There’s one word that summarizes this release: customize. Although you’ve long been able to customize many aspect of your BigTime environment, this release is filled with many more ways to do so. Custom invoicing is one such example.
With custom invoicing, you can do things that basic BigTime invoice templates can’t. Add detailed descriptions, formulas that automatically calculate, as well as conditions to execute line items only if the condition is met. It’s ideal for many of your invoicing needs, from retainer-based billing to discounted rates.
Other examples include requiring a unique invoice number, coping allocations to match the allocation period type (ie, weekly or monthly) of a source project, and getting suggestions on your resource allocation grid for staffers who have free capacity to take on a task.
NOTE: Custom invoicing is a Premier-level feature. However, Pro-level users can import specific, pre-made custom calculators.
Read on to learn about what’s happening in this release cycle.
With custom invoicing, you control the information contained in line items—the core component of invoices. Add detailed descriptions and formulas that auto-calculate. Include conditions, so the line item executes only if the condition is met.
The benefits of a custom invoice are many. First, you’ll gain control over your invoices, and the information that’s displayed on line items. Second, custom invoices handle a range of your invoicing needs, including retainer-based billing, deposits and credits, discounted rates, and administrative markups. And third, you can edit a custom invoice at any time.
Filter by project role on the utilization dashboard
The Staff Role picklist on the Utilization Dashboard filters by the staffer’s Default Role (found on the staffer’s profile), along with any other filters you’ve selected. If the staffer doesn’t have a default role, then they won’t be pulled into the data displayed in the Utilization Dashboard when the filter is used.
Resource suggestion option on the allocation grid
When editing allocations, you can find a staffer for a given role that has enough capacity to fill a specific project task assignment.
When editing allocations, go to the staffer's view. There’s a suggestion option that’ll display a list of staffers with the given default and adequate free capacity. Select from these staffers to fill the allocated hours for the task.
Require a unique invoice number
Make it a requirement for invoices to have a unique invoice number. In your Configure Invoice Settings, select the Defaults tab and check the box next to Enforce Unique Invoice Number.
Show tax items on individual line items on a printed invoice
You can show tax rates on invoice line items on invoice templates. This information will be included on each line item and as part of the subtotal.
Copy allocations option to match the allocation period type of source project
Say you’re coping allocations from a project and it includes a different allocation period type (ie, weekly or monthly) then your firm’s default. Now there’s an option to copy the period type (see image below).
Custom bill rates by project role
Custom bills rates can be assigned to a team role(s). That means, any staffer assigned to that role will use the custom role rate, which prevents having to create a custom rate for each staffer. It’ll also help with fee projections when allocating hours by role by allowing for a more accurate fee projection.
Total fields to grid allocation reports
Allocation and Free Capacity Grid reports now include a “Totals” field for Allocated Hours, Input Hours, and Fees. This field is helpful to use when you want to filter out blank rows on a report.
Other enhancements and updates:
- Staffers can be assigned a default role on the staffers’ Basic Info page
- Enlarge expense type picklist on expense entry
- Cost rates include billed time
- Invoice a “fee type” for a task
- Show the total cost (fee plus expenses) on a project type report
- Invoice review and approval fields include review status, approved (yes/no), rejected (yes/no)
- Dynamic grouping on a report for a project that displays as “unassigned”
- Subtotaling a report “by month” displays full time and date details
To learn more about how our new and existing features would work for your firm, request a free personalized demo here.
About the Author
Content WriterSee more by Amy Haddad