Invoice Payments with Abtrac PayBy

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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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Threshold Warnings

In Abtrac, you can enable timesheet threshold warnings at the job and task levels.

If you have assigned a fee estimate to your job or task, then you can enable Timesheet Threshold Warnings.

Timesheet threshold warnings are budget notifications that pop up within the timesheet entries screen when the threshold value specified is reached or exceeded.

These warnings can be applied to the entire fee budget for the job, or at the task level.

At any stage, a user can still enter time against the task and job.

Because of this, when you enable timesheet warnings, it is a good idea to let the staff know about them, and ask them to contact you if they receive a warning when entering time.

Job budget Warnings

The threshold is calculated as a percentage of the Job Billing Details >> Fee value (detailed here), and a pop up message is displayed when the threshold value is reached or exceeded.

In the example below, when the total value of time and cost entered for the job is 75% of  $196,906, a warning will be activated.

There are two stages of warning when a threshold is set for a job.

When the threshold limit is reached, timesheet users will receive a message like the warning below. The warning details the percentage of time and cost already allocated and the percentage remaining.

And when the time and cost for a job has exceeded its expected fee value, the following message is displayed.

Task budget warnings

You can also enter a threshold percentage warning for individual tasks within a job.

To do so, you will need to enable the Threshold column from User Control Settings >> Tasks. Once enabled, you can enter a percentage of the task fee estimate as the threshold value.

A pop up message is displayed within a users timesheet when the threshold value is reached or exceeded.

In the example below when the total value of time and cost entered for the task is 60% of the expected fee value of $9,225, a warning will be activated.

The warning details the percentage of time and cost already allocated to the task and the percentage remaining.

Job and task threshold warnings also work together, so users may also see notifications like the one below: in this instance, both the task threshold and job threshold have been exceeded.

Abtrac KB# 2152

Timesheet Entries Reports

The Timesheet Entries report shows all time and cost for the chosen criteria.

There are quite a few variations on the ‘basic’ timesheet entries report with options for lots of different filters, groups and sub-groupings.

It is often used in conjunction with the Manage WIP Screen, or the Unbilled Work Quick Summary to determine what can be billed each month.

Timesheet Entries Report

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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 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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How to exclude Abtrac from LastPass Autofill

Password Managers are fantastic things when they do their job., They help you so you don’t have to remember hundreds of passwords. However when they try to be smarter than you have asked them to be it becomes very frustrating!

In Abtrac we have found more and more people are using LastPass (we use this also) but it has started to become a nuisance for people when it tries to fill information in the Grid search bars and also on some forms. Here is how to turn that feature off for Abtrac (and other sites if you wish).

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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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Unbilled Work Quick Summary Report

As the name suggests, Unbilled Work Quick Summary Report will give you a summarised report that you can run against one or all jobs, to see quickly what is outstanding out of all your billable time.

It’s a static printable report of unbilled time as of a given date. For live WIP management we recommend using Manage WIP from the Invoicing screens.

Unbilled Work Quick Summary Report
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Sub-Consultant Invoice Listing Report

The Sub-Consultant Invoice Listing report option can be used to get a summary of sub consultant claims and invoices for all or selected subconsultants, between two dates.

You can choose to view all sub consultant invoices, just those that have been fully processed, or only those still waiting to be fully processed.

Subconsultants Invoice Listing Report
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Clients and Jobs Reports

Reports are an important feature of Abtrac wherein the information within can be extracted and presented in a meaningful way. Reports also help list useful items and/or assess your company’s performance.

In this article, we will have a look at the ‘Clients and Jobs’ Reports, which comes first in the reports’ list. From Reports >> Performance Reports >> go to ‘Clients and Jobs’ to get a list of reports for clients and jobs.

Clients and Jobs Report Types
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Search and Track Projects with Google Maps

The Google Maps integration is new feature to link and track your jobs spatially.

It lets you pinpoint the longitude & latitude of a project, you can save these locations to your Abtrac datafile and then search for other pinned jobs within a radius of the selected project.

The Google Maps interface is an add-on module to your subscription, subject to a monthly fee. Basic Google Maps is free for all Abtrac users. More details on how to use both these features and subscribe to interactive maps are included below.

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Managing Project Numbers

Project Numbers in Abtrac can be as complex or as simple as your company requires.

Project Numbers are managed in two locations from the Administration Settings screens.

From Administration >> Settings >> Invoice Settings you can determine the next Project Number.

You’ll need to scroll down past the Invoice Setttings and Templates in order to maximise the ‘Client, Project, Proposal, Purchase Order Numbering’ Tab.

Project Numbers can also have a prefix, suffix, and separator.

These options and the name you use for a Project (Job, etc) are managed from Administration >> Settings >> System Settings.

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Adding a percentage to disbursements

One of the ways to apply a margin to disbursements in Abtrac is to apply the mark up percentage based on disbursement types.

Under Administration >> Maintenance >> Disbursement, you can add an ‘adjustment’ to a disbursement type.

For this mark up to take effect you also need to confirm Disbursement Margin rules from Administration >> Settings >> System Settings >> Timesheets & Disbursements.

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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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