Timesheets and expenses in Abak Web [Video]

We just published a new video showing how time sheets and expenses are created, managed and approved in our Abak Web module.

The Abak Web module allows anyone with a login and password to the system to gill out their time sheet and expense report, without the need to install anything on their computer. In fact, it’s possible to fill out your time sheet from any computer equipped with Internet access.

Watch the video to know more:

It’s time to revamp your system

Voorjaarsschoonmaak in het Vondelpark / Spring cleaning in the VondelparkThe world of business management software is in constant flux. Products evolve rapidly, simply because business needs also evolve rapidly, along with user expectations, technological progress and market trends.

With this in mind, there are two attitudes we can have towards business management software:

  • Software suites are seen as easily replaceable, short-term use tools.
  • The time and money invested in the systems justify maintaining the software at the firm.

While a time and billing system may not be seen as a major investment for a business, it retains an important role for its users. Its flexibility, ergonomics, time to implement, training invested and the structure it brings to the business are not to be ignored. Furthermore, when looking at other solutions, we should assess capabilities for project cost management, budget control, time keeping, invoicing, reporting, and financial integrations.

Regardless of the solution that is chosen, the system needs to be updated to follow with evolving business needs, both on the technical and the implementation side. This regular system audit and update is far less expensive than starting over with a new solution. At Abak, our system revamps include the following:

  • System update to the latest version
  • Implementation assessment to check the fit with the current technological needs
  • Training on the latest features added to the software
  • Focussed training on specific modules of the system that will be useful for the client opr that we unused before
  • Report and invoice customization

With these adjustments, businesses get a system perfectly adapted to their needs, while minimizing the impact on the team and current processes. These system updates, frequent in the aviation industry, avoid investing in a new product and save on training and business process reengineering expenses.

Back by popular demand: Advanced Invoicing training

AbaKast training sessions

Would you like to push further when it comes to invoicing? To automate your processes further? To gain more flexibility with invoice formats? Then this AbaKast online training session is for you!

AbaKast 203: Advanced invoicing

Thursday, April 21st, 2011
1h30 – 3h30pm, Eastern Time

This AbaKast is aimed at people familiar with basic invoicing functions, and takes it up a notch:

  • Cyclic invoicing
  • Invoice templates
  • Write-ups and write-offs

Only 99$

Register now!

Also, check out the full training schedule here

Eliminate duplicate projects in Abak

Suddenly you realize that two projects have been created in Abak for the same client, and transactions have been posted in one or more of those projects by mistake.

Now you want to correct this by having all transactions posted to only one client, and delete the duplicate client and projects.

For data integrity reasons, Abak does not allow you to delete projects with transactions, and clients with projects.

Here is a solution:

  • First make sure to have the equivalent project assigned to original client (the one you want to keep).
  •  Then transfer all transactions posted in the “wrong project” (assigned to duplicate client) to the correct project (assigned to the correct client).
  • Use the “Transfer of transactions between projects” option in the “Tools” menu.
  • Make sure to specify “Delete the transactions” in the “Original Transactions” section and “No change” in the “New transactions” section (bottom of window).
  • Select all transactions in the confirmation window.
  • Repeat for all projects if needed.
  • Once the projects have been emptied of transactions, you’ll be able to delete them.
  • Once the client has no projects associated, you’ll be able to delete the duplicate client.

Are you billing it right the first time?

Invoice for Martin M while at school, England 1846

Especially in professional services, billing can get a little complicated: each client wants a different level of detail, team members enter their own time and notes on their timesheets, and we are all human.

When mistakes on invoices make it to the client, it creates a world of problems. An invoice that’s been produced can’t be changed. It needs to be credited and re-created.

You need a process.

It’s not just about having a process for invoicing. It’s about having a process for everything from time sheets to the delivery of the invoices.

  1. Time sheets should be approved by the project manager or the account manager for that client. This helps detect errors right from the start. If someone has accidentally billed their time to the wrong client, the approver will see it and get it corrected before it gets to billing.
  2. Invoices should follow a standardized format, where constant element are always there, such as taxes, payment terms, contract or purchase numbers, etc. This avoids looking unprofessional to the client by providing a stable “frame” to the invoice.
  3. Invoices should be approved before they leave the draft stage. Approving invoices is usually done by the project manager or account manager. It’s our last chance to find potential mistakes.

This 3-step process creates accountability for all actors: team members who fill out their time sheets, project managers and account managers who know best what should and should not be billed, and the administration team, who keeps everything neat and professional.