A Job/Project Task is the bit of the job you are working on – and can budget against. Sometimes they are called Stages or Phases.
What if I use the same tasks all the time?
When you set up Abtrac we recommend you create a non-billable client for your own company, and within that client you can setup some template jobs and assign the tasks which are structured with the details of the most common types of jobs you undertake.
Once you have template job and tasks created, each time you create a new client job you can choose to Copy Tasks from the template job to the new job.
If you find that you work on the same types of jobs/projects and some of the information is the replicated from one job to another, then you can use the Clone Job/Projectfeature in AbtracOnline. This will simply duplicate the job and selected details and save the job to the existing jobs client.
You can setup template jobs/projects for the different types of work you do and then clone these jobs when you have a real job of the same type.
If you find that you work on the same clients and projects from one week to the next you can use a previous timesheet as a template and save some data entry. Here’s how to clone all the clients, projects, and tasks from one week to the next.
When you set up Abtrac, we recommend you create a non-billable client for your own company.
For this client, enter all the administrative and leave jobs(projects) that your staff may use, and any jobs that you would like to track time against.
Abtrac Job/Project Templates aka Proposals, Fee Estimates, and Mail Merge Documents allow you to create templates that contain information from Abtrac such as client, job/project and task details that can be intertwined with other information, such as your proposals or mail merge type documents.
How it works is you create the different report types that you use i.e. proposal, letter of engagement etc., and within those reports, you add different sections with the required information.
With the latest release in AbtracOnline, on some pages the whole screen width is now available so for people with bigger monitors you can see more information without having to scroll across the page or in some cases forgetting to scroll to see more information.
With a few simple steps, you can set yourself up so you can see what information you want to see on the device you commonly use the most.
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.
Work Items are a list of things to do on a job. They are lower than tasks, (aka stages or phases). They are small steps of work that can be ‘ticked off’ as they are completed. If you already have a QA Check List of some sort for each job/project, then Abtrac Work Items are quite possibly the exact same concept. Examples of a work item might be a day-long site visit, or a 4 hour piece of work in the office to write a report. Each of these and more may all be under a task (aka stage or phase) of ‘Feasibility Planning’.
Most offices start the week and look ahead several weeks when sketching out work to be done and spreading it around the office for people to do. Using Abtrac work items, the benefit is that everyone knows what is being done and how long it is expected to take.