When a business changes structure or begins operating under a new company entity, invoice details may also need to change from a specific date.
A client recently asked whether Abtrac can support a business restructure where the same Abtrac system continues to be used, but invoices show different business details before and after a specific date.
The answer is yes. This can usually be managed by setting up a separate office/business configuration in Abtrac for the new entity.
The Client Question
The client advised that their business would be operating under a new company entity from a specific date.
They wanted to know whether they could continue using the same Abtrac login credentials, while ensuring that:
- invoices up to the changeover date showed the old business details
- invoices from the new effective date showed the new business details
This is a common situation when a business restructures, changes trading arrangements, creates a new legal entity, or moves work from one entity to another.
Can Abtrac support this?
Yes.
In Abtrac, this can usually be managed by creating a new office/business configuration for the new entity, then creating a specific configuration of Invoice and Other Office Settings for that new office.
The existing office configuration can continue to hold the old business details for invoices issued before the changeover date. The new office configuration can hold the new business name, logo, tax details, bank account details, and invoice settings for invoices issued from the new effective date onwards.
For detailed setup instructions, see:
Tips for using Offices in Abtrac
Invoice and Other Office Settings
What happens to existing clients and projects?
In many restructures, the same clients and projects continue under the new business entity.
In that case, the existing clients, jobs, and projects can usually continue to be used. The key change is which office/business configuration is used when invoicing.
For example:
- invoices dated before the changeover continue to use the old business details
- invoices dated from the effective date use the new business details
This allows the same project to be invoiced under the original entity before the changeover and under the new entity after the changeover.
Invoice templates
If the new entity requires a different invoice logo, business name, tax number, address, bank account, or invoice wording, a new invoice template may be required.
The old invoice template should usually be retained so that historical invoices can still be reprinted with the correct original details.
Contact Abtrac Support to assist with invoice template changes if required.
Recommended changeover checks
Before the changeover date, check that:
- the new office/business configuration has been created
- the new invoice details are correct
- the new invoice template is available if required
- the old invoice template has been retained
- the default office can be changed from the effective date
- invoices before the changeover remain linked to the original office/business details
Depending on your setup, Abtrac Support may also recommend a quick data review to confirm invoices before the changeover date are linked correctly.
Summary
A client asked whether Abtrac can continue to be used during a business restructure where invoices need to show one business entity before a certain date and another entity from a new effective date.
Yes, this can usually be done by setting up a new office/business configuration and applying the correct invoice settings and templates.
For the detailed setup steps, refer to:
Invoice and Other Office Settings
If you are planning a restructure or new company entity, contact Abtrac Support before the changeover date so the setup can be reviewed in advance.
Abtrac KB# 2266