Question 1

What plans are available?

Accepted Answer

Mataee offers four plans suited to every organization size, from solo professionals to established businesses.
Solo -- 5 euros per month
The Solo plan is designed for independent professionals who want to track their time in a structured way.

1 user, 3 clients, 10 projects.
Unlimited time tracking.
Personal dashboard.
PDF/CSV export.

Team -- 25 euros per month
The Team plan is aimed at small teams collaborating on multiple projects.

5 users, 10 clients, 20 projects.
Role and permission management (member, supervisor, administrator).
Supervision dashboard to track team activity.
Advanced reports and data export.

Pro -- 79 euros per month
The Pro plan is built for growing teams and agencies that need more capacity.

15 users, 30 clients, 50 projects.
All Team plan features.
Ideal for architecture firms, engineering offices, and consulting firms.

Business -- 199 euros per month
The Business plan is designed for larger organizations with advanced needs.

Unlimited users, clients, and projects.
All features from lower plans.
Multi-organization: create up to 4 subsidiary organizations under a single billing account. Ideal for multi-entity groups, multi-brand agencies, or franchises.
Group dashboard: centralized view with aggregated statistics across all your organizations (members, active projects, tracked time).
API access.
Priority support.

Monthly or annual billing
Each plan is available with monthly or annual billing. By choosing annual billing, you benefit from two months free, representing significant savings over the year.

Plan
Monthly
Annual (2 months free)

Solo
5 euros/month
50 euros/year

Team
25 euros/month
250 euros/year

Pro
79 euros/month
790 euros/year

Business
199 euros/month
1,990 euros/year

Try before you commit
You can test Mataee before subscribing. No commitment, no credit card required to get started.
To compare plans in detail and choose the one that suits you, visit our pricing page.

Question 2

Can I change my plan at any time?

Accepted Answer

Yes, you can change your plan at any time, whether you want to upgrade or downgrade. Mataee does not impose any minimum commitment period.
How to change your plan

Go to Settings > Subscription.
View the available plans.
Select the new plan you want.
Confirm the change.

The change takes effect immediately. You instantly gain access to the features of your new plan.
Automatic proration
When you change plans during a billing period, Mataee automatically calculates the difference:

When upgrading (moving to a higher plan): only the difference between the two plans is charged for the remaining period. You don't pay twice.
When downgrading (moving to a lower plan): the remaining balance is credited to your account and deducted from future invoices.

This proration system ensures you only pay for what you actually use.
Switching from monthly to annual (and vice versa)
You can also switch between monthly and annual billing. Moving to annual billing gives you two months free. The change takes effect at the next billing date.
Commitment by billing type
With a monthly plan, there is no commitment: you are free to upgrade, downgrade, or cancel at any time.
With an annual plan, the commitment is firm for 12 months from the date of subscription. Cancellation can be requested at any time but only takes effect on the anniversary date. No early refund is provided.
In both cases, if you cancel, you retain access to your account until the end of the already-paid period. Your data remains accessible and exportable.
Need help choosing?
If you're hesitating between two plans, check our pricing page to compare the features included in each offer.

Question 3

How does payment work?

Accepted Answer

Mataee relies on Mollie, a recognized European payment provider, to process all transactions securely and in compliance with current standards.
Accepted payment methods
You can pay for your subscription with several payment methods:

Credit card: Visa, Mastercard, and other common cards.
SEPA Direct Debit: payment is automatically debited from your bank account at each billing date.
SEPA Bank Transfer: you make the payment manually from your bank.

These payment methods let you choose the one that best suits your preferences.
Billing frequency
Two options are available:

Monthly billing: you are charged each month on the anniversary date of your subscription.
Annual billing: a single payment per year with two months free, representing significant savings.

You can switch between billing modes from your subscription settings.
Invoices and receipts
All your invoices are available directly from Settings > Subscription. You can:

View the complete history of your payments.
Download each invoice in PDF format.
Use these documents for your accounting.

Invoices are automatically generated with each payment and contain all required legal information (VAT, invoice numbers, etc.).
Payment security
Mollie is PCI-DSS certified, the most demanding security standard in the payment industry. Your banking information is never stored on Mataee's servers. It exclusively passes through Mollie's secure infrastructure.
In case of a payment issue
If a charge fails (expired card, insufficient funds), you are notified by email and have time to resolve the situation. Your access is not immediately cut off.
For any billing questions, check our pricing page.

Question 4

How does the Business plan multi-organization feature work?

Accepted Answer

The Business plan includes the multi-organization feature, which lets you manage multiple entities under a single subscription.
What is multi-organization?
With the Business plan, you can create up to 4 subsidiary organizations linked to your main (parent) organization. Each subsidiary operates independently with its own members, clients, projects, and data, while sharing a single subscription.
Use cases

Multi-brand agencies: an agency operating under several brand names.
Multi-entity groups: a holding company overseeing several distinct companies.
Franchises: a franchise network with centralized management.
Separate activities: a freelancer separating different business activities.

How to create a subsidiary organization?

Log in with an Owner account on the parent organization.
Click your user menu at the bottom left of the sidebar.
Select New organization.
Enter the subsidiary name and confirm.

