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
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.
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.
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.
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 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.
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.
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.
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
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.
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.
With the optional Abtrac5 Debtor Management module invoice payments and outstanding accounts can be managed independently from your accounting software.
You can record invoice payments, account for write-offs and adjustments, print payment receipts, and report on your debtors from this add-on module.
In AbtracOnLine invoice payments and outstanding accounts can be managed independently from your accounting software with our optional Debtor Management module.
You can record invoice payments, account for write-offs and adjustments, and report on your debtors from this add-on module.
Based on support calls and emails from the past 12 months here’s our most commonly asked invoicing queries and their solutions.
How can I change an invoice number, and why can’t I change the invoice ID?
Why not save time and save as default the comments you use most often?
Another time saver is to clone or copy invoices you’ve sent previously
The two most common reasons why an invoice fails to upload
Why isn’t my invoice appearing on this statement?
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.