Holiday Support Hours

From the entire Abtrac team we’d like to say thank you for your support this year, we look forward to working with you again in 2023.

Whilst our support team takes a short break you can still access all our help files and videos here on the knowledgebase.

Our latest newsletter has answers to the most common queries we get at this time of the year:

Looking to reset your job numbers for 2023?

Changing Employee charge rates?

Updating cost rates on projects?

Getting an error message when you login from a shortcut?

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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Glossary: Job / Project Details

This page briefly explains all the fields available on the Job / Project Details Page.

N.B. The name Job / Project is a variable that you can set yourself in the Administration >> Settings >> System Settings area. From this point forward, we will refer to them as Projects

There are a few different classifications for Projects, so here are the different definitions you will see below.

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Abtrac V5 Desktop and Browser V3 End of Life Notice

If you currently use AbtracOnline, this article can be ignored. This is for the few users still using the old desktop system that haven’t upgraded since the new version came out in 2014.

Due to Microsoft software updates increasingly affecting Abtrac V5, we are unable to guarantee the old desktop version of Abtrac will continue to function. To save any frustration for yourself and your staff members, from March 31st 2023, we will no longer be supporting the Version 5 instance of Abtrac and the accompanying Abtrac V3 browser.

Between now and then, you can upgrade for free to our cloud instance of Abtrac Online, which has been available since 2014. For more details, contact us at  or call Pamela to discuss options and book a time for an upgrade.  Read more about the process of an upgrade here, or take a look at AbtracOnline and our pricing structure here.

As you will see on our website, Abtrac is Xero accredited. Through our API, we are able to do things with Xero that their affiliated products cannot. We are also MYOB certified developers and link to MYOB Essentials, MYOB Business and MYOB AccountRight. Abtrac is a Microsoft Developer Partner being the only product of our type on the Microsoft Marketplace down under.

As a valued customer, we hope you do move to AbtracOnline. Abtrac is a mature product, fully cloud-based, with thousands of people logging into it every day across New Zealand, Australia, South Africa, England, Canada and elsewhere.

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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Chrome Update affecting Abtrac

Abtrac Status Update: Wednesday May 4th, 9:15am NZST/ 7:15pm AEST.


Abtrac is once again operational across all browsers. Thank you for your patience and understanding.

The issue was confirmed as a global event where current SSL logs stored within Google servers were retired as part of the latest Chrome update. Our SSL issuer was one of those affected, and issued a patch yesterday early afternoon around the same time that Google reactivated all retired logs.

GoDaddy has apologised for the disruption and are working on a longer term plan for robust validation logs. The technical response from Google for those interested is below:

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Glossary: Client Address

This page briefly explains all the fields available on the Client Address Page.

Every client can potentially have many addresses for site addresses, deliveries, invoicing etc. In Abtrac, these are managed in the Client Addresses screen.

You can search addresses from Clients, Contacts & Jobs >> Search People.

Most of the fields here should be self-explanatory but below are some further explanations.

Address Description: The Address description is a way to differentiate between addresses. Abtrac users typically put in things like “Normal Billing Address” or “North End Branch Address” if a client has more than one branch in town. Another example is the difference between the “Site Address” and the “Office Address”.

This field is handy when selecting address quickly for the Client Invoice Defaults, Job Billing Details, and Invoicing.

Current: This indicates whether the address is a place of interest no longer used.

Main Address: This indicates the address most frequently used by the client when there are multiple addresses.

Copy Delivery To Postal: The Copy Delivery to Postal option lets you enter the delivery address, then clicking Copy Delivery to Postal, copies it to the Postal Address, saving double entry.

Address lines 1-5 and Post Code: Since Abtrac is used globally, there are different formats of address terms, such as the states, provinces, city, town etc., for different countries.

We have allowed you to use whatever fields you like in your invoice, account rendered, receipt and other templates.

Glossary: Client Invoice Defaults

This page briefly explains all the fields available on the Client Invoice Defaults Page.

For more complicated fields, there will be links provided to supporting articles.

What are Client Invoice Defaults:

Invoice Defaults are used to populate the Client Details of an invoice when generating an invoice for this client.

Should you use Client Invoice Defaults or Job/Project Billing Details?

When there is one set of criteria for invoices, regardless of how many Jobs/Projects there are created for this Client, you can use the Client Invoice Defaults.

However, in most cases, Job Billing Details are used for this information as there are more options available. For people using only basic invoicing features, then Client Invoice Defaults is a good alternative.

What if I have entered information into both?

The rule of thumb is that if conflicting Job Billing Details are entered, the Job Billing Details will take precedence over the invoice defaults.

If there are no Job Billing Details, then Invoice Defaults will be used.

Invoice Alternate Name: Used if the invoice name is different from the client name

Invoice Recipient: This selection box will automatically populate all the recipient details if you have entered information in the Client People Screen.

Invoice Recipient Role: The role of the person who receives the invoice.