The new organization is automatically created with the Business plan inherited from the parent organization.
Limits

Maximum 4 subsidiary organizations per parent organization.
Only one level of hierarchy: a subsidiary cannot itself create subsidiaries.
Only the Owner of the parent organization can create new subsidiaries.

How does billing work?
Billing is centralized on the parent organization. Subsidiaries do not have access to subscription settings or invoices. Everything is managed from the parent organization.
Group dashboard
The group dashboard provides an overview of all organizations in the group. It displays:

Total number of organizations.
Total number of members (deduplicated if a member belongs to multiple organizations).
Number of active projects.
Total time tracked for the current week.
A detailed breakdown table per organization.

Switching between organizations
Use the user menu at the bottom left to switch from one organization to another. Each organization is identified with a "Subsidiary" badge for child organizations.
Can I migrate an existing organization into a subsidiary?
No, it is not possible to convert an existing organization into a subsidiary. Subsidiaries are created from the parent organization and start as new organizations.

Question 5

Are there any hidden fees?

Accepted Answer

No, Mataee practices transparent pricing with no surprises. The price displayed on our pricing page is the price you pay, excluding applicable VAT based on your country.
What's included in each plan
Your subscription includes all features of the chosen plan, with no extra charges:

No setup fees: your account is operational immediately after signing up. No installation or configuration costs.
No export fees: you can export your data at any time at no additional cost. Your data belongs to you.
No support fees: assistance is included in all plans. You don't need to subscribe to an additional option to get help.
No storage fees: your time, project, and client data is stored without volume limitations within your plan.

VAT
The only element added to the displayed price is VAT, when applicable. The rate depends on your country of residence and is clearly indicated during the payment process, before any confirmation.
Businesses subject to intra-community VAT can enter their VAT number to benefit from the reverse charge mechanism.
No additional paid options
Unlike some tools that reserve essential features for paid add-ons, Mataee includes everything in the plan. There are no additional modules to purchase separately.
A clear commitment
With a monthly plan, Mataee operates with no minimum commitment period. You can modify or cancel your subscription at any time without penalty. With an annual plan, the commitment is firm for 12 months from the date of subscription. Cancellation only takes effect on the anniversary date and no early refund is provided.
Our philosophy is simple: a fair price for a complete service. Find the details of our offers on the pricing page.

Question 6

What happens if I exceed my plan's limits?

Accepted Answer

Mataee is designed to support your business growth. When you approach your plan's limits, the application clearly informs you and guides you toward the right solution.
Alerts before reaching the limit
You will never be caught off guard. Mataee warns you before you reach your plan's limits:

Number of projects: when you approach the maximum number of allowed active projects, a notification lets you know.
Number of members: similarly, if your team grows and you approach the collaborator limit, you receive a warning.

These alerts give you time to decide calmly whether you want to upgrade to a higher plan.
Your data is never lost
This is a fundamental principle of Mataee: your data remains intact no matter what. Even if you reach a limit:

Previously logged hours are preserved and remain accessible.
Existing projects continue to work normally.
No data is deleted or automatically archived.

Only the creation of new items (projects, member invitations) will be temporarily blocked until you free up space or upgrade to a higher plan.
Upgrade in a few clicks
If your needs exceed your current plan's capacity, upgrading is immediate:

Go to Settings > Subscription.
Choose the higher plan.
Confirm the change.

The upgrade is instant and billing is prorated: you only pay the difference for the remaining period.
Downgrade without losing data
If you want to switch to a lower plan, your data is preserved. You will simply need to ensure that your usage (number of active projects, invited members) respects the new plan's limits.
To compare plans and their limits, check our pricing page.

Question 7

How do I create a Mataee account?

Accepted Answer

Creating a Mataee account is simple and takes only a few minutes. Here are the steps to follow to start using our time tracking tool.
Step 1: Access sign-up
Go to the Mataee website and click the "Get started" button on the homepage or the Pricing page. You will be redirected to the sign-up form.
Step 2: Fill in your information
Enter the following information:

Your first and last name
Your professional email address
A secure password

No credit card is required at this step.
Step 3: Choose your plan
Select the plan suited to your team size. All plans include a 5-day free trial with access to all features. Check our Pricing page to compare the different offers available.
Step 4: Set up your organization
Once signed up, you go directly to your workspace. You can then name your organization, fill in your details (address, default hourly rate) and invite your collaborators. Discover all configuration options on our Features page.
Get started quickly
From the moment you sign up, you can create your first projects, add tasks, and start entering your hours. Mataee's intuitive interface lets you be up and running in minutes, with no special training required.
The 5-day free trial is commitment-free: if Mataee doesn't suit you, you don't need to do anything. Your account will simply be deactivated at the end of the trial period, with no charge.

Question 8

Is the free trial really commitment-free?

