WorkCentrics Pro should be used
by the professional service provider who needs to track and manage time,
requires an effective time and billing solution, and needs only a single-user license.
WorkCentrics Pro uses an Office
2007 style interface with Outlook style report grids. An extensive list of view settings and program switches
can be used to further customize the interface.
The following table summarizes
the operation of the WorkCentrics time and billing solution and provides
related screenshots.
Additional detail regarding WorkCentrics usage, including offline/remote
usage, is available on our
Features and Specifications
page.
The TimeCards Pane
WorkCentrics lets you set up
individual timecards for each of your contacts and activities, classify the
work performed using multiple levels of categories, and easily and accurately
record your time.
The TimeCards
pane (see screenshot) is where you manage your timecards—add, edit and
delete timecards; modify timecard descriptions; add or modify the time spent
on a timecard; move timecards between active and inactive folders; and add or
delete items linked to a timecard, such as documents or Microsoft Outlook
tasks, appointments, messages or email.
Adding TimeCards
You add timecards as needed
using standard timecard form (see screenshot), adding on the fly, or adding individual
timecards once and using same timecards over a period of time; track detailed
time descriptions or just time summaries; use a customizable list of
abbreviations to enter frequently-used text.
Typically, after setting up various
timecard defaults, adding a timecard just takes a few
clicks of your mouse. Once the timecard has been created, virtually all
timecard operations are handled from the TimeCards pane (see above), including
time entry, modifying timecard descriptions, and managing timecard links.
Time Entry
WorkCentrics lets you add time to timecards using one of
three methods: real-time timers, an Outlook style calendar, or by linking a
timecard to an Outlook appointment.
There are two types of real-time timers you can use: the
main timer and the open timer. The main timer is managed from the
ribbonbar on the main menu. Using either your mouse, or a keyboard
shortcut (F3), you may start and pause the main timer for the selected timecard
as needed.
NEW! Use job codes to speed up time entry;
associate each job code with specific time categories and billing options;
simplifies timecard management and reduces time entry/billing errors.
Use the open
timer
to track unassigned time. Just press the F4 key from anywhere in the
program, and WorkCentrics will start tracking the elapsed time until you decide
whether to add the time to a new or existing timecard, or just cancel the timer.
The perfect tool to use when dealing with numerous interruptions during your
day!
The Outlook
style calendar (see screenshot) is also accessed from the ribbonbar on the
main menu. Use keyboard shortcuts, along with time entry defaults, to
expedite time entry.
In addition,
WorkCentrics lets you set up customizable popups to track the status of
both the main timer and the open timer. WorkCentrics popups are displayed
whenever the TimeCards pane is not visible, whether because you are working in
another program pane, or the program has been minimized.
Managing TimeCard Links
One of the most powerful features of the WorkCentrics time
tracking solution is the ability to link each timecard to key elements of your
work product, such as documents and Microsoft Outlook tasks,
appointments, messages and notes. This feature makes it easy to manage all
aspects of your time and workflow using one simple desktop interface.
The lower right corner of the screenshot displays all
Outlook tasks linked to the selected timecard. The tabs along the bottom
of the reading pane provide quick access to all other types of linked items,
plus a summary total of each type of item linked to the timecard ("Links
Count"). Linked items may be added or deleted from the ribbonbar in the
main menu, or from the menu displayed under the Links tab in the reading pane.
The Reports Pane
Use the reports pane to view and/or print custom reports of
your timecard data and all item types linked to your timecards.
WorkCentrics reports are made simple using an Outlook style report grid, letting
you select columns, sort and group data, and align columns however you need to
see it!
A
simple text filter can be quickly accessed from the task panel to filter your
reports on the fly. A more powerful filter is accessed from the ribbonbar
providing for complex filters based upon dates, contacts, activities, etc.
The Administration Pane
Use the administration pane
to manage the lists of optional time categories (contacts and activities)
used by your organization, the list of expense types if optional expense
tracking is elected, and your hourly rates.
Contacts. Where applicable, standard Outlook contact form
is used
when editing contact information. For more information, see
Outlook Integration.
Activities. Manage
the list of activities which are optionally associated with each timecard.
The activities used, and the related terminology used to refer to the
activity, are customized by the user. Examples of activities include
project, task, engagement, and service.
Hourly Rates.
Manage the hourly rates for your organization. Hourly rates may be set
by contact, user/staff, or activity.
Managing Work In Progress
Use the billing pane to manage all aspects of the billing
process for your clients.
The work in progress reports (see screenshot) let you view
either detail or summary reports of unbilled time charges and, where applicable,
expense charges. Individual items, such as timecards or expenses, may be
edited directly from the work in progress reports.
The majority of
reports in the billing pane, including the work in progress reports, may be
displayed for only one client, or multiple clients, depending upon your needs.
Creating Invoices
WorkCentrics lets you view your invoices on screen before
finalizing and printing the invoice (see screenshot).
A number of global invoice options are available for all
invoices issued by your organization, including invoice header (your
letterhead), and invoice terminology.
In addition, a
number of client-specific invoice options are available, including options for
presenting line item detail on invoices (detail or summary), the columns
displayed (dates, quantities, rates and amounts), and terminology.
Where applicable,
client fund account options may also be set up for your clients.
Note: Microsoft Access
required to print invoices.
Managing Accounts Receivable
Use the account receivable reports in the billing pane to
manage the amounts owed by your clients. View balances in summary (aged
balances), or in detail.
Payment types may be customized to meet the specific needs
of your organization, and WorkCentrics makes it easy to set up initial balances
for each of your clients.
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