Invoice Payments with Abtrac PayBy

What is Abtrac PayBy?

Trying to get paid for the work you have delivered can be a headache. So that’s why we’ve teamed up with MYOB PayBy to offer a service that makes getting paid not only pain free, but faster. Giving your clients convenient and easy options to pay is great for business and great for your cash flow.

This is a smart payment solution for your clients and the bonus is that you don’t need to go through the effort of setting up your own company credit card facilities.

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Two Factor Authentication

Two Factor Authentication

When using Abtrac two factor authentication, a code will be sent to the user’s email address which is required to be entered before gaining access to Abtrac. This will confirm the device they are working on is a trusted device.

Each user can opt to remember this device for 30 days or they can get a new code every time they login in.

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Cloning Tasks/Stages/Phases

A Job/Project Task is the bit of the job you are working on – and can budget against. Sometimes they are called Stages or Phases.

What if I use the same tasks all the time?

When you set up Abtrac we recommend you create a non-billable client for your own company, and within that client you can setup some template jobs and assign the tasks which are structured with the details of the most common types of jobs you undertake.

Once you have template job and tasks created, each time you create a new client job you can choose to Copy Tasks from the template job to the new job.

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Cloning Jobs/Projects

If you find that you work on the same types of jobs/projects and some of the information is the replicated from one job to another, then you can use the Clone Job/Project feature in AbtracOnline. This will simply duplicate the job and selected details and save the job to the existing jobs client.

You can setup template jobs/projects for the different types of work you do and then clone these jobs when you have a real job of the same type.

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Abtrac Job/Project Templates

Abtrac Job/Project Templates allow you to create templates that contain information from Abtrac such as client, job/project and task details that can be intertwined with other information, such as your proposals or mail merge type documents.

How it works is you create the different report types that you use i.e. proposal, letter of engagement etc., and within those reports, you add different sections with the required information.

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Assigning time from multiple jobs to one invoice

It is possible to assign multiple jobs/projects to an invoice where a client has multiple jobs/projects belonging to them.

You use this feature to write off time or to create a single invoice with multiple jobs.

  • Create a new invoice or load an invoice for a client that has multiple jobs/projects. Go to Invoices >> Load Invoices
  • One job will be selected to start with. This will be the ‘master job’ for the invoice.
  • You can select a subsequent job to assign to the invoice, using the combo box (shown below).
  • With that new job selected, create a new invoice line and assign any time to the new invoice line.
    • The line could be totally blank i.e. no narration and no amount assigned
    • Or the line can have amounts and narrations as per a standard invoice

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Importing Disbursements

Importing Creditor/Supplier Invoices, Bills etc. into AbtracOnline

AbtracOnline allows you to import disbursements via two methods.

 

If you are using MYOB Account Right or Xero the available API connections to these systems will allow you to import your disbursements with the click of a button.

If you don’t use MYOB or Xero, or if you want to import things such as PaperCut files, Linz Fees, Uber Receipts etc., then you can import your disbursements through a file-based import.

Either way,  with our import disbursement functionality you don’t have to spend hours re-keying information that you probably have available from other systems.

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Job/Project Forecast

This feature enables you to forecast fees and resources (hours) for a period estimated in the Tasks/Stages/Phases screen. When you provide the estimated Start date and End date of a Task, Job Forecast will disperse the estimated fees and hours within the given period on a monthly basis. You can then edit them and forecast the resources in a way that suits your cash flow.  You can even forecast the Subtask resources for each Task.

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Splitting Invoices

Sometimes a job/project needs to be split and invoiced to multiple parties with the invoices containing the same invoice line details.

Within Abtrac, you will create the first invoice with the total amount and then split that invoice and amount between multiple parties.

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Simple reports to get started with invoicing

Getting started with your invoicing normally starts with a few reports to see who you are invoicing and for how much. This can then be checked with job (project) managers to confirm they are ready to invoice the clients and if they are happy with the amounts.

There are two basic reports that can get you going. Unbilled Work Quick Summary and Timesheet Entries.

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How to Archive data (make items non-current)

How does making items non-current help you

Simple, fewer pieces of information to load means you will have a faster system.

Screens such as the searches, timesheet entries, invoices, and some reports all load with the current data that is available in the system, so it’s pretty straightforward to think that making items non-current will give you a quicker response for all these pages.

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How to create an Abtrac desktop Shortcut or Bookmark

Here we will show you how to create an Abtrac shortcut on both your Windows and Apple Devices in multiple browsers. Click the links below to go to your preferred browser.

We will cover Google Chrome, FireFox and Safari. While you can use Abtrac on other web browsers these are the preferred options which have the best performance and reliability.
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