can also configure their cost rate and billable roles from the Billable Roster tab in the Team page — this data is used to calculate project profit margins and forecasted deal profitability.
If you have a large list of users, we recommend our Assisted Migration process to avoid adding each one individually.
Once users have been added, assign them to the projects they are currently working on. When someone is assigned to a project, they can submit timesheets for that project. An assignment includes the user, the timeframe, expected hours, and billable rate.
For details, read the documentation for Assignments. You can assign people en masse from the Assignments page, or handle each project one-by-one from the Team tab in the Project Details screen.
For existing projects being migrated, you may not have created Assignment Placeholders yet. You can assign people directly to match your current resource plan. However, for the best analytics, creating an Assignment Placeholder first and then assigning people to that placeholder yields the best results.
Clients are all of the clients your company works with on projects or has in the sales pipeline. Billable roles and rates are the possible roles — and their default rate — that are assigned to your projects.
Both can be managed in Company Settings, but you don't need to enter all of your roles and clients upfront. Any time you select a role or client in Treya, you have the opportunity to add a new one from that interface. You can gradually build these lists over time.
Contacts are prospects, leads, referral sources, and other important people. Contacts are optional — you can add them as needed, and there is an option to import them from a CSV file.
Now that your data is migrated, take a moment to review:
If you have not yet, invite your your team to use Treya on the Team page, select the Users & Permissions tab, and click the three dots button next to their name and select Resend Invite.
As you make new contacts, find new opportunities, scope and close deals, manage projects, shift resources, and send invoices — keep entering that data into Treya to stay on top of your metrics and critical operational tasks. Happy hunting!
