Create Your Timesheet Invoice Template for Management Effortlessly

Timesheet invoice template for Management

so I'm back on the main home page and then I want to record time against my timesheet to go directly to any recent or current timesheet so I can simply click on the period ending date here or alternately I can click up here and go to employee time and disbursements if I default I'm seeing as many employees as I am allowed to see based on the user group in the system settings that the administrator has given me if I want to add a new timesheet I can simply click on the plus sign to add a new timesheet the system administrator has set up a practice a timesheets to each week ending on a Friday by default again the system administrator has set it up to say these are the columns that I see in the order in which they appear what I can do is I can simply copy my timesheet from a prior period so I'll say clone it from the end of March and post it into the 13th of April so what it's going to do is bring through all the current project data that's not already in my current timesheet and that saves me rekeying these numbers these words job codes etc on projects that I'm doing a lot of repeat work on so all I need to do is simply just say write but I've just done five hours there it may be three hours here etcetera I can't just go throughout the week and just populate my timesheet like that if I need to add a new project I can either pick it from the drop down list or if I know what it is I can simply start typing the number in deeper equals zero in on it I'll say I've just done another two hours on that particular project via me when I click away AB Trek is trying to autosave the timesheet if it doesn't do it is it hasn't done here it tells me why and it's because in this case this stage is required for this particular project so you can see it rules with their track that apply across the whole of the system and you can also set rules on a project-by-project basis clicking here right clicking I can see that because is a tick in this box here against this particular project it's requiring that I enter a stage we're not into time against it so Becca no timesheet associated with that time element that I've just entered I can do a couple of other things I can double click and enter a comment so I might say I drove out to drove out to the client site it's picked up that I've spelt one word incorrectly I can fix that there and then save that comment now when I hover over that it's telling me that to comment and I can also click in here in the right click and edit dispersement so I drove out somewhere I can say I used my personal car and the administrator has set it up so that it looks as if I'm getting reimbursed 85 cents per kilometre I'll just say I did 63 kilometers or save that record it's leave me so it's straight away without requiring any comment or anything else so most people will leave their Trek open throughout the day ultimately of course you can log in and out from it throughout the day they'll leave it open they'll leave it minimized we have configured the timesheet entry screens so that they will stay open for up to 12 hours whereas all the other pages of the new track the same as anything else like internet banking or eBay you'll have to record initialize yourself if you're away from that page after a certain period of time but we've configured the timesheet entry pages so that doesn't happen for up to 12 hours there are several different views of the timesheet and if people are using for example a stage group but they're not interested in using work items you can configure ab tricks so that those columns are the show or don't show ing to what you want in another major view of their prac is obtained by clicking on here so that they see the dates down the side instead of across the top and in particular people will use that if they like recording start times drop times down here I can also see the comet that I typed in the against that particular work item so these configuration settings end many more manage through what we call user control settings and if I right-click and open that in a new tab you can see here that it's showing the comment field here because that's the width that I've set it to in pixels and that's the order in which it's appearing and in fact just about all the grid pages of a thin Amtrak so started off in the search screen about 20 minutes ago I'm now in my timesheet screens I've got a couple of major views and you can see that I can show and hide columns giving it a zero which will hide it ing to what I want it to do within my particular office when people have done their timesheets to a certain level they can if they so wish put a tick in that box there and that will say to an administrator I have completed my timesheet you can now take it off me in what does that mean that means that back in this page here an administrator came commit these time she's whether or not they have been deemed ready to commit by the particular employee they do that by selecting as many timesheets as they wish for a particular period ending for example and instantly bulk committing all those time sheets once the timesheet is committed it's analogous to handing an old-fashioned piece of paper through to an administrator the particular user can no longer edit those time sheets but of course they can still open them and view them in the same neighborhood as entering timesheets an administrator or anyone else who was allowed came into office disbursements they can import a disbursement from any other source where you can obtain either a CSV or we have an API connection you can also process sub consultant invoices as they are submitted to you and you can export timesheets and import them into various payroll packages so timesheet entry is where most people spend most of their time within Amtrak but in fact it's very quick to learn how to use it once the administrator in particular has set it up having entered time we can now look at some reports and we'll look at them from two or three different perspectives there's a huge array of reports with their name track and one of the big bouquets that we get from many a client who's migrated to our track from another package is that the reports are stunning and give them a lot more information that otherwise they would have to maintain through Excel or some other system so I've configured Amtrak so that I'm only seeing this fine-art list of reports so for example