Accepted Answer

Yes, the Mataee free trial is completely commitment-free. We designed our trial offer so you can test the tool with complete peace of mind, without any constraints.
No credit card required
Unlike many online services, Mataee does not ask for any payment information when you sign up. You don't need to provide a credit card, bank details, or any other payment method to start your trial.
No automatic billing
At the end of your 5-day trial, no charge is made. There is no automatic switch to a paid plan. You retain full control: it's up to you to decide whether you want to continue by subscribing.
Full access for 5 days
Throughout the trial period, you benefit from all of Mataee's features:

Unlimited project and task creation
Time tracking for your entire team
Complete reports and dashboards
Billing management

You test the tool under real conditions, with all the capabilities needed to evaluate its relevance for your business.
What happens at the end of the trial?
If you don't subscribe at the end of the 5 days, your account is simply deactivated. Your data is retained for a limited period, allowing you to pick up where you left off if you change your mind.
To discover the available pricing and choose the plan suited to your team, check our Pricing page.

Question 9

How long does the trial period last?

Accepted Answer

The Mataee trial period lasts 5 days, starting from the date your account is created. This is enough time to evaluate the tool under real working conditions.
5 days for in-depth testing
Five days allow you to get started quickly: create your projects, log your hours, generate your first reports, and involve your collaborators. It's the ideal timeframe to measure Mataee's impact on your organization.
No feature limitations
During the trial, you have access to all Mataee features without restriction:

Time tracking: interactive calendar, drag-and-drop, quarter-hour increments
Project management: unlimited creation, team assignment, budget tracking
Reports: dashboards, exports, profitability analysis
Collaboration: invite collaborators, role and permission management
Billing: generate invoices based on time spent

Find the details of all these features on our dedicated page: Features.
No commitment, no credit card
The trial is completely free. No credit card is required at sign-up and no charge is made at the end of the period. You remain free to subscribe or not.
What happens after the 5 days?
At the end of the trial, you can choose the plan best suited to your team. Check our Pricing page to compare the different offers. If you don't subscribe, your account will simply be deactivated, with no billing whatsoever.

Question 10

Do I need a credit card to try Mataee?

Accepted Answer

No, no credit card is needed to try Mataee. We chose not to ask for any payment information at sign-up, so you can test the tool with complete confidence.
A 100% free sign-up
To create your account, only three pieces of information are required:

Your first and last name
Your email address
A password

That's it. No credit card, no bank details, no IBAN. You can start using Mataee immediately after signing up.
Why this choice?
We believe a time tracking tool should prove its value before asking for a financial commitment. By removing the payment barrier, we give you time to discover Mataee at your own pace, test it with your team, and concretely measure the benefits for your business.
When does payment come in?
Payment only occurs if you decide to subscribe after your 5-day free trial. At that point, you can choose your plan and enter your payment information.
If you don't subscribe, no charge is made. There is no hidden billing or automatic renewal.
Ready to try?
Visit our Pricing page to discover the available plans and start your 5-day free trial. You can also check out our Features page to see everything Mataee can bring to your daily workflow.

Question 11

How do I set up my organization after signing up?

Accepted Answer

After creating your Mataee account, a few configuration steps let you tailor the tool to your organization. Here's how to get up and running quickly.
Name your organization
Go to your organization settings from the main menu. Enter the name of your agency or company. This name will appear on reports and documents generated by Mataee.
Fill in your details
Complete your organization's information:

Address: used for billing and official documents
Phone number and contact details
Logo: to customize your exports and reports

Set your default hourly rate
Configure the reference hourly rate for your organization. This rate will be used by default when creating new projects and for profitability calculations. You can always customize it on a per-project or per-collaborator basis.
Invite your collaborators
Mataee is designed for teamwork. From the settings, you can invite your collaborators by email. Each member will receive an invitation to create their own access. You can assign different roles based on each person's responsibilities (administrator, collaborator).
Create your first projects
Once your team is in place, create your first projects by entering:

The project name and associated client
The estimated budget in hours or amount
The collaborators assigned to the project

Going further
To discover all the configuration and customization options, check our Features page. Mataee adapts to the specifics of your business, whether you're an architecture firm, engineering office, or any other professional services provider.
Need guidance for your industry? Discover our pages dedicated to the industries we serve.

Question 12

How do I invite members to my team?

Accepted Answer

Inviting a collaborator to your Mataee team is simple and fast. In just a few clicks, your new member can start logging their hours.
Sending an invitation

Go to the Team page from the main menu.
Click the "Invite a member" button.
Enter the collaborator's email address.
Select the role you want to assign (member, supervisor, administrator).
Confirm the submission.

The collaborator immediately receives an invitation email containing a link to join your team.
Invitation validity
The invitation is valid for 7 days. After this period, the link expires and you will need to send a new invitation if the person hasn't accepted it.
If the collaborator already has a Mataee account, they simply need to log in to accept the invitation. Otherwise, they will be guided to create their account before joining your team.
Managing pending invitations
From the Team page, you can view the list of pending invitations. You have the option to:

Resend an invitation if the collaborator didn't receive the email or if the link has expired.
Cancel an invitation if it is no longer needed.

What can a new member do?
By default, an invited member can log their own hours on all team projects. If you want to restrict their access to specific projects, you can configure their assignments from the member's profile.
The role assigned during the invitation determines the collaborator's permissions. You can change it at any time from the team settings.
To learn more about collaborative features, check our features page.

Question 13

What are the available roles (owner, admin, member)?

