Assigning time from multiple jobs to one invoice

It is possible to assign multiple jobs/project to an invoice where a client has multiple jobs/project 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/project
  • 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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Importing Disbursements

Importing Creditor/Supplier Invoices, Bills etc. into AbtracOnline

AbtracOnline allows you to import disbursements via two methods.

 

If you are using MYOB Account Right or Xero the available API connections to these systems will allow you to import your disbursements with the click of a button.

If you don’t use MYOB or Xero, or if you want to import things such as PaperCut files, Linz Fees, Uber Receipts etc., then you can import your disbursements through a file-based import.

Either way,  with our import disbursement functionality you don’t have to spend hours re-keying information that you probably have available from other systems.

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Job/Project Forecast

This feature enables you to forecast fees and resources (hours) for a period estimated in the Tasks/Stages/Phases screen. When you provide the estimated Start date and End date of a Task, Job Forecast will disperse the estimated fees and hours within the given period on a monthly basis. You can then edit them and forecast the resources in a way that suits your cash flow.  You can even forecast the Subtask resources for each Task.

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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’ll create the first invoice with the total amount and then split that invoice and amount between multiple parties.

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Creating and managing tasks

A Project Task is the bit of the job you are working on – and can budget against. (Sometimes they are called Stages or Phases)

Tasks are the most efficient and effective way to measure and manage your projects.

Generally your project tasks will match those items detailed on your original fee proposal letter.

If you’re not sure whether you should be using tasks or activities then this article is a good place to start.

This article refers to the process of creating and assigning tasks in AbtracOnLine follow this link for the Abtrac 5 version

There are quite a few key details to get your tasks set up and working they way you need them.
If you’re new to tasks and budgeting in Abtrac then it’s a good idea to read through this article from start to finish, but we’ve also summarised the key components below for quick reference:

About Tasks, Sub Tasks

Where to enter project budgets, as fee estimates, percentages or building the scope with detailed estimates by employee

Template Tasks

How to set up templates and clone frequently used tasks when creating new projects

Configuring the layout of the Tasks screen

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Making Tasks Mandatory in Timesheets

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Renaming Tasks to Stages – Phases – or something else

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Task Threshold Warnings

Scope Creep Notifications. How to enable a warning on timesheets when task budgets are exceeded

Entering Progress Assesments

For project management and billing estimates

Managing Variations

And reporting on variations by using the Actual vs Budget by Project, Task and Additional Values report

Click on the links above, or read on for details

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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’re invoicing and for how much. This can then be checked with 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.

Unbilled Work Quick Summary

Unbilled Work Quick Summary is found in the invoicing section and as the name suggests this will be a summarised report that you can run against one or all jobs to see quickly whats outstanding out of all your billable time.

UnbilledWorkQuickSummarySelection

UnbilledWorkQuickSummary

Timesheet Entries (Billable WIP Only)

The Timesheet entries reports are found in the Timesheet Entries section and can be used for invoicing and also general reporting. The trick is to tick ‘Billable WIP’ (shown below) to only show information that hasn’t yet been billed.

The timesheet entries report shows information based on timesheets which may be easier for a project manager to confirm what’s billable, what to hold for the next billing cycle or what may need to be written off.

Timesheet_Entries_Selection.png

Timesheet_Entries_Report.png

 

As mentioned this is the simplest way to get information to show what may be billed. Both of these reports have a number of grouping and filtering which can change the information shown, and there are also other reports that show the information in greater detail. If you would like to know more about reports used for invoicing please contact us.

How to Archive data (make items non-current)

How does making items non-current help you

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.

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How to create an Abtrac desktop Shortcut or Bookmark

Here we will show you how to create an Abtrac shortcut on both your Windows and Apple Devices in multiple browsers. Click the links below to go to your preferred browser.

We will cover Google Chrome, FireFox and Safari. While you can use Abtrac on other web browsers these are the preferred options which have the best performance and reliability.
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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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Search People

Abtrac client contacts search screen is the first point of call to quickly look up details about any client, contact, or person.

Once logged in you can click the following link to see the page, or go to Clients, Contacts & Jobs then Search People.

Use this screen as your contact management or phone book and search most fields related to a client person.

Search People Resonsive Screen

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How to Disable and Clear your browsers AutoFill features

Modern browsers are getting smarter (or scarier) and can remember the information you have put into forms on websites and this is not just AbtracOnline but any form you fill out.

Sometimes this information will be automatically put into AbtracOnline if the browser thinks that it’s saving you time by adding the information for you.

Here are the instructions on how to turn that off if you find it more of a hindrance than helpful. (n.b. these instructions are accurate as at September 2018 and may change as the browsers change. Feel free to call us for assistance if they don’t make sense.)

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