Software Reference

The Accounting Center

Table of Contents  > Invoicing and Accounting > The Accounting Center

The Accounting Center is where you go to manage the cash flow your hard-earned hours of work have produced for your business. The Accounting Center shows your bill batches, broken down to the client and worker detail; your invoices, broken down to the line item detail; the payments you've received in for your invoices; and finally your aging report so you know who has and has not paid you.

You are not required to use the features of the Accounting Center. Some companies might invoice in another accounting program and just use the System for tracking hours. Other companies might invoice with the System, but not record what payments they receive against the invoices. Some might use the system to keep track of what they owe their workers, but not use it for to bill their clients.

For those of you who have you started to use the System and you are not sure which features you will need, we have provided an overview of all four tabs of the Accounting Center. However, we recommend you read the entire topic on any tab that interests you by clicking the Learn More {Learn More} link.

Bill Batches Tab

Lists of all the bill batches you have created, along with the revenue, worker costs, and profits. Bill Batches can be drilled down to the level of the client/worker so you know that Worker X made you Y dollars for Client Z. The list of Bill Batches can be filtered, sorted, exported, and printed.

Based on how you or whichever administrator is responsible for billing decides to organize the invoice processes there might be many bill batches in a short span of time, a single bill batch on a regular basis, or any other iteration in between. The main purpose of a Bill Batch is to store hours in groups so they can be properly invoiced. However, they also serve as a great adhoc reporting tool. You can see how much profit you made on the entire bill batch, on each client, and on each client/worker combination. Additionally, you can view an Adobe® PDF or CSV file (which can be opened with Microsoft Excel™) of all the batch detail (see the topic on General Settings for information on how to configure for PDF or CSV).
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Invoices Tab

The Invoices Tab lists all the invoices you have created in the System. Invoices can be created from a Bill Batch or from scratch. The list shows the invoice number, date, client, amount, various statuses and commands you can perform on the invoices.

You can view and edit invoices, email invoices to a client, and delete them from this tab. You can also filter, search, sort, print and export the invoice list.
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Quotes Tab

The Quotes Tab lists all the quotes (also called estimates) you have created in the System. The list shows the Quote Number, Date, Client, and Total Amount.

You can view and edit quotes, convert them to invoices, email quotes to a client, and delete them from this tab. You can also filter, search, sort, print and export the quote list.
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Payments Tab

The Payments Tab lists every payment you have received from a client. Every new payment is entered by clicking the New Payment Icon (New Payment Icon). The System automatically applies payments towards invoices (oldest invoices first) and uses the information to produce aging reports.

The list shows you date the payment was made, the client which made it, the payment method, check numbers, payment amounts, and notes you made about the payment.

You can filter, search, sort, print, and export the payment list.
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Aging Report

The aging report shows you how much money you have in expected revenue and for how long it's been due. The report is divided into the following buckets: Current, 1-30, 30-60, 60-90, and 90+ days. You can see the breakout per client so you know what money has been owed to you the longest and make sure to follow up with those clients. You can also see totals for your entire business so you know how much revenue you can look forward to receiving.
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