Managing WIP – Unbilled Work Quick Summary

The Unbilled Work Quick Summary page shows all unbilled time and cost from all time up to a chosen date.

It’s used to quickly see where you are at on a job (project), and what you need to bill.

From this screen you can access further reports, or start invoicing and assigning time.

Unbilled Work Quick Summary – click to enlarge
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Subconsultant Reports By Job

The Subconsultant Reports By Job report option gives a selection of summaries of all subconsultant work for a selected job.

From one menu choice in the reports screen three types of reports can be produced – Subconsultant Fees and Costs by Job, Subconsultant Fees and Costs by Job Detail and the Subconsultant Invoice Supplement.

Subconsultants Fees and Costs by Job Report
Subconsultant Fees and Costs by Job Detail Report
Subconsultant Invoice Supplement Report
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Managing Invoice Line Groups

In Abtrac, you can easily manage the positioning and grouping of various invoice lines.

Go to Administration >> Settings >> Invoice Line Control Settings to edit your Invoice Line Control Settings. Here you can edit the invoice line types, enable grand total for progress claim invoice, enter a grant total footer narration, edit different control labels, etc.

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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 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. Visa, Mastercard, and AMEX payments are accepted.

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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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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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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Managing Sub-consultants

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.

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Invoice Status

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.

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Auto Generate Invoice – Fee total with narration

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.

Invoice excluding disbursements

Invoice with disbursements

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