Accepted Answer

Mataee offers four role levels to organize responsibilities within your team. Each role has specific permissions designed to ensure appropriate access for everyone's needs.
Owner
The owner is the person who created the Mataee account. They have all permissions:

Full access to all application features.
Subscription and billing management.
Creation, modification, and deletion of projects, clients, and members.
Access to all team data.

There can only be one owner per account. This role cannot be deleted or downgraded.
Administrator
The administrator has extended permissions to manage the team's daily activity:

Creation and management of projects and clients.
Invitation and management of team members.
Access to hours logged by all collaborators.
Access to the supervision dashboard.

The only difference from the owner is the lack of access to subscription and billing management.
Supervisor
The supervisor holds an intermediate role, designed for project managers or team leads:

View hours logged by team members.
Access to the supervision dashboard to track project progress.
Log their own hours.

The supervisor cannot modify the project structure or manage team members.
Member
The member is the most restricted role, suited to collaborators who only log their own hours:

Log and edit their own time entries.
View their own data.
No access to other members' hours or supervision data.

Summary

Permission
Owner
Admin
Supervisor
Member

Log own hours
Yes
Yes
Yes
Yes

View team hours
Yes
Yes
Yes
No

Manage projects and clients
Yes
Yes
No
No

Manage members
Yes
Yes
No
No

Manage subscription
Yes
No
No
No

Question 14

Can a member see other members' hours?

Accepted Answer

No, by default, a member cannot view the hours logged by their colleagues. Mataee was designed with the privacy by design principle: each user only accesses data that directly concerns them.
What a member can see
A collaborator with the "member" role only has access to:

Their own time entries: they can view, edit, and delete the hours they themselves have logged.
The list of projects they are assigned to: they see the project names so they can log time, but not the team's aggregated data.

They cannot in any way see how many hours another collaborator has spent on a project, nor access the supervision dashboards.
Who can see the team's hours?
Only roles with supervision rights have access to data for all collaborators:

The owner: complete access to all data.
Administrators: can view all members' hours.
Supervisors: read access to team hours via the supervision dashboard.

This clear separation of access ensures that sensitive data (time spent, individual productivity) is only visible to authorized persons.
Why this choice?
Time data confidentiality is essential for building trust within the team. When collaborators know their entries are not exposed to everyone, they are more inclined to accurately record their working time.
This principle promotes more reliable data and, consequently, more precise project management. It's a virtuous cycle: trust fosters transparency, which in turn enables better management.
To learn more about the different access levels, check our FAQ on available roles in Mataee.

Question 15

Can I assign members to specific projects?

Accepted Answer

Yes, Mataee allows you to precisely control which projects are accessible to each member of your team. This feature is particularly useful when managing multiple clients or confidential projects.
Default behavior
When a new member joins your team, they have access by default to all active projects. This behavior simplifies onboarding and works well for small teams where everyone works on the same assignments.
Restricting access to specific projects
If you want to limit a member's visibility, here's how to proceed:

Go to the Team page.
Click on the relevant member to access their profile.
Navigate to the Manage projects section.
Select only the projects this member should have access to.

Once the restriction is enabled, the member will only see the projects assigned to them in their time entry interface. Other projects will be invisible to them.
Common use cases
This feature addresses several needs:

Client confidentiality: prevent a freelance collaborator from seeing other clients' projects.
Department organization: in an agency, assign architects to the design department and quantity surveyors to the costing department.
Temporary collaborators: limit an intern's or temp's access to only the projects they're working on.

Modifying assignments
Assignments are not fixed. You can add or remove projects for a given member at any time. Changes take effect immediately.
When a new project is created, it is not automatically added to members with restricted access. Remember to update their assignments if needed.
For optimal team management, combine project assignments with the appropriate roles for each collaborator.

Question 16

How do I export my data to CSV?

Accepted Answer

Mataee lets you easily export all your time tracking data in CSV format, for analysis, archiving, or sharing with your accounting team.
Accessing the CSV export
Go to the Reports section of your Mataee workspace. Select the desired period (week, month, quarter, or custom range) and your chosen filters (project, member, client, billing status).
Running the export
Once your criteria are set, click the "Export to CSV" button located at the top right of the report page. The file is generated instantly and downloaded to your computer.
Content of the exported file
The CSV file includes all time entries matching your criteria, with the following information:

Date of the entry
Team member
Associated project and task
Related client
Duration in minutes, decimal and sexagesimal format (hh:mm)
Amount calculated according to the applicable hourly rate
Billing status (billable, non-billable, invoiced)

Compatibility
The CSV format generated by Mataee is directly compatible with Microsoft Excel, Google Sheets, and LibreOffice Calc. UTF-8 encoding and the semicolon separator ensure correct display of special characters and columns in spreadsheet applications.
Common uses
The CSV export is particularly useful for preparing client invoices, feeding your accounting tools, performing profitability analyses, or simply keeping a record of your data outside of Mataee.
Discover all the reporting and export tools available on our Features page.

Question 17

What reports are available?

