Global Settings

Overview

The Global Settings screen allows you to specify company-wide settings and global defaults. To optimize Core to your company based on its size, business goals, operations, management styles, preferences and policies, you can apply these rules and options. These settings get inherited by the client, project and other profiles but can be overridden at those levels.

You can set up the defaults for your master information, time and expense entry, billing, accounting, user interface, email, security and so on.

Core allows you to set up default emails with predefined subject, file names and messages for your invoices, statements, reports, purchase orders and payment receipts. It uses its AWS SMTP server to send out all emails. You can specify email settings for the entire company from the Global Settings screen; User Preferences will be used only if Global Settings are blank or you have checked the override option in there. A system or IT administrator should configure your email settings. 

Field Descriptions

Basic Tasks

Set Global Settings

Set Default Invoice Templates

Customize Labels

Advanced Tasks

Set Up ePayments via AffiniPay

Set Up ePayments via Stripe

Edit Invoice Templates

Duplicate Invoice Templates

Set Up LEDES Export

Set Up Emails in Core

Email Payment Receipts

Set Up DCAA Compliance

Add Destination for Documents

Mark Screen as Favorite

Field Descriptions

Field Name Field Description
Global Settings > Master information >
Auto increment Project ID

If you check this option, Core automatically pre-fills and increments the Project ID number set below for newly created projects.

Project ID

This is the project ID format, which consists of a prefix, ID number and suffix (you should add space or hyphen to separate them). The middle number is automatically incremented by one unit from the value entered here. Core supports both numeric and alphanumeric IDs.

Example: If you fill Prefix with Tax, Project ID with 100 and Suffix with 2021, the resulting project code will be Tax-101-2021.

Project Auto Notes

This option triggers Core to record project-related notes automatically when there are changes in the selected items on the list. These automatic notes provide useful information like the date and time of change, original and new values, Employee ID of the logged-in user and a note. This ensures that a perfect history of projects is maintained in the background without you having to enter any data manually. Auto notes are created for:

  • Contract Amount
  • Project Manager
  • Client
  • Project Status
  • Contract Type
Project contract amount includes taxes

Check this option if you want to include the main taxes in the contract amount for projects. When calculating the net bill amount based on % Complete, Core then takes these taxes also into account. Otherwise, Core adds the taxes separately to the pre-tax bill amount.

This refers to the Main Service Tax and Main Expense Tax only and not the line item taxes (Tax 1/2/3 for time and expense entries). The line item taxes from time entries are always included in the contract amount.

Note: When Charge item taxes in addition to contract amount is checked, this option is disabled automatically.

Charge item taxes in addition to contract amount

Check this option if you want to exclude the items taxes (Tax 1/2/3 for time and expense entries) from the contract amount of projects and charge it on top of it. When calculating the net bill amount based on % Complete, Core then does not take these item taxes into account. It adds the item taxes separately to the pre-tax bill amount. This is especially useful for Canadian users.

Note: When this option is checked, Project contract amount includes taxes is disabled automatically.

Include billable expenses in the contract amount

Includes billable expenses as part of the contract amount for all projects instead of adding them on top of it. Thus, total amount spent is equal to the value of both billable and non-billable services and expenses, excluding WUD, markups, and extra time and expenses. You can override this rule at the project level.

Spent = Client Hours x Bill Rate x (1 +Taxes/100) + [Units x Cost Rate ]

Use rates from activity list

Typically, Core follows the rate hierarchy and uses the fee schedule rates for billing. If you want to use the bill and cost rates of the Activity Items screen instead, check this option. This global rule is inherited by all projects, but can be changed at the project level.

Quote: Auto increment Quote ID

If you check this option, Core automatically pre-fills and increments the Quote ID number set below for newly created quotes.

Quote ID

This is the quote number format, which consists of a prefix, ID number and suffix (you should add space or hyphen to separate them). The middle number is automatically incremented by one unit from the value entered here. Core supports both numeric and alphanumeric IDs.

