Features
Key features
Data collection
ProTime Recorder ease of use encourages consistent data collection which will lead to enhanced performance. It allows you to:
- Collect data with the easy to use time sheet, project data including information on staff, clients, expense and much more ...
- Add short narratives to each time entry for reports and to validate an invoice.
- Create general and financial notes, to be viewed only by the user generating the invoice.
- Create and record multiple charge-out rates for a user based on activity or project.
- Project management and review
- Project management has never been easier, with the ProTime Recorder, you can:
- Convert enquiry orders that are non chargeable during the initial stages to chargeable projects on contract award
- Enter fee type (prior to invoicing), i.e. no charge, time charge or lump sum (fixed or percentage based) or select whether expences are included or additional
- Split projects into sub-projects with the flexibility to assign different fee billing or charges to each
- Easily update project progress
Shared responsibility
Financial Management of projects against fee targets is very easy as each project has a traffic light indicator. This shows the projects within target as GREEN, projects that are just over the target as AMBER, and projects that are at least 10% over the target as RED.
This basic information is available to all users. With one click, team leaders will have a more detailed financial review of their projects against the set fee targets, whilst administrators will in addition have access to full cost, profit and loss information, work in progress and work in hand.
Team Leaders can monitor their team’s performance in terms of utilization of billable hours. You can drill down to reveal the task or activity that was undertaken on any date or entry.
Senior managers with administration access can review Staff Utilization at any time by looking at the company wide time record. Most companies calculate their overheads on minimum percentage utilization. As this factor can be monitored if utilization drops remedial action can be taken.
Invoicing
Projects ready for invoicing are automatically displayed by simply selecting the invoice date. The program analyses the input data against the billing arrangements, fee types and any pre scheduling included in the project set up data.
Invoice values can be manually adjusted if necessary.
Raised invoices can be sent to team leaders for approval using the ProTime Recorder if desired. These can be approved or rejected and returned to the administrator for processing. A rejected invoice must be accompanied by a narrative giving the reason for rejection or amendments required. It can then be corrected and reissued for approval. The ‘issue for approval’ process is optional and can be selected in the settings. The approval process can be overridden by the administrator at any time.
Industry standard crystal reports enable you to design your own invoice style and display the information you require.
Credit notes can be generated very quickly utilizing previous invoice data to which credit note relates.
Invoice status can be changed by the administrator so up to date information regarding project invoicing is displayed to team leaders, including overdue payments.
Powerful search facility to retrieve invoices at all stages in the process from initially raised through to paid. ProTime Recorder will export to most leading packages for seamless invoicing.
- Integrated Crystal Reports - with ProTime Recorder create your own reports or use one of the predefined reports the choice is yours. Integrates with your existing Crystal Reports server to enabled combined reports with your existing system
- Dynamic in-report sorting and drill down
Access Levels
ProTime Recorder has three level of access with added customisation capability. Users can tailor their screens by hiding tabs they do not use and change screen colours.
Levels
Standard
A standard user will have access to the time sheet, where they can enter the time spent on a project, expenses and a narrative against each entry. This is very useful for invoicing.
Team leader
A team leader will have all the access a standard user has plus access to financial performance records for projects that are assigned to them.
Administrator
An administrator will have access to the entire package. They will be able to:
Create new project type and group.
Define their own activity types against which time is recorded to provide a detailed breakdown of resource usage that suits your company’s requirements.
Have access detailed and overview of financial performance records across the company.
Have access to invoice modules, providing automatic invoice generation.