You asked, and we delivered. This release includes a host of features and fixes that are bound to make your BigTime experience easier, better, and more customizable.
In this blog post, we’ll highlight the changes and additions you can expect:
- Allocate hours by week in resource allocation,
- Shift hour allocations in resource allocation,
- Hide personal time and/or expense in “review and approvals,”
- Hide the “remove/replace receipt” button for submitted expenses,
- Approve service fee expenses automatically,
- Enter a payment from the invoice dashboard,
- Bulk post invoices to QuickBooks,
- Import payments from QuickBooks to BigTime,
- Show all unpaid invoices on invoice templates,
- Choose from more options for review and approvals,
- Show a project’s “Team Role” and/or “Team Lead” on invoice templates,
- Include payment details on invoice type reports, and
- Locate your invoices based on their status.
We’ll explain each one next.
Choose to allocate hours by month or week in resource allocation.
Weekly allocations is the latest resource allocation feature. Some users prefer a more granular level of detail when planning for projects and making budget allocations, which is possible with this view.
Notice in the image below that we’ve allocated hours for our staffers each week during the month of February.
Say you’ve allocated hours to your staffers for each week in February using the resource allocation editor. But now you need to shift those hours to March. Easily make this change—without re-entering the hours by clicking on the Shift button located on the bottom-right corner of the resource allocation editor.
Click Shift and arrows will populate in your editor window. Then, click the right-facing triangle to shift allocations to the right. Or click the left-facing triangle and shift allocations to the left, followed by Save.
Here’s an example: we clicked Shift and then clicked on the right-facing arrow to move our staffer’s hours from February 25 to March 11 (see image below). Then, we’ll click Save.
Say we decided to shift our staffer’s time from March 11 to March 4. So we clicked Shift and then clicked the left-facing arrow to shift the allocation to the left (see image below). Then, we’ll click Save.
Keep in mind, all staffer allocations for a task shift when you use this feature. For example, each staffers’ hours shift in “website updates: task 1” (see image above) when we shift allocations.
In our last product update, we added a User Rights setting to indicate if an approver can review a staffer’s personal time and expenses. (My Company…User Rights. Choose a security group…Approve Personal Time/Expenses)
However, turning “on” this user right made the main approval dashboard show more hours and expenses than actually needed to be reviewed—since personal entries were included. Now staffers’ personal hours are hidden from review and approvals.
Traditionally, users could return to a submitted expense report and remove attached receipts. Now users can no longer remove a receipt after an expense report has been submitted, since we’ve removed this receipt option.
Note: The empty box outlined in blue was where the “remove/replace receipt” option was located.
Service fees, a type of non-reimbursable expense without a corresponding payable, don’t go through the expense review and approval process. Since there’s currently no way to mark a service fee as “approved,” all submitted service fee expenses will be automatically marked with an “approved” status.
Users can now easily enter a payment from the Invoice Overview dashboard. This makes the invoicing process quicker and easier. Plus, it functions the same as entering the payment from within the invoice itself.
Posting invoices to QuickBooks just got a lot easier and quicker. Now you can post multiple invoices to QuickBooks at once. This beats opening up each invoice and posting it to QuickBooks using the cloud icon.
Say an invoice has been posted into QuickBooks from BigTime, and a payment has been applied to that invoice in QuickBooks. In this situation, the payment will be applied to the corresponding invoice in BigTime.
List all outstanding invoices for a specific client on your invoice template. By enabling this function, your invoice will look something like this:
We’ve added two more review and approval options for. You can select an entire department (administrative, general, or management, for example) to complete all approvals or make a selection by project role (project manager or engineer, for example).
For example, if you select Executive department, then staffers in this particular department can complete the reviews and approvals for your firm.
Likewise, if you select a project role like Project Manager, then any staffer with this role can review time and expenses for that particular project.
On your invoice templates, you can now include a staffer’s role on the team, such as “senior engineer” or “creative lead.” You can also indicate if she was a “team lead.”
Once you make your selections, your invoice will look something like this:
Include payment details on invoice type reports. Within a report, you can customize a column to display certain fields, such as final payment, amount paid, and balance due.
Create the report with your selections to get the payment details you need.
Your Invoice Overview dashboard (Invoicing…Overview) is updated. Invoices with a status of “drafted” or “approved” are accessible in your Drafts. Those with a status of “sent,” “paid/closed,” “posted,” or “disputed” is accessible in the Finals tile. This tile will show all invoices within the current calendar month.
We’ll continue to keep you updated with new features and fixes. Keep an eye on our blog and our Knowledge Base!