If you delete a quote, the last Quote ID here is reset so that the new quote created reuses the ID number of the deleted quote.

Employee Information: Standard Employee Hours You can specify the standard working hours for all new employees in Core. The standard hours Per Week refer to the default number of hours all employees in the company need to work each week, say 40. Similarly, the standard hours Per Day refer to the default number of hours all employees need to work each day, say 8. These values are used when the standard hours are not defined in the Employees screen.
Target Utilization

Expected or target utilization rate for the employees represents their billing efficiency percentage goal. An employee's billing efficiency or performance is measured against this threshold. Also, a minimum Target Utilization is a key determinate in calculating hourly charge-out rates (along with profit and corporate overheads).  

Target Utilization = Billable Hours / Standard Hours

Target Profit Percentage This is a profit percentage you would like to achieve for each employee in your company. It is used to determine the ideal bill and cost rate of employees and vendors (contract employees).
Global Settings > Time & Expenses >
General: Skip time evaluation

Core stops evaluating time entries of fixed-type projects. Otherwise, based on the comparison between the Contract Amount and Total Amount Spent [approved billable and non-billable time and expenses including taxes and markups, but excluding WUD, extra time and expenses] [billable and non-billable services + non-billable expenses] of a project, it determines if an entry is billable or not. When Amount Spent > Contract Amount, you are prompted and the time entry's bill status is automatically adjusted as the project is over budget. You can continue to log non-billable entries or manually change its status to billable. You can override this rule at the project level.

Evaluate time and expense billable status based on billable value

Includes only billable value of billable time and expenses for time and expense entry evaluation against the contract amount. When the amount spent exceeds the contract amount, Core prompts you and splits the entry into two—one billable portion that is still within the contract and the other non-billable portion that is over the contract amount. It does not include WUD, markups, and extra time and expenses.

Total Amount Spent = Billable Time + Billable Expenses  

Total Amount Spent = Client Hours x Bill Rate x (1 +Taxes/100) + [Units x Cost Rate]

Example Consider a fixed-type project with a contract amount $1000. When entering time, we have 8 billable hours and 2 non-billable hours, and the bill rate is $100. The $800 amount (Client Hours x Bill Rate) is taken for computing the amount spent. When entering expenses, we have billable expense amount equal to $100 (Units x Cost). This $100 amount is carried forward for computing the amount spent. Non-billable expenses are not counted for the evaluation. The total amount spent will be $900 and hence within the contract amount.

Add time and expense memos to notes

Core adds all the time and expense entry memos automatically to the project notes.

Create an allocation entry on PTO request approval

Core allows you to create automatic task allocation based on approved PTO requests for the default PTO project set here.

PTO Project

You can select a default project from this drop-down for automatic time entry made after a PTO request is approved. The entry is made against this project. Also, this PTO project is used to create automatic task allocation based on approved PTO requests.

Time Entry: Smallest time increment... Automatically adjusts the billable hours and actual hours to the next time increment. The default minimum is 15 minutes (0:15 = 0.25).
Smallest time increment for start and stop time This time increment can be applied to the start and stop time fields in the time entry screen. This cannot be a negative number. Example Value of 15 means intervals of 15 minutes, that is, 12:00, 12:15, 12:30 display in the drop-downs for these fields.
Time entry should not be saved/deleted if older/newer than...

Time entries are not saved or deleted if the dates fall beyond (before or after) the number of days set here. This defines the number of days into the past and future allowed for saving or deleting any time entry, thus ensuring that employees record or edit their time within the days specified by you, say, 7 days before or after the current day. This cannot be a negative number.

This setting works with the 'Allow Adjust Date beyond Global Setting restriction' security permission. You can grant selected users permission to enter and edit time outside this period by adjusting their security settings. Example: If today's date is May 18, 2021 and you enter 365 in both fields, Core does not allow you to enter time older than May 18, 2020 and beyond May 18, 2021, assuming that you have unchecked the above security permission.

