Time and Expense Tracking with BillQuick Online and Web Suite

Transcription

1 Webinar Q & A Time and Expense Tracking with BillQuick Online and Web Suite Built With Your Industry Knowledge BQE Software, Inc Del Amo Blvd. Torrance CA Support: (310) Sales: (888) Fax: (310) BQE Software, Inc. All rights reserved. No part of this publication may be reproduced, transmitted, stored in a retrieval system, or translated into any language in any form by any means without written permission of BQE Software, Inc.

2 Time and Expense Tracking with BillQuick Online and Web Suite Webinar Q & A Q. Can you enter time by project? A. Q. If you the timesheet, can you isolate it to one client? A. Time and Expense Tracking with BillQuick Online and Web Suite Page 1

3 Q. Does PTO tracking only work in Web Suite? I don't believe I can use that on the desktop version? A. Q. Is there a way to record unpaid leave? A. Time and Expense Tracking with BillQuick Online and Web Suite Page 2

4 Q. Is there an integration option with the allocation feature i.e. time entry pre-filled with allocated tasks? A. No, not at the present time. It is on our feature request list. If you have suggestions for improvements to Web Suite or any BQE software, please them to Time and Expense Tracking with BillQuick Online and Web Suite Page 3

5 Q. How does this work with QuickBooks? A. Web Suite does not work directly with QuickBooks. Web Suite is an add-on module for BillQuick, and BillQuick works with the QuickBooks desktop software. BillQuick Online, however, integrates with QuickBooks Online. As part of the BQE Product Roadmap, both our desktop and browser software will integrate with both QuickBooks desktop and QuickBooks Online. Here s a shorthand way to remember you options in 2015 for accounting integration options for BillQuick desktop, BillQuick Online, QuickBooks Desktop, QuickBooks Online, etc. indicates a two-way (bidirectional) syncing of data. BillQuick Online QuickBooks Online BillQuick Desktop QuickBooks Desktop BillQuick Online BillQuick Desktop QuickBooks Desktop BillQuick Desktop BillQuick Online QuickBooks Online Q. Is there a way to have certain costs, bill rates, etc. hidden from employees? A. Time and Expense Tracking with BillQuick Online and Web Suite Page 4

6 Q. If you make security permission setting changes in BillQuick desktop, will they propagate to Web Suite and vice versa? A. Yes. BillQuick stores security permissions in the company database. Regardless of the BillQuick module you use, the security permissions are applied when a user logs in. This includes BillQuick Online when you sync BillQuick desktop with BillQuick Online. The databases on your desktop and in the cloud are integrated, so the same security is in effect. Q. What s the difference between Web Suite 2015 and 2014? What's new? A. Check out Also, see BillQuick 2015 Top New Features, Web Suite 2015 Top New Features and BillQuick 2015 Version Comparison Chart. Q. Can we set Holiday hours for all staffs at once? A. Q. Will user Favorites on the desktop version also show when the user logs in using Web Suite? A. Yes, they will. Favorites, and Memorized Reports, are saved in the BillQuick database. Web Suite interacts with the same database, so you will see your Favorites and Memorized Reports. This is also true with BillQuick Online. When you integrate BillQuick desktop with BillQuick Online, the contents of your local database is synced with your cloud database. Both have the same information. Time and Expense Tracking with BillQuick Online and Web Suite Page 5

7 Q. On Simple Expense Log, you mentioned Amounts and Units. When an employee enters Units, on what basis does BillQuick calculate it? A. BillQuick, Web Suite, and BillQuick Online all refer to the Unit Cost set for the expense code. NOTE: If you do not set a Unit Cost (it is zero), then the Amount will be $0. Time and Expense Tracking with BillQuick Online and Web Suite Page 6

8 Q. Can you show PM functions? A. Task Allocation Time and Expense Tracking with BillQuick Online and Web Suite Page 7

9 Time and Expense Tracking with BillQuick Online and Web Suite Page 8

10 Project Center Time and Expense Tracking with BillQuick Online and Web Suite Page 9

11 Q. What is the difference between Web Suite and BillQuick? A. BillQuick is the desktop software. It is the core module. BillQuick integrates with QuickBooks and Sage 50/Peachtree desktop applications. Web Suite is a web application that runs in a web browser. It is an add-on module to BillQuick desktop. You host the Web Suite software on your own server (in-house or leased server). Web Suite does not directly integrate with any accounting software. BillQuick Online is also a cloud web application. It stands on its own. It integrates with QuickBooks Online. Also, BillQuick Online integrates with BillQuick desktop and syncs data between the local and cloud databases. This cloud-desktop integration is called a Hybrid Cloud. Q. Can you set any date range you want on the Simple Time Card or is it limited to the Sunday through Saturday week? For example, can you use a time frame of March 9th through March 25th? A. Simple Time Card shows a calendar week in all versions of BillQuick. You control the starting day of the week, and have the option to turn off weekends on the Simple Time Card. Picking a date tells the software to show the week that includes that date. BQE has tested time frames longer than a week. More than 7 days results in user confusion, slows down entry time, and results in more errors. It is easy to scroll from one week to the next (or previous). Also, with the Auto Fill feature, the projectsactivities carry forward to the next week. Time and Expense Tracking with BillQuick Online and Web Suite Page 10

