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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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.

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Tips for using multiple Offices

From System Management in Abtrac your business details can include information for multiple branches/offices.

These Offices or Branches can also be applied to each employee, job or project and carried through to invoicing and analysis.
You can then run reports by office – comparing performance and profitability between branches and managing workflow.

It’s also useful when you have one tax entity but different physical addresses, and different invoicing and accounting requirements between locations.

There’s also an option to limit access for Abtrac users by office, enabling them to only view and edit offices to which they have been assigned.

When using multiple offices in Abtrac there are a few things to bear in mind.
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How emails are sent with AbtracOnLine

AbtracOnLine allows users to generate invoices and email them directly to their clients.

This month we’re releasing a change to AbtracOnLine which lets you choose the method by which your emails are sent.

Why are we making this change? It’s 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 need to adapt Abtrac to ensure your mail isn’t incorrectly bounced or blocked.

Read on for details about :

  • How invoices are now emailed from Abtrac
  • How to track whether your email has been successfully received, and
  • What our plans are for emailing invoices in the future

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Bulk Edit Timesheets

This screen is useful when you need to update timesheet details in bulk, it eliminates the need to open and edit individual users timesheets .

This timesheets maintenance screen is most typically used in the following situations:

  • Updating Employee rates
  • Editing Stage/Task or Activities that have been incorrectly assigned
  • Changing the job code an employee is assigning time to
  • To check if/when timesheets have been billed and
  • To check which invoice the WIP has been assigned
  • To obtain data not available in performance reports for specific employees, in particular to view timesheet data for employees who are no longer current.

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Invoice Listing Report

The invoice listing report shows: invoice date, project code, name on invoice, the assigned time and cost, write on/off amount, billed total (ex tax), and incl tax amounts – for each invoice number.

The report is run between two dates and will sorted by either name on invoice or by project code. You can also choose whether the time and cost data displays as either charge or cost rates. It optionally filters invoices by office, client, project, and project owners.

The invoice listing report is one of the staple reports of Abtrac, used throughout billing and in month end reporting.

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Five Quick Invoicing Tips

Based on support calls and emails from the past 12 months here’s 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’ve 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?

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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.

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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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