Time entry memo required

You can check this option if you want all employees to enter memos for their time entries on all projects. This is usually required in government contracts. You can override this rule at the project level.

Auto approve time entries for projects

Selects the Auto approve time entries rule in the Projects screen, thus ensuring time entries get automatically approved for all new projects. This option auto approves the entries when they are entered. You can override this option at the project level.

Auto approve time entries for employees Selects the Auto Approve Time option in the Employees screen for all new employees. This means time entries logged by all employees get automatically approved.
Allow negative time entries

Core accepts negative time entries as well. Negative time can be entered to correct an error in a previous time record. Some companies do that to ensure a complete audit trail of changes made by the timekeepers. However, accounting programs such as QuickBooks or MYOB do not accept negative entries on data synchronization and so these entries are skipped then.

Allow zero-hour time entry

You can check this option to let Core accept zero hours in a time entry.

Adjust stop time when client hours are changed

Time entry made through start and stop time reflects the actual time worked on an activity. This time can be different from what is billed to the client. This option automatically adjusts the stop time if client hours are changed.

Time entry rejection memo required

You can make entering a memo a requirement while rejecting time entries to explain why they were rejected. The next time you reject time entries, Core prompts you to enter a rejection memo.

Expense Entry: Expense entries should not be saved/deleted if older/newer than...

Expense entries are not saved or deleted if the dates fall beyond (before or after) the number of days set here. This defines the number of days into the past and future allowed for saving or deleting any expense entry, thus ensuring that employees record or edit their expenses within the days specified by you, say, 7 days before or after the current day. This cannot be a negative number.

This setting works with the 'Allow Adjust Date beyond Global Setting restriction' security permission. You can grant selected users permission to enter and edit expenses outside this period by adjusting their security settings. Example If today's date is May 18, 2021 and you enter 365 in both fields, Core does not allow you to enter expenses older than May 18, 2020 and beyond May 18, 2022, assuming that you have unchecked the above security permission.

Expense entry memo required

You can check this option if you want all employees to enter memos for their expense entries on all projects. This is usually required in government contracts. You can override this rule at the project level.

Auto approve expense entries for projects

Selects the Auto approve expense entries rule in the Projects screen, thus ensuring expense entries get automatically approved for all new projects. This option auto approves the entries when they are entered. You can override this option at the project level.

Auto approve expense entries for employees Selects the Auto Approve Expense option in the Employees screen for all new employees. This means expense entries logged by all employees get automatically approved.
Expense entry rejection memo required

You can make entering a memo a requirement while rejecting expense entries to explain why they were rejected. The next time you reject expense entries, Core prompts you to enter a rejection memo.

Global Settings > Billing >
General: Minimum Bill Amount Enables you to specify a minimum bill amount to process an invoice. The invoice processing is skipped if the bill amount is less than what is set here and the relevant project has no billing schedule or recurring contract.
Joint invoices are combined at ... level

Allows you to specify how you want to combine the joint invoice and roll up to any specified level in the project hierarchy. You can combine the invoices at the client, root or top-level parent project, phase or sub-phase level. So if a client has three projects with phases, instead of sending a single combined/joint invoice to the client for all the three projects and their phases, Core sends three separate invoices to the top-level parent project. You can override this setting at the invoice level.