Invoice Recipient Email: Email address used for who will be sent the invoice. You can add multiple people by separating them with a semicolon (the same as Outlook or Gmail).

Client GST/ABN: The client’s own GST/ABN number if they require you to show it on the invoice.

Invoice Default Address: This selection box will automatically populate all the address details if you have entered information in the Client Address Screen.

Postal Line 1: Postal Address to show on the invoice.

Postal Line 2: Postal Address to show on the invoice.

Postal Line 3: Postal Address to show on the invoice.

Postal Line 4: Postal Address to show on the invoice.

Postal Line 5: Postal Address to show on the invoice.

Post Code: Postal Code to show on the invoice.

Purchase Order Required: Indicates whether a purchase order is required when creating a Job/Project.

Default Purchase Order: The default purchase order when creating a Job.

Never Add GST: If ticked, the invoice won’t add GST unless you specifically change the option on the invoice.

Invoice Terms: This allows the terms to be specific to the client rather than the system default invoice terms.

Due Date Calculation: This allows the due date to be specific to the client rather than the invoice system settings’ default due date.

Day/s: This allows the day’s calculation to be specific to the client rather than the invoice system settings’ default invoice days calculation.

Glossary: Client Details

This page briefly explains all the fields available on the Client Details Page.

For more complicated fields, there will be links provided to supporting articles.

Name: This is the Client name, Contact name, or Sub-Consultant name you want to manage through Abtrac.

Abbreviation: A short form of text for the Client Name used in the timesheet screen for faster entry for the user. The abbreviation is also used in some reports where space is at a premium.

System Code: The System Code is an alphanumeric field that is mandatory.

The default number is set from the Administration >> Settings >> Invoice and other office settings section in Abtrac.

In this screen, you can set an initial client number for one office under the option you have marked as the “Default Invoice Setting” or set specific numbers for each “invoice and other office setting”. The place to set the default is controlled under the “Next Client Number”.

If you prefer an alphanumeric code, you will need to make them up and manage them yourself each time you enter a client.

The system code is there because many Abtrac businesses link their Abtrac data and invoices with their accounting system. The system code is one way of providing a unique link, so the two systems always match up. It also enables Abtrac to manage the differences between two clients who have the same name.

If you aren’t sure what to enter as a system code, leave it alone, and Abtrac will automatically give it a number. Later on, you can change this data if needed.

Creation Date: The date the client was created, defaulting to the date the entry was added.

Current: This represents if the client is someone you are currently working with. It is recommended to mark all clients you no longer work with as non-current to minimise the amount of data Abtrac and your staff need to go through when searching, entering time, and generating reports.

Billable: States whether this is a billable client or a non-billable contact.

You are recommended to set yourself us as a non-billable contact so you can record time against yourself.

This client is used for admin time, sick leave, annual leave, training, etc. These are all set up as individual jobs/projects for yourself.

Synchronised: Indicates if the client has been synchronised with your accounting package during an invoice upload process or by clicking the synchronise button.

Learn more about your accounting packages here

Is a sub-consultant: You can use sub-consultants in Abtrac if you outsource work to third parties and need to manage them over the duration of one or more projects.

Read more about sub-consultants here.

Work This Sub-Consultant Does: Work This Subconsultant records the sub-consultants type of work. Bu classifying this here, you can subsequently query all sub-consultants who do the same type of work.

Client Owner: Is an employee that takes responsibility for this client. Client Owner is a displayed name that you can set to something that means something to you. An example of a reason to change this is to change it to ‘Principal’ or ‘Director.’

The screen to set who can be a client owner is found in Administration >> Employees Owners.

The area to set the displayed client owner name is under Administration >> Settings >> System Settings. Make sure you are in the Clients and Jobs/Projects tab on the left, then down the page in the section For Display on Forms and Reports.

Client Owner 2: This is the same as Client Owner 1 but a second option.

Client Type: Client type allows you to create a list of client types so they can be allocated to each client. This will allow you to see what clientele you are attracting to your business.

To maintain your list of client types, go to Administration >> Maintenance >> Client Rating.

Client Rating: Client Rating will allow you to set up a rating scale for your clients.

To maintain your client ratings, go to Administration >> Maintenance >> Client Type

Office: Shows what office this client belongs to. This can be left blank, so you can leave this unless you manage multiple offices and want to know differences during reporting or restrict employees by their office.

Is Master Client: If you tick a client as a master client, this tells Abtrac that this client can become a parent company for other clients. You then use the selection box to associate other clients with them by selecting their names from the drop-down list.

Is Master Client: Indicates if this client is a master client with ‘child client’ associated with it.

Master Client: This shows the client associated with this master client.

Comments: Whatever comments you want to associate with a client. E.g. “formerly called XZY Limited but changed their name in 20XX”, or “These guys are really bad payers, so contact Jo if you have any queries from them or requests for more work”.


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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