Setting up Lists of Contacts

In Abtrac, you can set up lists/groups of your contacts from the ‘Contact Group Management’ screen or from the ‘Search’ screen. This would be useful for creating different mailing lists for your business purposes.

Set up Lists of Contacts using Contact Group Management

From Clients, Contacts & Jobs >> select Contact Group Management

Contact Group Management screen (click to enlarge)

Add a contact group and save.

Add contact group (click to enlarge)

Select and add contacts to the group.

Add contacts to group (click to enlarge)

Click on the ‘Produce Email List’ button to get the required email addresses in the pop up box or use the ‘Export Options’ button to export the contact name and details to Excel or CSV.

Produce Email List and Export Options (click to enlarge)

Set up Lists of Contacts using the Search screen

Go to Clients, Contacts & Jobs >> Search People

Search People screen (click to enlarge)

Export the details on the page using the ‘Export’ button and then use the data in CSV for further filtering if required, to create your list.

Abtrac KB# 2170

Setting up Client Owners, Job Managers and Project Leaders

The names you use for the person responsible for a client and/or job(project) can be set up from the Administration menu.

Companies may have client owner/s and job owner/s who are responsible for a particular client or job.

These may or may not be the same person and depending on your company naming system, you might call them Directors, Team Leaders, Principals, Project Managers, etc.

The default names in Abtrac are Client Owner, Client Owner 2, Job Owner, Job Owner 2. Client Owner and Job Owner are used extensively in reporting to filter, group and sort data by who is responsible for the work.

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Chart of Invoice Listing Report

The Chart of Invoice Listing Report gives two views of revenue earned.

A chart of the total amount invoiced per month, as well as a chart of cumulative amount invoiced. Both include a comparison to the previous calendar year/years.

These charts are useful as a visual representation of the performance of a company with regards to income earned, and to compare monthly and yearly performances.

The filter options allow you to view and compare revenue by office. You can also view performance by a selected client or job.

Chart of Invoice Listing report
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Repeat Clients Report

The Repeat Clients report gives a list of clients within a selected date range. Repeat Clients are those who have more than one associated job in the system.

This report may be used to show the relationship a job owner is cultivating with clients and any repeat work that is coming in from a client.

It can also be used to help assign job owners to a job by reviewing any history they have with a client.

Repeat Clients – Between Dates report
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Pre-Payments

A pre-payment amount for a job can be entered in the ‘Job Billing Details’ page in Abtrac.

This could be an initial deposit or an advance paid for a job.

This feature could also be useful in the event of an overpayment by a regular client for a job – the overpaid amount could be transferred to their next job as paid pre-payment amount.

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