12 Q. I know there's an Outlook Add-in feature. Can you please summarize how it works with Time Entry? A. Time and Expense Tracking with BillQuick Online and Web Suite Page 11

13 Q. Can employees run all reports? A. Only if you give an employee security permission to run all reports. You control the reports a user can run in 2 ways: 1. Through standard security permissions. For example, if you deny a user permission to see the Bill Rate and Cost Rate as part of time entry, they will not be able to run a cost that includes the bill amount or cost amount. 2. Through Report Permissions. In addition to feature permissions, you can select the reports a user is allowed to run. This level of security is in addition to what you set for features. Q. How can you import expenses to BillQuick? A. You cannot import data into BillQuick Online or Web Suite. You can only import data into BillQuick desktop using the Import/Export feature (Utilities menu). Working on the BillQuick Import screen, you first select the Expense Table, then open your import file on the Import screen, and then map the fields from your file to the fields in the Expense Table. When ready, click Import. Time and Expense Tracking with BillQuick Online and Web Suite Page 12

14 Q. If staff is working on PTO hours, will the system allow the staff entry the time? A. PTO is vacation, holiday and sick time. As part of the employee s record, you enter the allowed hours for each type of PTO. Then when PTO is used, an employee: 1. Selects your company s Overhead Project from the dropdown list on a Time Entry screen 2. Selects GEN:VAC for the activity (for example) 3. Enter the hours 4. Saves the time entry When viewing a PTO report or on the Employee-Performance screen, you will see the Permitted Hours, Used Hours, and Remaining Hours for each of the PTOs. BillQuick, Web Suite, and BillQuick Online do not include a calendar schedule for PTO. If an employee does work during a time when they were scheduled for PTO, you can reschedule the PTO or apply special cost rates (e.g., overtime) to the work done. Q. How do you attach documents from the Simple Expense Log? A. You can attach a file to an item on the Simple Expense Log after you save it. Before saving, the screen looks like this: After saving the entry: Time and Expense Tracking with BillQuick Online and Web Suite Page 13

15 Q. Is there a place where my staff can watch this webinar? They re at a conference. A. See the link ed to everyone who registered for the webinar. The link will also be available here: Q. What version of QuickBooks is needed to integrate with this software? A. BillQuick Online requires the latest version of QuickBooks Online. BillQuick desktop integrates with QuickBooks Pro, Premier, and Enterprises, all versions since Q. Is there an integration option with Paychex and BillQuick Time Entry? A. Not a direct integration. Paychex, like other payroll services, offers multiple versions of their software (few customers know this). Thus, to integrate with Paychex, ADP or other services involves a lot of manhours. BQE has tried in the past to get payroll services to work with us to develop the integration. These large organizations are very difficult to pin down. Because our customers want to save time, BQE provides 3 ways to integrate: 1. BQE creates a custom report that contains no formatting, only comma separated data in the order required by your payroll service. You have access to the full range of report filters. The report is saved as an Excel file or CSV (comma separate value) file, and then it is uploaded to the payroll service. 2. A user works with BillQuick s Import/Export feature to create a template that contains the data they wish to export. For many customers, the filters available are adequate. Data is saved as a CSV file, and then uploaded to the payroll service. 3. BQE creates a custom application that automates the extraction of data from your BillQuick database, saves it in the appropriate layout and file format, and then uploads it to your payroll service. The first option is the most popular. Q. Can employees see each other s time? A. Only if you give them security permissions to do so. Most companies prefer to restrict access to the time and expense records entered by another employee. Access to users time is typically limited to a handful of managers and admin staff. Q. Do you have Payroll Check Processing available? A. It is on the BQE Product Roadmap. Time and Expense Tracking with BillQuick Online and Web Suite Page 14

16 Q. Is training available for employees if the software is purchased? A. Yes. We strongly encourage training to speed up adoption of BillQuick, Web Suite, and BillQuick Online in your firm. Training also ensures good habits are developed. Finally, 20 years of BQE customers shows that training boosts productivity 3 to 5 times faster than self-learning by users. Q. Where/when do you have identify hours as extra? A. On the Time Entry/Sheet View screen in BillQuick Online and Web Suite, the Time Entry Slip screen includes a checkbox with the label Xtra. During entry or when reviewing time entries for billing approval, the box can be checked. When checked, BillQuick does not charge the extra item against the contract. On the Billing Review report, an Extra item summary is included. Finally, Extra items print in a separate section on many invoice templates. Q. How do you run all the sample reports so I can choose the correct report? Is there is a list in BillQuick? A. Check out the BillQuick Report Book 2015 ( Report-Book-2015.pdf). It contains samples of each type of report (over 100 pages), plus a list of related reports with descriptions. Q. Does Web Suite integrate with BillQuick desktop which integrates with QuickBooks? Is this correct? A. Web Suite BillQuick Desktop QuickBooks Desktop Like BillQuick on Facebook Follow us on Twitter Subscribe to our Blog Join us on LinkedIn Time and Expense Tracking with BillQuick Online and Web Suite Page 15