Invoice Terms: Attachment Documents

Throughout Australasia it is a requirement where the work is part of a construction claim to include a reference to  the claim or to the specific payment terms of your invoices.

In NZ the legislation includes the Construction Contracts act, and in Australia there are the various Security of payments acts which govern progress claims.

You can upload a default document from the Administration pages  within Abtrac to ensure these payment claim terms attach to every invoice sent from AbtracOnLine.

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Linking your Accounting System with AbtracOnLine

Abtrac integrates easily with all popular desktop & cloud accounting software packages.

At the click of a button, upload your contacts, sales invoices and other information from Abtrac to all these packages and others.

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Double entry is a thing of the past now that data between our systems connects and synchronises so elegantly. And managing two systems which work together as one has never been easier.

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Employee Charge Rates: Specific Rates

Employee Charge Rates in Abtrac can be as simple or as flexible as required.

It’s possible to enter unique charge rates for specific clients, jobs, projects, tasks, stages or activities. These unique rates will override the default charge rate for the specified employees (or in the case of activities the rates will apply for all employees)

Here’s how to ensure you have the right charge rates in the right location for your billing requirements.

There’s a bit of a hierarchy as to which rate is applied when, read on for details.

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Invoice Design and using the AbtracOnLine Report Designer

The forms and documents that are sent to your clients from AbtracOnLine can all be styled to suit your corporate image.

The invoice layout is the most commonly modified form, if applicable you can also customise your Purchase Orders and Accounts Rendered.

This article details modifications to the invoice layout, but the process is similar for all other instances.

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Tasks or Activities, Which should I use?

One Frequently asked question from new Abtrac users is whether to use Tasks or Activities in their timesheets.

Here’s the difference between the two: Tasks are Quantitative, Activities are not.

Tasks are where you enter the budget for the job.

2016_TasksTasks are also sometimes called Stages or Phases.

They should be exactly the same as budget items on the fee agreement you document to the client.

You give each task an estimate of both time and fees, and then analyse them later using reports such as Actual vs Budget by Task, or Invoice Preparation Information Report. These reports compare your proposed amounts, time spent, and amount invoiced.

You can learn from them over time to see how good staff are in getting through work allotted to them as well as how good you are in your estimates. If necessary you can modify your thinking and estimating to more correctly budget the next job based on what you’ve learnt from previous jobs.

Examples of Tasks (depending on your line of work): Concept Design, Feasibility Study, Developed Design, Media Monitoring

Activities are not Quantitative.

2016_Activities.pngIf Tasks are the bits of the job you’re working on, Activities are what you’re doing on each bit.

Really activities are to save you typing the same comments over and over again.

There are limited reports based on activities other than those used when reviewing timesheet entries and preparing descriptions for invoice lines.

Activities are generic across all jobs whereas tasks and the values associated with them are very much specific to a particular job, especially when there are variations and extras on a job by job basis.

Examples of Activities (again depending on your line of work): Office Work, Travel, Research, Meetings, Site Visit

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Tips for using multiple Offices

From System Management in Abtrac your business details can include information for multiple branches/offices.

These Offices or Branches can also be applied to each employee, job or project and carried through to invoicing and analysis.
You can then run reports by office – comparing performance and profitability between branches and managing workflow.

It’s also useful when you have one tax entity but different physical addresses, and different invoicing and accounting requirements between locations.

There’s also an option to limit access for Abtrac users by office, enabling them to only view and edit offices to which they have been assigned.

When using multiple offices in Abtrac there are a few things to bear in mind.
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Managing access by Employee office

It’s possible to limit access for Abtrac users by office, enabling them to only view and edit offices to which they have been assigned.

We recommend that if you are interested in using this feature that you satisfy yourself that all relevant data in Abtrac has an office assigned.

If you’ve been using multiple offices for some time this shouldn’t be an issue, but if you are new to multiple offices or otherwise wary of data inaccuracies then the Abtrac support team are available for consulting and if required to run scripts against your data to ensure accuracy and a smooth transition.

The process is slightly difference for each version of Abtrac.

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How emails are sent with AbtracOnLine

AbtracOnLine allows users to generate invoices and email them directly to their clients.

This month we’re releasing a change to AbtracOnLine which lets you choose the method by which your emails are sent.

Why are we making this change? It’s important to us that your invoice management and delivery with AbtracOnLine remains reliable, even as the global email environment changes. Mail Servers and email ISPs now have more rigid practices to try and shield their users from spam, and we need to adapt Abtrac to ensure your mail isn’t incorrectly bounced or blocked.

Read on for details about :

  • How invoices are now emailed from Abtrac
  • How to track whether your email has been successfully received, and
  • What our plans are for emailing invoices in the future

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Bulk Edit Timesheets

This screen is useful when you need to update timesheet details in bulk, it eliminates the need to open and edit individual users timesheets .

This timesheets maintenance screen is most typically used in the following situations:

  • Updating Employee rates
  • Editing Stage/Task or Activities that have been incorrectly assigned
  • Changing the job code an employee is assigning time to
  • To check if/when timesheets have been billed and
  • To check which invoice the WIP has been assigned
  • To obtain data not available in performance reports for specific employees, in particular to view timesheet data for employees who are no longer current.

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