Accepted Answer

Mataee offers several types of reports to give you a clear view of your team's activity, your projects' profitability, and your billing progress.
Weekly and monthly reports
View a summary of hours logged for the current week or month. These reports provide a synthetic view of time spent, with the ability to compare periods to identify trends.
View by project
Analyze the time spent on each project, with details by task and by member. Compare actual hours to the estimated budget to anticipate overruns and adjust your planning.
View by member
Track each collaborator's workload. Quickly identify distribution imbalances and ensure no one is overloaded or underutilized.
View by client
Group all hours and amounts by client. This view is ideal for preparing invoicing and measuring each client's share of your revenue.
Supervision dashboard
The supervision dashboard centralizes your business's key indicators:

Budget alerts: receive a notification when a project approaches or exceeds its time or financial budget.
Profitability indicators: compare billable amounts to internal costs to evaluate each project's margin.
Billing rate: measure the proportion of billable hours relative to total hours logged.

Billing view
Track the billing status of your projects: billable hours, already invoiced hours, and hours remaining to be invoiced. Easily identify outstanding amounts and projects that need follow-up.
All these reports are exportable in CSV format for in-depth analysis in your spreadsheet. Find the details of these features on our Features page.

Question 18

Can I filter my exports by project or by period?

Accepted Answer

Yes, all Mataee exports support an advanced filtering system that lets you get exactly the data you need.
Available filters
Before running an export, you can apply one or more of the following filters:

Period: select a precise date range (day, week, month, quarter, or custom period) to limit the export to the corresponding time entries.
Project: choose one or more specific projects to export only the data related to them.
Member: filter by collaborator to get the detailed hours of a particular member or group of members.
Client: isolate data related to a specific client, ideal for preparing invoicing.
Billing status: export only billable, non-billable, or already invoiced hours based on your needs.

Combining filters
The power of the system lies in combining filters. For example, you can export the billable hours of a specific member, on a given project, for the past month. This lets you produce perfectly targeted reports without having to manually reprocess the data in a spreadsheet.
How to apply filters
Go to the Reports section, then use the dropdown menus and date selector at the top of the page. The displayed results update in real time. Once satisfied with the selection, click "Export to CSV" to download the filtered file.
A daily time saver
Thanks to these filters, you avoid tedious manipulations in Excel and save valuable time, especially when preparing monthly invoicing or quarterly reviews. This is one of the many advantages of a dedicated tool compared to a traditional spreadsheet.

Question 19

Are exported data compatible with Excel?

Accepted Answer

Yes, files exported from Mataee are fully compatible with Microsoft Excel, as well as Google Sheets and LibreOffice Calc.
Format and encoding
Exports are generated in CSV (Comma-Separated Values) format with the following characteristics:

UTF-8 encoding with BOM: ensures correct display of accented and special characters (e, e, c, etc.) in all spreadsheet applications.
Semicolon separator (;): this is the standard expected by French-language versions of Microsoft Excel, allowing direct opening without any configuration step.
Readable and standardized date format for easy sorting in the spreadsheet.

Opening in Excel
Simply double-click on the downloaded CSV file. Excel automatically recognizes the format and displays the data in separate columns. No import or conversion steps are needed.
Opening in Google Sheets
Import the CSV file from the File > Import menu in Google Sheets. The file is natively supported with automatic separator detection.
Opening in LibreOffice Calc
LibreOffice Calc opens CSV files by displaying an import wizard. Select UTF-8 encoding and the semicolon separator for optimal display.
Why switch from Excel to a dedicated tool?
If you still use a spreadsheet to track your team's time, you know the limitations: data entry errors, broken formulas, shared files that are hard to synchronize. Mataee centralizes your data and lets you export it to Excel whenever you need it. Discover in our article Excel vs. time tracking software why a dedicated tool saves your agency time.

Question 20

How do I create a project and associate it with a client?

Accepted Answer

Creating a project in Mataee takes only a few seconds. Here's how to properly organize your time tracking from the start.
Accessing project creation
Go to Structure > Projects, then click the "New project" button. A form allows you to enter all the essential information.
Filling in the project details
When creating a project, you can define:

The project name: choose a clear and identifiable title (e.g., "Villa Dupont Renovation").
The client or company: select an existing client or create a new one directly from the form.
The hour budget (optional): set an hourly allowance to track project consumption.
The hourly rate (optional): useful for automatically calculating the financial value of time spent.

Understanding the Client > Company > Project hierarchy
Mataee organizes your data according to a logical three-level structure:

Client: the person or entity you work for.
Company: the business linked to the client (a client can have multiple companies).
Project: the specific assignment on which you log time.

This hierarchy lets you easily group your projects by client and get consolidated views of your activity.
Start logging time
Once the project is created, it immediately appears in your project list and in the time entry selector. Your collaborators (if you work in a team) can also access it according to their permissions.
You can modify the project details, adjust the budget, or change the associated client from the project settings at any time.
To discover all project management features, check our features page.

Question 21

How do project milestones work?

Accepted Answer

Milestones allow you to break a project into distinct phases, each with its own hour budget. They are an essential tool for closely managing the progress of your assignments.
What is a milestone?
A milestone represents a key stage of your project. It can correspond to a design phase, an intermediate delivery, or any other step you want to track individually.
Each milestone has:

A name to clearly identify it.
A dedicated hour budget, independent of the project's overall budget.
A consumption tracker that shows you in real time the hours logged on that milestone.