I'm seeing three reports up the top here if I click on all then this expands out to show considerably more than three you can do that as you'd expect by clicking on favorites so you can choose your favorite reports these are my favorite project management reports sees my favorite month in Denver Singh reports my favorite employee monitoring etc if I'm here for purposes of invoicing I might start down here I can click on unbuild wit quick summary people can keep entering their timesheets supposing we're into the first few days of May you make sure people have done their timesheets by running perhaps listing event complete timesheets between two dates and then eventually we say right I'm sure we've got all the data in the system we'll look at what people have been doing you'll see within each report is I click up and down and I get different options opening up and down here so I can choose to look at reports from various perspectives various filters charge rate cost rate grouping by office grouping by project manager whatever I want for unbilled work quick summary I will simply run it for all projects all clients all unbilled work by default EV track shows all and build work whether or not the project is still current so for example this one here there's nine hundred dollars on the tab you might say this projects no longer current you have the option to say exclude non current projects from particular report including this one people might say look obviously that $900 there because the clients gone away when they come back I don't want to forget that we've already had nine hundred dollars there the particular project Invicta I'm working on is this one down here we can see that that's my initial fee proposal that's what I previously build to date I might want to click on there and go and look at that invoice to see what I've said this is a new time some new disbursements that's the total unrolled work in progress that I might want to build this month if I want to look through though I can actually leave that report open I could also have obtained the same report from here which gives me some drill down options but since I'm looking at reports I will choose another one here I know the project code is 17 201 for here it's saying between two dates or so no no show me everything that is and build there could be because they might have been some we can build from January February March many months prior to the current period I'd also like to see the invoicing history in also show up to nearby stage and down the bottom you'll see get the option to look at it by charge rate or cost rate or what we call scaled cost rate scaled cost rate is based on employee standard hours so if an employee is on a celery they work 60 hours one week it scales the cost right back to whatever their standard week should be for example 40 hours clicking there to open this report its timesheet entries based on the options as I've chosen them if I've cloned my timesheets I don't want any clone to timesheets coming through with a whole lot of zeros on them since I've chosen one project these two options are not relevant this is doing exactly what I asked it to do it split it up into the different stages it's also showing the disbursements as they were entered down the bottom it's showing me the invoicing history and on this basis I can decide whether or not if I want to build that client at all because I see there's already three hundred and twenty dollars right on there if I was to meet them off I wouldn't be charging much be that as it may I'll show you some other reports in this time we'll base it on a slightly different project it's got a bit more information in it so for the same client we have another project I'll see what that looks like so I've chosen a different report to locally called i PIR this gives me on a big project a stage-by-stage analysis of where we up to what's still on the tab what has been billed visa fee our quote it's a significant report in some people say on bigger projects that they couldn't run their projects without this sort of report so I can leave all the reports that I'm working on stacked up across the top here they've introduced Elek I'll close these I've decided I know what I'm going to invoice the client I'll go ahead and do it I'll click on generate invoices in we're presented with this page here if I know what the project is I can type it in directly or alternately I can pick the client in the net will filter this list by the projects for that client I'll choose this top one here in fact all of these are showing is having unbilled work against them modest and worse the first one there's a couple of timesheet lines here you can see the options through here I can generate it based on a template of some sort this is my favorite hourly rate template this is my favorite progress climb template rottenly I can base it on last month's invoice for the same client which a lot of our clients do they can then simply edit the numbers to produce this month's own voice at the same time over here I can copy units and rates or copyrights only so some options here that are covered within their health videos that we have associated with their track and of course they're also covered in our knowledge base and in any training that we give I've selected the client absurd yes those are the numbers that I've seen on one of those reports that are previously run I'll generate the invoice so the first thing AB track does is generate the header and footer of the invoice bringing through information in as much as it has been entered if there's anything missing here I can go back and change it so if I spelt something wrong or missed it out altogether I can say like fix it up here push it back so next time I'm in voicing that client the relevant details will come through we're not click on this little gray bar the topical our shrink up in show me the unbuild items in the invoice lines at this stage I have none what I'm going to do for this client is I will generate it automatically because that's the format in which we produce invoices for this particular client so one can within AB track click on here at an invoice line or a paragraph of different types and build up the invoice line by line but to make life a lot easier we've got some very generic options here that people will usually use to produce the invoices as they need them so I've chosen show me a progress claim invoice click on here it's pulled everything out from the