Reverse write-up/write-down when invoice is reversed If this option is checked, when an invoice is voided, Core automatically voids the write-up/write-down applied during the billing process. So the WUD applied by manually changing the Net Bill or % Complete in the Create Batch Invoice screen is voided. However, it does not void the WUD applied directly in the Time Entries screen or Create Batch Invoice > Time Entries > Write-Up/Down screen. This is useful in segregating the project management and billing functions in a company.
Mark projects completed when billed 100% Core automatically marks the projects as completed when they are billed 100% of the contract amount (service amount). This rule also applies to projects without any contract amount.
Link time entry attachments to invoices Core allows you to link the time entry-related PDF attachments automatically to the processed invoices. It considers only the time entries that are associated with the invoices. You can set or override this rule at the project level.
Skip extra time entry for automatic write-up/write-down Excludes extra time (entries flagged as Xtra) when performing an automatic write-up/write-down during billing, say, when you manually change the net bill amount or apply % Complete.
Auto apply retainer to invoices Select this option if you want to apply retainers automatically to invoices when you are processing them in the Invoices screen. Core applies the project retainer prior to the client retainer.
Apply discount to pre-tax amount By default, Core applies a discount to the calculated bill amount after applying the taxes. You can check this option to apply a discount to the bill amount before taxes.
Link expense entry attachments to invoices Core allows you to link the expense entry-related PDF attachments automatically to the processed invoices. It considers only the expense entries that are associated with the invoices. You can set or override this rule at the project level.
Allow zero (0) rates in service fee schedules

Allows you to enter zero rates in fee schedules. You can use such a fee schedule to have both the bill and cost rates default to zero dollars, but keep the entry billable. Example You might want to use a service fee schedule to have both the bill and cost rates default to zero dollars but keep the entry billable.

Accounts Receivable : Aging Interval Age of an invoice indicates the time from the date when the invoice is sent to the client till it remains unpaid. You can specify the aging period here, which sets the time interval for all invoices and gets reflected on the aging reports accordingly. The aging interval has to be greater than zero. Aging is based on the invoice date.
Payment Term Payment term is used to display a message on the invoices regarding the date when the invoices are due, say Net 30 for 30 days. You can also set the payment as Due Upon Receipt for all invoices, including late fee invoices. In that case, the grace days are 0. You can set these terms at the client and project level too.
Default Class Class is a transaction entity that allows you to view statements and reports for that entity, say business locations or cost centers. A default class at the global level is inherited by all the new projects. Example If you keep data from multiple locations in one company file, you can assign a ‘class’ to each location to facilitate pulling together similar items for reporting.
Interest % Per Month This interest rate applies to all delinquent or late payments. If you want to charge 1.5% interest after 30 days, enter 1.5 here and 30 in the Charge Interest After field. If you want to adjust the interest or grace period for a particular project, you can do so in the Projects screen. The interest due for late payments is calculated based on these values, and displayed on the printed statements and in the Invoices screen.
Invoices: Show billing through on invoices Allows you to view time entries in the Invoices screen and on invoices as of a specific date instead of a ‘From and To’ date range.
Show account summary at the bottom of invoices This option allows you to display account summary at the bottom of your invoices. It is checked by default.
Show retainer summary on invoices

This option allows you to display a retainer summary at the bottom of all your invoices. It is checked by default at the global level, but you can override it at the project level. However, phased invoices do not display any retainer summary. 

Show combined GST on invoices Displays the combined GST (Goods and Services Tax) for both services and expenses on the invoices. This setting is automatically turned on for countries such as Australia, Canada and New Zealand, which show combined taxes unlike USA where the taxes are shown separately as MET and MST (Main Expense Tax and Main Service Tax). Turning on this option automatically sets the rule 'Show combined GST on invoices' in the Projects screen. So you can override this rule at the project level.
Email payment receipts to the client You can email your customers a payment receipt automatically in response to a received payment. This feature sends a "Thank you for your payment." note to the client or client contact, and attaches the electronic receipt of that payment. The attachment details show the relevant invoice transaction, previous payments, recent payment and balance remaining on that invoice. This gives your clients a better experience of doing business with you.
Email retainer payment receipts to the client You can email your customers a payment receipt automatically in response to receiving a retainer. This feature sends a "Thank you for your payment." note to the client or client contact, and attaches the electronic receipt of that retainer payment. This gives your clients a better experience of working with you.
Show time and expense memos on detailed invoices This option displays the time and expense line item memos on detailed invoices. You can un-check it if you do not want to show the memos on invoices in the detailed format even if the time and expenses have memos associated with them. You can set or override this rule at the project level.
Show project memo on invoices at the bottom

This controls the placement of project-related memos on the invoices. If checked, the project memo is carried to the second memo in the Invoices screen and displayed at the bottom of invoices. Otherwise, the project memo is carried to the first memo and displayed at the top of invoices.