Creating milestones
To add milestones, go to your project settings and navigate to the dedicated section. You can create as many milestones as needed and reorganize them as you wish.
When logging time, your collaborators select the relevant milestone in addition to the project. This allows precise allocation of hours by phase.
A concrete example: mission phases in architecture
Milestones are particularly suited to professions that work in structured phases. In architecture, for example, a project follows the French MOP law phases: sketch (ESQ), preliminary design (APS), detailed design (APD), project studies (PRO), etc.
With Mataee, you create a milestone per phase and assign each one the hour budget specified in your contract. You can then instantly see whether a phase is consuming more or less than planned.
For more on this topic, read our article MOP phases and time tracking: hour allocation.
Tracking and alerts
The supervision dashboard displays the progress of each milestone. When a milestone approaches its budget, you are notified so you can anticipate any necessary adjustments.

Question 22

What happens when a project's budget is exceeded?

Accepted Answer

Budget overruns are a common reality in project management. Mataee helps you detect them as early as possible and react before they become problematic.
Alerts and visual indicators
When a project's consumption approaches its budget, Mataee warns you in several ways:

Progress indicators: visual gauges in the supervision dashboard clearly show the percentage of budget consumed.
Threshold alerts: when you reach a certain percentage of the budget (e.g., 80%), the interface flags the risk of overrun.
Color coding: projects that are over budget are highlighted to immediately draw your attention.

Time entry continues
Mataee never blocks time entry, even when the budget has been exceeded. This is a deliberate choice: it is essential to continue recording the time actually spent to have reliable data.
Blocking time entry would distort your statistics and hide the reality of the effort put into a project. By maintaining accurate tracking, you can analyze the causes of overruns after the fact and better estimate your future projects.
Anticipate rather than react
The real benefit of budget tracking lies in anticipation. By regularly checking your supervision dashboard, you identify at-risk projects and can make informed decisions:

Review the scope of the assignment with your client.
Adjust the resources allocated to the project.
Negotiate an amendment if the overrun is justified.

Going further
To understand in detail how to leverage budget tracking in your business, read our article Budget overrun in architecture: how to detect and control it.
Also discover all our management tools on the features page.

Question 23

How do I close or archive a project?

Accepted Answer

When a project comes to an end, Mataee offers two distinct options: closing and archiving. Each serves a different purpose.
Closing a project
Closing allows you to permanently lock a project so that no new time entries can be added to it.
How it works

Close request: from the project settings, you initiate a close request.
Grace period: a configurable delay (from 3 to 14 days) is granted to allow your collaborators to finalize any overdue time entries.
Lock: once the grace period has elapsed, the project is permanently locked. Data remains viewable, but no modifications are possible.

This progressive approach prevents losing unrecorded hours and gives your team time to complete their timesheets.
Archiving a client
Archiving works at the client level. When you archive a client, all associated projects are automatically hidden from current views.
Archived projects:

Disappear from active lists: they no longer clutter your daily interface.
Remain accessible: you can find them at any time by enabling the archived items filter.
Retain all their data: no information is deleted; your history and statistics are preserved.

Which option to choose?

Action
Level
Main effect

Close
Project
Locks time entry after a grace period

Archive
Client
Hides the client and its projects from current views

In practice, you can combine both: close a completed project, then archive the client once all their assignments are finished. This ensures a clean workspace while retaining your complete history.

Question 24

Can I track project profitability in real time?

Accepted Answer

Yes, Mataee gives you a complete and up-to-date view of each project's profitability through the supervision dashboard.
What you can track
The supervision dashboard centralizes your projects' key indicators:

Consumed budget: see at a glance the percentage of the hour budget used, displayed as progress gauges.
Logged hours: view the total hours recorded by your team, broken down by collaborator or by milestone.
Financial valuation: when an hourly rate is set on the project, Mataee automatically calculates the amount corresponding to logged hours.
Consumption trend: identify whether the current pace is sustainable or whether the project risks exceeding its budget.

Tracking accessible at any time
Data is updated as time entries are made. Every hour logged by a collaborator is immediately reflected in the project's indicators. You don't need to wait until the end of the month to know where you stand.
This responsiveness is particularly valuable for professions where margins are tight, such as architecture firms or engineering offices. Detecting a deviation during an assignment allows you to correct course before the project becomes unprofitable.
Leveraging data for decisions
Beyond simply observing, profitability indicators help you make concrete decisions:

Reallocate resources to the projects that need them most.
Start a discussion with the client if the workload exceeds initial estimates.
Improve your future estimates by comparing forecasts to actual results project after project.

For more on this topic, read our article Project profitability in architecture: tracking and optimizing.
Find all management tools on our features page.

Question 25

How do I log my working hours?

