In Abtrac you can create a detailed progress claim invoice automatically from your job task and timesheet data.
Automatic Progress Claim invoices can be generated by amounts to look like the examples below.
Category Archives: Invoicing
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
Progress Claim Numbers
Progress Claim Numbers can be automatically generated for each job (project) and invoice in Abtrac.
Printing Invoices to Letterhead
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).
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.
How to email invoices from AbtracOnLine
In AbtracOnLine you can email invoices directly, without the need for email software.
Continue readingLinking 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.
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.
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.
To Print/PDF multiple invoices enable pop-ups
In most cases AbtracOnLine is ready to go with Google Chrome and does not require any additional configuration. However, on occasion, a browser may block AbtracOnLine downloads.
If you are having trouble downloading multiple pdfs from AbtracOnLine – such as invoices – you may need to enable abtraconline.com as an exception to your browser security settings.
How emails are sent with AbtracOnLine
AbtracOnLine allows users to generate invoices and email them directly to their clients.
AbtracOnLine also lets you choose the method by which your emails are sent.
It is 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 have adapted Abtrac to ensure your mail isn’t incorrectly bounced or blocked.
Read on for details about :
- How invoices are emailed from Abtrac
- How to track whether your email has been successfully received, and
- What our plans are, for emailing invoices in the future
Invoice Addresses
Abtrac addresses can be as simple or as flexible as required. Here’s how to ensure you have the right address details in the right location for your billing requirements.
Addresses can be stored at the Client, Job (Project) and Invoice level. There is a bit of a hierarchy as to which address is shown on your invoice, it works out like this:
Abtrac Billing Address Relationships and Process
Invoices and Payments
In AbtracOnLine invoice payments and outstanding accounts can be managed independently from your accounting software with our optional Debtor Management module.
You can record invoice payments, account for write-offs and adjustments, and report on your debtors from this add-on module.
Five Quick Invoicing Tips
Based on support calls and emails from our customers, here are our most commonly asked invoicing queries and their solutions.
Invoice Numbers
How can I change an invoice number, and why can’t I change the invoice ID?
Invoice Narrations
Why not save time and save as default the comments you use most often?
Generate Based on Invoice
Another time saver is to clone or copy invoices you have sent previously
Accounts Upload
The two most common reasons why an invoice fails to upload
Statements
Why isn’t my invoice appearing on this statement?
How many billable hours do you write off?
A new survey came out last month – the Trends & Challenges in Architecture and Engineering International Report 2014* and it had some most interesting (but perhaps not surprising) statistics.
Architecture and Engineering firms throughout Australia and New Zealand are missing out on invoicing up to 30 percent of billable hours. According to the survey, almost three quarters of businesses indicated they recovered only 61-80 % of billable hours.
Loss of billable hours is a common challenge for all time based billing professionals, regardless of whether you bill on the basis of time engaged or a fixed price contract. It’s a challenge that needs to be constantly managed.
Write Off Reporting
As well as looking at how much was billed each month end we recommend you look at your write off percentages. Use one of the WIP reports from Performance Reports > Management Analysis:
- WIP Write-offs and Write-ons by Invoice
- WIP Write-offs and Write-ons by Project, or
- Write-offs and Write-ons by Project and Invoice are all good places to start.
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