The first step is to add your users (employees, vendors, or technicians) to the system:

These are the people that will be doing the work and interacting with the system. To enter a user, click User Administration, then Add New User. Fill in the screen shown below and press enter. Note:

1. Set status to active
2. Set security level to 3. This specifies workers.
3. Set the bill rate. This is what you'll bill the customers.

The second step is to enter your clients:

These are the people you'll be doing work for. Click on Contact Database, then Add New Contact. Fill in this screen and click enter. Note: Set the bill rate here. The actual bill rate to the customer will be either this bill rate or the technician's bill rate, whichever is higher.

The third step is to set up a job:

Go to Product Jobs, then Add New Job. Fill in the job screen below. Note:

1. You assign the client by pulling down the client menu.
2. You assign the technician by pulling down the assigned to menu.
3. Enter the job description here.

The job ties the client, the technician, and the proposed work together. This sets the stage for auto-invoicing. The technician records all work and materials against this job.

Step four is to invoke auto invoicing:

When you invoke auto invoicing the system gathers all open (not yet invoiced) work and assembles it into this comprehensive screen. Work is arranged by client. These are the decisions setup by this screen:

1. This setting has three options: leave alone, invoice, or post only. Leave alone leaves the work in the system for future billing. Invoice invoices the work on this run. Post only clears the work without invoicing (free work).

2. Within the work done you can uncheck this box if you do not want to invoice this item. If checked, the work will be invoiced.

3. This shows the actual work done by the technician and the work that will be billed. You have the option of setting the billed hours to more or less than the actual work done.

4. This is the hourly bill rate. It comes from the client contact record.

Note: you can invoice as many clients as you like.

Final review before creating invoices:

This is a section of the final invoicing screen. If you auto-invoice 10 clients, you'll have 10 sections like this. This gives you one last chance to make adjustments before creating the invoices. Here are the features of this screen:

1. This goes onto the body of the invoice. It is the work description from the technician entered against this job.

2. This is the job description setup in screen 2. You may want to use all or part of the job description, in addition to or instead of the work description. You have the option of copying and pasting this text into the text box above.

3. This is a list of the individual work items reported by technicians.

4. These are the total of the invoice. The total invoice is services, plus materials, minus deposit.

When done, click Submit Invoices for Processing. The system creates all invoices, prepares a single Microsoft Word doc containing all invoices (multiple pages in a single document), and the mailing labels. Note: invoicing is done in batch, processing as many invoices as prepared in steps 3 and 4.

When you auto-invoice the system creates the invoices immediately, prints or emails them, then puts an entry into each client's payment screen (below) showing the client has been invoiced. Each entry is either an invoice or a payment. Invoices are blue and payments are red. Note:

1. This is the invoice number. Clicking on it will bring up the invoice.
2. The amount on the left is payment due. The amount on the right is amount paid.
3. This (upper right) is the balance due on this account.

Invoicing System maintains complete payment records.

This is the Web version of the invoice screen. These are automatically prepared and entered into the database when you click create invoices. When you click Print Invoice it put the invoice into Microsoft Word where it prints both the invoice (on your letterhead) and the envelope using a standard laser printer.