Accepted Answer

Time entry in Mataee is designed to be fast and intuitive. In just a few clicks, you can record your time spent on each project.
The time entry interface
Mataee offers a weekly calendar view that gives you a clear overview of your schedule. Each day displays the tasks already entered, with their duration and associated project.
Creating a new entry
To record time, click on the desired day, then:

Select a project from those assigned to you
Name the task performed (meeting, design, study, etc.)
Enter the duration in quarter-hour increments (15 minutes)
Confirm your entry

The task immediately appears on your calendar, with a color code linked to the project for quick visual reading.
Reorder and move
Mataee includes a drag-and-drop system that lets you reorder your tasks within the same day. To move a task to a different day, use the action menu (⋯) which offers "Move to tomorrow" or "Move to a date".
Recommended daily entry
For optimal traceability, we recommend entering your hours at the end of each day. This generally takes less than two minutes and ensures reliable data for your reports and billing.
Advanced features
Mataee offers many additional capabilities: recurring task duplication, multi-project daily entries, and management of non-billable internal tasks. Discover all these options on our Features page.
To understand why time entry is done in quarter-hour increments, read our dedicated article: The 15-minute rule.

Question 26

Why is time entry done in quarter-hour increments?

Accepted Answer

Time entry in Mataee is done in 15-minute increments (quarter hours). This choice is not arbitrary: it corresponds to the established professional standard in intellectual service industries.
A recognized standard
Quarter-hour granularity is the standard used by law firms, architecture agencies, engineering offices, and the majority of service providers. It offers the best balance between tracking precision and ease of entry for collaborators.
Why not by the minute?
Minute-by-minute tracking may seem more precise, but it causes several practical problems:

It is burdensome for collaborators, who must time every activity
It creates a false impression of precision (no one works exactly 23 minutes on a task)
It complicates billing without adding value for the client

Why not by the hour?
Conversely, hourly tracking is too imprecise. It doesn't allow distinguishing a 15-minute task from a 45-minute task, which distorts profitability analyses and billing.
The right balance
The quarter hour provides sufficient granularity to:

Accurately track time distribution per project
Calculate the true profitability of each assignment
Produce detailed and transparent invoices
Maintain fast, non-burdensome entry for teams

For more on this topic, we recommend reading our blog article: The 15-minute rule: what granularity to choose for your time tracking?.
Discover how to put this approach into practice with Mataee's features.

Question 27

Can I edit or delete a past time entry?

Accepted Answer

Yes, you can edit or delete a past time entry in Mataee. Flexibility in managing entries is essential to ensuring the reliability of your data.
Editing an entry
To edit an existing entry, simply click on the task in your calendar. You can then adjust:

The project associated with the task
The name or description of the task
The duration logged
The date of the entry

Changes are saved immediately and reflected in reports and dashboards.
Deleting an entry
If an entry was created by mistake, you can delete it in a few clicks. Open the task in question and use the delete option. The entry is removed from your calendar and totals are automatically recalculated.
Restriction on invoiced entries
Once an entry has been included in an invoice, it can no longer be edited or deleted. This restriction ensures consistency between your time reports and your billing documents. If a correction is needed on already-invoiced time, an administrator can intervene to adjust the data.
Administrator role
Organization administrators have extended rights for managing entries. They can:

View and edit entries for all collaborators
Delete erroneous entries, including those of other team members
Supervise the quality and completeness of entries across the entire team

This role organization helps maintain reliable time data while offering the flexibility needed in day-to-day operations. Discover all team management features on our Features page.

Question 28

How does drag-and-drop work in the calendar?

Accepted Answer

Drag-and-drop is one of the features of Mataee's time entry interface. It lets you reorganize the display order of your tasks within the same day.
How does it work?
In the calendar view, each logged task is displayed as a visual block. To reorder your tasks:

Click and hold the handle (≡ icon) on the left side of the task
Drag it to the desired position in the list
Release to confirm the new order

The order is saved automatically.
Move a task to another date
To move a task to a different day, use the task's action menu (⋯ icon):

Move to tomorrow: transfers the task and its logged time to the next day in one click
Move to a date: opens a date picker to choose the destination day. Logged time is preserved.

A daily time saver
These interactions save you from manually deleting and recreating entries. Combined with quarter-hour increments, they help make time tracking fast and enjoyable. Discover all time entry features on our Features page.

Question 29

Can I log time on multiple projects in the same day?

Accepted Answer

Yes, you can absolutely log time on multiple projects during the same day. Mataee is designed to reflect the reality of agency work, where collaborators often work on several assignments in a single day.
No limitation
There is no limit on the number of tasks or projects you can record on a given day. You are free to create as many entries as needed to accurately reflect your activity.
For example, a typical day might look like:

1h30 on project A -- site meeting
3h00 on project B -- technical studies
0h45 on project C -- client discussions
1h00 on internal tasks -- administrative work
1h45 on project A -- meeting report writing

Color-coded readability
Each project is associated with a color code in the calendar. When you log time on multiple projects in the same day, the colored blocks give you an immediate visual reading of your time distribution. At a glance, you can identify which projects you worked on the most.
Daily workload tracking
Mataee displays the total hours logged per day at the bottom of each calendar column. This lets you quickly check that your day is complete and that no hours have been forgotten.
Impact on reports
All entries are automatically aggregated in reports by project, by collaborator, and by period. Multi-project distribution is therefore fully supported in profitability analyses and billing exports.
To learn more about time entry and other available features, check our Features page.