This option is applicable only when you have turned on the project rule 'Use memo on invoices'.

Hide non-billable time entries on invoices By default, Core includes the time entries with $0 amounts on the detailed invoices as ‘No Charge’ items. You can check this option to prevent such (non-billable) entries from displaying on invoices. In that case, those hours are deducted from the total hours invoiced. You can set or override this rule at the project level.
Hide non-billable expense entries on invoices By default, Core includes the expense entries with $0 amounts on the detailed invoices as ‘No Charge’ items. You can check this option to prevent such (non-billable) entries from displaying on invoices. In that case, those units are deducted from the total units invoiced. You can set or override this rule at the project level.
Show country in client address Displays the name of the client's country in the address displayed on the invoices. This is especially relevant for those who do business in USA and Canada.
Show company Tax ID on invoices

You can show your company's Tax ID on all invoices in the header section. Some countries require this to be displayed on the invoices, such as showing Australian Business Number (ABN) for Australian companies. This rule is turned on by default for Australian and New Zealand companies.

Message on Invoice

You can enter a standard message to print on all invoices for all projects. This message prints just above the footer of the invoice. You can also define standard invoice messages at the client and project level if you do not want to set it globally. If a message is defined, it shows up automatically on the invoices.

Last Invoice #

This is the last printed invoice number format, which consists of a prefix, number and suffix. The middle number is automatically incremented by one unit from the value entered here. Core supports both numeric and alphanumeric invoice numbers. The prefix and suffix should be limited to 15 characters maximum. Reversing an invoice does not decrease the counter; however, Core reuses that invoice number. Example If you fill Prefix with the string INV, Last Invoice No. with 0000 and Suffix with 2021, the resulting invoice number will be INV-0001-2021.

Reference Calculation Method Some companies prefer electronic invoicing, especially in European countries. You can select a calculation method for that–137 Method or RF Creditor Reference. In addition, check ‘Show on invoices’ option if you want to display the reference number on invoices.
Retainer Invoice #

Specify a prefix for your retainer invoice sequence, which will precede the invoice number, followed by the suffix. Core automatically increments the invoice number by one unit from the value entered here. Core supports both numeric and alphanumeric invoice numbers. The prefix and suffix should be limited to 15 characters maximum. Example If you fill Prefix with the string RET, Invoice Number with 0000 and Suffix with 2021, the resulting invoice number will be RET-0001-2021.

Global Settings > ePayments > Create Stripe Account >
Stripe: Connect with Gold Rush: Business details

Type of business: It can be

  • Corporation
  • Individual, sole proprietor, or single-member LLC
  • Limited liability company (LLC)
  • Non-profit organization (NPO)
  • Partnership
Legal business name

This is your legal company name that must exactly match your Tax ID, including capitalization.

EIN

Optionally, Employer Identification Number needs to be entered here. If you use your Social Security Number for business tax purposes, then you can enter that instead.

Business website

Company's website or URL. If you do not have one, you can share an app store link or social media profile of your business.

Business description

Here you can describe your business as to what products and services you sell, who your clients are and when do you charge your clients.

Your details

The Stripe account should be activated by someone who is authorized to sign on your company's behalf. An individual or sole proprietor must activate their own account. If you are trying to activate this account on behalf of someone else, you need to invite them to become the account owner and complete the activation themselves.

  • Legal name
  • Job title
  • Date of birth
  • SSN (last 4 digits)
  • Home address
Credit card statement details: Statement descriptor

This information can appear on your client's credit card statement. You can change it anytime.

Statement descriptor is the business name that shows up on your client's bank or credit card statements. So you must select a company name that your clients recognize to help prevent disputes.

Bank details

You must provide a bank account opened under the legal business name you have provided to Stripe. It can be the Core bank account that would record the payment deposits. If you want to accept different currencies other than USD, you need to provide an account for each currency.

