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.
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.
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.
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.
They may submit invoices for you to authorise and pass on directly to your client for payment. Alternately they may submit invoices to you which you pay and then you invoice your client as if the sub-consultant is part of your team. At that stage you may also apply a margin to the sub-consultant invoice.
The essential feature is they are submitting their claims as a series of creditor invoices as they work through their contract requirements on projects for your clients. You need to know what they have already invoiced, what is this particular invoice for, and how does it fit within the contract agreements you have with them.
With AbtracOnline, you can assign a different status to an invoice, so your team knows where you are up to with its creation. Examples of these statuses can be Draft, Returned for Edits, Approved, Committed.
This is helpful when there is a team of people creating an invoice, but one final person signing off on the contents of the invoice.
A purchase order can only be created for an entity we call a Sub-Consultant.
Sub-consultants and contractors are managed and linked to jobs (projects) in Abtrac through the tasks module.
Before creating purchase orders, you will need to have created Sub consultants within Abtrac. For more information on Sub consultants and sub consultant invoices, please refer to this knowledgebase article.
In AbtracOnLine you can create invoices automatically from your job/project task and timesheet data.
The Auto Generate by ‘Invoice by Fee total with Narration’ option creates an invoice with a pre-filled narration paragraph and then inserts the total time fee onto a single line. You can choose to itemise disbursements, or exclude them from the automatically generated invoice.
‘Invoice by Fee total with Narration’ invoices look like the examples below.
The invoices that are sent to your clients directly from AbtracOnLine can all be styled to suit your corporate image. A customised invoice layout design will include your company logo and styling on any invoice sent via email or printed from AbtracOnLine.
If on occasion you still wish to print and post your invoices using pre-printed stationery, then you can choose to hide your company logo from your invoice header and footer (once the setting has been applied to your invoice layout).