Question 30

Where is my data hosted?

Accepted Answer

The security and location of your data are essential topics. At Mataee, we chose European hosting to guarantee the protection of your information.
Hosting in the European Union
All your data is hosted within the European Union. The detailed list of our subprocessors is available upon request via our contact form.
European jurisdiction
Your data is subject to European law and benefits from the protection offered by the General Data Protection Regulation (GDPR). No data is transferred outside the European Union.
Infrastructure security
Our infrastructure includes advanced security measures:

Data encryption in transit (TLS/HTTPS) and at rest
Regular backups with geographic redundancy
24/7 monitoring of the infrastructure
Strict physical access control to servers

A French company
Mataee is published by a French company, registered in France. This means your contractual relationships are governed by French law, with a local and reachable point of contact.
Why it matters
Unlike some solutions hosted in the United States or other non-EU countries, your data is not subject to foreign legislation such as the Cloud Act. You maintain full control over your professional information.
Transparency
We detail all our data protection practices in our privacy policy. There you will find the security measures we have in place.

Question 31

How do I enable two-factor authentication (2FA)?

Accepted Answer

Two-factor authentication (2FA) adds an extra layer of security to your Mataee account. Even if your password is compromised, no one can access your account without the code generated by your authentication app.
Step 1: Access security settings
Log in to your Mataee workspace, then go to Settings > Profile > Two-factor authentication. This section is accessible to each team member for their own account.
Step 2: Enable 2FA
Click the "Enable two-factor authentication" button. Mataee will then generate a unique QR code linked to your account.
Step 3: Scan the QR code
Open your authentication app on your phone and scan the displayed QR code. Compatible apps include:

Google Authenticator (Android, iOS)
Authy (Android, iOS, Desktop)
Microsoft Authenticator (Android, iOS)
1Password, Bitwarden, and any password manager supporting the TOTP protocol

The app immediately starts generating temporary 6-digit codes, refreshed every 30 seconds.
Step 4: Confirm activation
Enter the code displayed in your authentication app to confirm everything is working correctly. 2FA is then enabled on your account.
Step 5: Save recovery codes
Mataee provides you with single-use recovery codes. These codes allow you to access your account if you lose access to your phone. Store them in a safe place (password manager, safe, printed copy in a secure location).
Logging in with 2FA
For your subsequent logins, after entering your email address and password, Mataee will ask for the 6-digit code generated by your app. Enter it to access your workspace.
We strongly recommend that all users enable 2FA to protect their organization's data.

Question 32

Is Mataee GDPR compliant?

Accepted Answer

Yes, Mataee is fully compliant with the General Data Protection Regulation (GDPR). Protecting your personal and professional data is at the core of our commitments.
European hosting
All your data is hosted in Europe. No data transfers are made outside the European Union, ensuring maximum legal protection.
Data encryption
Your data is protected by encryption in transit (TLS/HTTPS protocol for all communications) and encryption at rest on hosting servers. Passwords are hashed with algorithms that comply with CNIL recommendations.
User rights
Mataee respects all the rights provided by the GDPR:

Right to portability: export all your data at any time in CSV format from the Reports section.
Right to erasure: delete your account and personal data directly from the settings. An anonymization process ensures the effective removal of your information.
Right of access: view the personal data we hold about you at any time.
Right to rectification: edit your personal information from your profile.

Minimal data collection
We apply the principle of data minimization: we only collect information strictly necessary for the operation of the service. No superfluous data is requested or stored.
Audit log
An audit log records sensitive actions performed on your organization (invitations, role changes, deletions), ensuring traceability compliant with GDPR requirements.
Subprocessors
We work with a limited number of subprocessors, all GDPR compliant:

Mollie (Netherlands): payment processing
Brevo (France): transactional email delivery

All of our practices are detailed in our privacy policy.

Question 33

What happens to my data if I delete my account?

Accepted Answer

At Mataee, we guarantee you full control over your data, including when you decide to delete your account. Here is the complete process, step by step.
Step 1: Deletion request
Go to Settings > Organization > Delete organization to initiate the deletion of your account and all associated data. Only the organization owner can perform this action.
Step 2: Email confirmation
A confirmation email is sent to the organization owner's address. You must click the confirmation link to validate your request. This step protects against accidental or unauthorized deletions.
Step 3: 30-day withdrawal period
After confirmation, a 30-day withdrawal period begins. During this period:

Your account remains accessible in read-only mode
You can cancel the deletion at any time from your settings
You can export your data if you haven't done so already
No data is deleted during this period

Step 4: Permanent anonymization
At the end of the 30 days, the anonymization process is triggered irreversibly:

Personal data deleted: first name, last name, email address, password, profile information for all members
Organization data deleted: organization name, address, billing information
Data retained anonymously: time and billing records are kept in anonymized form, with no link to identifiable individuals. This retention meets French accounting and tax legal obligations.

Your rights
This process complies with GDPR and respects your right to erasure. It reconciles the deletion of your personal data with the legal retention obligations to which Mataee is subject as a French company.
To learn more about how your data is processed, see our privacy policy.

Frequently asked questions

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Getting started

Team and collaboration

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Time tracking

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