  • Routing number
  • Account number
Two-step authentication

You can strengthen your account's security by protecting it with a two-step authentication process, such as either your phone or Google Authentication in addition to your password. This ensures that no one else can log in to your account.

  • Get text message
  • Use Google Authenticator
Global Settings > ePayments >
Connection Name

Name of the AffiniPay or Stripe credit card or ACH Transfer payment account. You can set up multiple online payment profiles, if needed, with a different connection name for each, say ClientPay (DesignPay) Credit Card, LawPay ACH, Stripe ACH, etc.

  • Credit Card: This payment type supports full, partial and scheduled payments. AffiniPay supports credit card payments for US and Canadian companies.

  • ACH: The ACH transfer payment type supports full or partial payments, but not scheduled payments. ACH (Automated Clearing House) transfers are electronic payments made directly from the payer’s (your client’s) verified bank accounts. ACH transfers cannot be scheduled by your clients and need to be paid immediately. 

Note: AffiniPay supports ACH payments for US-based companies only.

Note: If you have a Stripe account, you can accept ACH transfers from your clients the same way as you accept credit card payments. Stripe ACH transfer payments can be made in USD and initiated from US-based banks for US-based companies only. 

Default ePayment Profile

You must set at least one of the ePayment profile as the default profile for online payments of type credit cards and ACH. The first ePayment profile created is set as the default profile by Core. When you have multiple profiles, you must choose the default profile on the respective tabs. When you create new projects, the default profiles get linked automatically to them.

Deposit Account

This is the bank account for receiving your client payments, say HDFC bank account. In some cases, you are prompted to map the accounts first and then specify the deposit account. Core limits the deposit accounts to the mapped accounts only. For legal firms using LawPay, you can select a trust fund account here for retainer payments. For their regular A/R payments, you can create a separate profile and select any operating account for deposits.

In case of credit cards, the payment moves to your bank account and is deposited (debited) within 24 hours of the online payment by the clients in the currency of your bank account.

In case of ACH transfers, deposits take about a week after payment is made. Your clients see the payment reflected on their bank statements within a day or two of creating the charge.

Use matter-level trust fund account

Core allows you to use a matter or project-level trust fund account when available for client payment deposits when the deposit account is of type Trust Fund IOLTA.

Expense Account

This is the account that gets posted for your expenses related to online payments, such as the Stripe processing fee. It gets debited for the charges.

Payment Options

You can choose one of these options for your online payments. These options are provided to your clients while making the payments.

  • Enable Partial Payments: Allows the clients to pay the electronic invoices partially, if needed. This option is available for credit card and ACH transfer payments.
  • Enable Scheduled Payments: Allows the clients to schedule the online payment to a later date or on the due date instead of today. Retainer invoices do not have a due date and cannot be scheduled for delayed ePayments; so Core allows only the Pay Now option on them. This option is available for credit card payments only, not ACH transfers.
Processing Fee

Processing fee charged by payment gateways like AffiniPay and Stripe to your account. Typically, AffiniPay does not charge any processing fee per transaction, but charges a monthly minimum fee. You can pay this fee or pass it on to your clients by checking the 'Client gets charged a processing fee' option. In that case, Core includes the fee in the invoice payment total when the client makes the online payments. It is un-selected by default.

Credit Card Example: If you send an invoice to your client for $1000, the client pays $1000 and Core records a payment of $1000 for it. However, it deposits only $970 to your bank account and deducts a $30 processing fee (say 3%) from the online payment, thus debiting your expense account. But if you choose to pass on this fee to your client, then that client has to pay $1000 + $30. Core records a payment of $1000 and deposits $1000 in your bank account. It deducts a $30 processing fee from the expense account and also adds a $30 income to the processing fee account.