unbilled pot because the time and disbursements than the unbilled items list those dates and times were all prior to the invoice date the end was now looks like this above this line in below that line we have Airy designer which about half their clients will really enjoy themselves and lay up the invoice with their own logo etc the way they want the other half of them will say we're very time poor can you do it for us in of course we will within the midsection these are system settings that your administrator would setup or opportunity we can do it in a telephone support session what it's done it's pull through all the different stages and as much as they've been set up for this project and it's now leaving me to decide what we want to invoice each month so coming back into the invoice on the very first line we have concept development it tells me that I previously invoiced twenty one hundred and eighty four dollars you know say this month were up to 100 percent in their Prague works at the Mets for me within a break also you can see all these different settings here when people go hit with a break one of the options we offer them is that we will do training for them the benefit is on the day they have to produce a whole lotta month Indian voices they know exactly how to do it saving that line now you can also see that even though there was only 630 dollars worth of fees initially in the unbuild part we're now billing the client sixty-three thousand dollars for that particular activity obviously these numbers are just for demonstration purposes all the invoices that you're working on sit around in an unchecked or uncommitted state in what I can do is I can load them and play with them and people will typically do that because they say we waiting for a creditor invoice to come in against this one we need to know how to adjust it we're waiting for something else on here maybe directors approval or whatever but eventually people go tick tick tick down here and they can commit to those invoices in once they are committed they can then be uploaded into most standard accounting packages so the commit process commits the invoice and it can then be uploaded from here also again I can go tick tick tick and I can email out the invoices if there is an email recipient address and here I can PDF them I can hard copy print them if I want to once the invoices are ready to be uploaded they can be uploaded here by creating a batch of invoices they don't automatically sync with the account system for reasons is articulated already but a lot of people will generate an invoice and leave it around for some reason or other until eventually they say it's good to go in terms of in voicemail you're welcome to look at our website in practicum within it we have a gallery event voices giving some examples of what an American was can look like throughout the middle of the invoice you can see the different layouts that our clients use and of course you can have a smorgasbord of invoices so you might say I want to show all variations in an hourly rate format underneath the progress claim invoice because you've got the scope of the project in Amtrak you're putting time of disbursements and Amtrak and your invoicing out of Amtrak you can get additional reports such as this one here so between two particular dates show me each employee and in the project so it's showing me for each of the employees here the projects that they've worked on the hours that they've spent and if I follow one of these lines through for example if I take this one here I can say this particular employee has been 55 hours on the project and had they build it at the normal rate they would have recovered 8500 it this stage we've only invoiced out 18 of those hours and had we built that at the normal rate we would have recovered 2700 that in fact for whatever reason we wrote the invoice amount down and this employees component of that invoice amount was 260 to 625 so we write off against this employee $73 at this stage I won't panic because there's still significant hours unveil so the employee margin will come up but there are multiplicity of reports within Amtrak each of them giving different people different information ing to what they want if I come back to this fees in cost report any report that you can see on the screen you can of course export it out as PDF Excel RTF that concludes a quick run-through of a brac without going into anything in too much detail for people using account writer live I will address that specifically here now within the invoice settings before you start invoicing you can enter all this detail but at some stage you decide I want to start uploading invoices from air practically into my op without having to rekey them will muck around with CS fees or anything else like that so what I can do is I can come into here you set up all of these details on a one-off basis this is syncing it to my ab I can get these options here at the client upload invoice line details whatever I want down here I need to sit up a couple of tax codes GST inclusive and exclusive and down here I can set up as many different GL account codes as I want as well so that as I start generating invoices the default Riel account code or any other GL account codes will become available to me in they are obviously necessary when I upload invoices to my table if i do upload invoices to my having set up that i can filter them by a particular office or by particular whatever i've already seen how to match them when they hit my op and i simply click on an upload arrow it allows me to credential eyes myself with my up the invoices will be pushed and as if I had keep them directly into my of itself so they posted through is revenue in through to the Dida's ledger if there's an issue so for example just pretend this particular invoice has an invalid GL account code for whatever reason or one missing for whatever reason when you're trying to upload this particular invoice you'll get a message back saying didn't upload and the reason is whatever it is once the invoices are uploaded into my of you may want to change them at some stage in perhaps will cover those in greater detail in another video that concludes this video all together I hope you've enjoyed it if you have any more questions or queries we're always available through dub-dub-dub a break calm or alternately you can phone us from Australia 1-800 to 208 434 or within New Zealand Oh 804 double 287 double to thanks for listening