Billing Software Startup Instructions

Go here and log in with username xxx and password xxx

invoicingsystem.com/invoicing

Note: This is a system not a utility. We encourage you to call 714-368-1500 for orientation.

Here are your next steps:

1. Set up the Client

Before doing work you must first setup the client. Do that as follows:

1. Go to the main menu

2. Go to Contacts, Add New Contact

3. Fill in the Contact form. Note: the Work Client checkbox must be checked.

4. Click Add New Contact.

2. Setup the Job

1. Go to the main menu

2. Go to Jobs Menu, Add New Job

3. Fill in the form

a. Date is today's date, the day the job was entered

b. Job Name is arbitrary. Give it the general theme of the work to be done.

c. Set the priority with 1 being the highest (hot job).

d. Set Assigned to the worker who will do the job.

e. Estimated hours is arbitrary. Just make an educated guess.

4. Click Add Production Job

3. Make a work entry. After doing a job for a client you must record what you did. This information (what's written here) will go directly onto the invoice. Here's how to make a work entry:

1. Go to the main menu

2. Go to Work Menu, My Work Record

3. Fill in the form:

a. Date is the day the work was done.

b. Hours is the hours spent (hours to be billed to the client)

c. Project is arbitrary for internal use only

d. Set the client by pulling down the drop-down list. This is who will be billed for this work.

e. Enter the work done in the text box. This work will go directly onto the invoice so write it in a manner that the client will understand it and be willing to pay for it.

4. Click add this entry.

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This forms the basis of the system. As you (and optionally your people) work, just record briefly what you did. Let this work accumulate in the system. Then after a week or so you'll want to auto invoice. This explains that process.

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1. Go to main menu

2. Go to Finance and then Auto Invoice Work

3. Invoicing System will bring up all un-billed work in the system organized by client. Look this over. If employees have posted work against the wrong client fix it now (by going Jobs Menu, All Job Queues, and fixing the Work Records).

4. Each client to be billed has a drop down list. The options are:

a. Leave Alone - leave this work in the system. Do not invoice it at this time.

b. Post and Invoice - post this work against the client (mark it as billed in the system). Put this work onto an invoice.

c. Post Only - post this work against the client (mark it as billed), however do not put it on an invoice. This work is uncompensated.

5. Click Submit Invoices for Processing

6. Invoicing System prepares a summary screen prior to issuing the invoices. Edit the text in the text box. Check the services (a number automatically calculated by multiplying the hours by the hourly rate). Work each client as if you were preparing the invoices because you are. When everything looks good, click Submit Invoices for Processing.

Note: you can only do this once.

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Upon submit the system does the following:

1. It posts the work to the client and marks is as billed.

2. It creates the invoice.

3. It creates a line item entry (charge) in the client's accounting screen.

4. It creates a single MS Word Doc of all invoices.

6. It creates an MS Word Doc of all mailing labels.

Here is how to finish your invoices:

1. Click Print Invoices.

This will download a Microsoft Word document. Once it loads in Word, go to File, then Print. This sends the invoices out the printer.

2. Click Print Mailing Labels

This will download a Microsoft Word document. Once it loads in Word, load your printer with mailing labels, and then go to File and Print. Note: Invoicing System is setup for standard mailing labels.

That's it. If you can get this process down, you'll make a lot of money.