ACH Transfer Example: If you send an invoice to your client for $1000, the client pays $1000 and Core records a payment of $1000 for it. However, it deposits only $995 to your bank account and deducts a $5 processing fee (0.80% capped at $5) from the online payment, thus debiting your expense account. But if you choose to pass on this fee to your client, then that client has to pay $1000 + $5. Core records a payment of $1000 and deposits $1000 in your bank account. It deducts a $5 processing fee from the expense account and also adds a $5 income to the processing fee account.
Invoice Total + Processing Fee = Total Payment Amount

Note: In some jurisdictions, it is prohibited to charge processing fees to your clients. You must check the applicable laws regarding surcharging. There is no processing fee on trust fund accounts.

Processing Fee Account

This is the account that gets posted if you charge your clients for the ePayments processing fee. It is considered a revenue or an income for your company. This account is dependent on the processing fee; it is enabled only when you check the Processing Fee option.

Fixed Processing Fee

This is a fixed fee charged by payment gateways like AffiniPay or Stripe in addition to the processing fee that is charged as a percentage of the payment amount. Example You pay $3 for an Uber ride plus $0.2 for every mile/km you drive.

As with the processing fee, you can pass this fixed fee amount on to your clients. You can enter the transaction fee here and have your clients pay it. Typically, AffiniPay does not charge any processing fee per transaction, but rather a monthly minimum fee.

Processing Fee %

A percentage of the total payment amount is charged as the processing fee to the clients, typically 3% for credit cards and 0.80% for ACH transfers in case of Stripe. Typically, AffiniPay does not charge any processing fee per transaction, but rather a monthly minimum fee. There is no processing fee on trust fund accounts.

Credit Card Example If you send an invoice to your client for $1000, the client pays $1000 and Core records a payment of $1000 for it. However, it deposits only $970 to your bank account and deducts a $30 processing fee (say 3%) from the online payment, thus debiting your expense account. But if you choose to pass on this fee to your client, then that client has to pay $1000 + $30. Core records a payment of $1000 and deposits $1000 in your bank account. It deducts a $30 processing fee from the expense account and also adds a $30 income to the processing fee account.

ACH Transfer Example If you send an invoice to your client for $1000, the client pays $1000 and Core records a payment of $1000 for it. However, it deposits only $995 to your bank account and deducts a $5 processing fee (0.80% capped at $5) from the online payment, thus debiting your expense account. But if you choose to pass on this fee to your client, then that client has to pay $1000 + $5. Core records a payment of $1000 and deposits $1000 in your bank account. It deducts a $5 processing fee from the expense account and also adds a $5 income to the processing fee account.
Invoice Total + Processing Fee = Total Payment Amount

Account Mapping

If you have multiple online payment accounts, you must map them with the corresponding accounts in Core. In some cases, you are prompted to map the accounts first and then specify the deposit account. Core limits the deposit accounts to the mapped accounts only. For example, you can map your ClientPay (DesignPay) accounts (account type and name) to your Core accounts.

Start Process Over

You can use this option if your AffiniPay or Stripe account application is not submitted successfully. You can also use this option to go back to the initial page if you are setting up a new ePayments profile, but want to start over again.

Settings

The ePayments Account Settings let your configure more settings for your electronic invoices and statements.

  • Statement ePayments: You can enable the ePayments feature on your client or project statements, besides invoices. It is disabled by default.

  • Pay Now Button Placement: Specify the Pay Now/Pay Invoice button placement on the invoice or statement, whether it should appear on the invoice/statement template, or email body following the email content or preceding the email content.

  • Send Email Notifications to: You can control as to who should be the default recipients of the email notifications for ePayments in Core. The options include notifying the biller (creator of the invoices and statements), Core Administrator and project manager.

  • Email Message Options: You can set up the default options for the email sent to the clients. Options include sending no message, using the invoice memo or entering a personalized default message here. This option is available for both regular invoices and retainer invoices.

Global Settings > Payroll > (Beta)

General:

Year Established

Year when your company was established. This field is required by law on certain reports and forms.

Previous Quarter End

Displays the last quarter date of your company’s fiscal calendar, say 06/30/2021. This date is prefilled based on your settings.

Tax Filing Settings:

State Tax ID

Tax code is provided by states to the companies. Company can leave it blank or set it to Applied, if the tax code is not available.

SUTA Tax ID

You can enter your Primary SUTA Tax ID (State Unemployment Tax) here. This tax code is also provided by the state to the eligible companies. Company can choose to leave it blank or set it to Applied, if tax code is not available.

Tax Filing Category

You can select a category from the pre-defined list for the purpose of filing taxes, such as military, railroad, agriculture, etc.

Organization Type

Here you can select the type of industry your business falls under from the predefined list. E.g., Association, Corporation, Individual Owner, Partnership, etc.

Business Category

The type of business you are dealing in. You can select a business category from the predefined list, say administration, building, transportation, housing, HR, etc.

Global Settings > Accounting >
Default Accounts: System Accounts    

Accounts can be set at the global level but overwritten at the item, project or invoice level, if needed. You can create and set your own default system, tax and bank accounts. This helps you maintain you own chart of accounts numbering and hierarchy.

  • Accounts Receivable: The default account you want to use for all your A/R transactions in Core. All the receivables will be posted to this account, unless overwritten.
  • A/R Discount: Default account for sales discounts given to clients on invoices. All the A/R transactions involving discounts are posted to this account. It can be an income or an expense account. If you select an income account here, Core debits that account in case of discounts on invoices. If you select an expense account here, it is reversed. Core credits the account for invoice discounts.
  • Retainer and Liability: The default account you want to set for retainers and other liabilities in Core. All the transactions involving retainers, pre-payments and related liabilities will be posted to this account, unless overwritten.
  • Un-deposited Funds: The default account you want to set for payments received from clients that are not yet deposited. Typically, all un-deposited payments land in a default account called 'Un-Deposited Funds'. However, you can create and select your own account and have un-deposited payments be posted to that account instead.
  • Income: Default income account set for service and expense items in Core. It is affected only when your invoices have time and expenses (as line items). All the transactions involving income from these items are posted to this account.
  • Income for Late Fees: Default income account set for late fees collected from delinquent clients. This separate account can give you a more realistic view of your revenue breakdown.
  • Non-Itemized Service Income: Default income account for invoices having service amount without service line items associated with them. Thus, it allows Core to post income earned on activities to this account instead of treating it as uncategorized income or posting it to the default income account. This option affects the reports, especially profit and loss.
  • Non-Itemized Expense Income: Default income account for invoices having expense amount without expense entry line items associated with them. Thus, it allows Core to post income earned on such expenses to this account instead of treating it as uncategorized income or posting it to the default income account. This option affects the reports, especially profit and loss.
  • Expense: Default expense account set for service and expense items in Core. All the transactions involving expenses from these items are posted to this account.
  • Accounts Payable: The default account you want to use for all your A/P transactions in Core, such as vendor bills. All the payables will be posted to this account, unless overwritten.
  • A/P Discount: Default account for expense discounts received on vendor bills from vendors. All the A/P transactions involving discounts are posted to this account. It can be an income or an expense account. If you select an income account here, Core credits the account in case of discounts on vendor bills. If you select an expense account here, it is reversed. Core debits the account for vendor bill discounts. Discounts that we receive on vendor bills follow the same G/L category as the vendor bills. So if it is a vendor bill for Cost of Goods Sold (COGS), the discount is also in COGS.
Tax Accounts Tax accounts are balance sheet accounts and hence you can view the ledger for them.
  • Sales Tax Payable: The default account you want to set for MST payable in Core. All the transactions involving MST will be posted to this current liability account, unless overwritten.
  • Expense Sales Tax (E) Payable: The default account you want to set for MET payable in Core. All the transactions involving MET will be posted to this current liability account, unless overwritten.
  • Service Tax Payable: The default account you want to set for the service tax payable in Core. All the transactions involving item service tax (Tax 1/2/3) will be posted to this current liability account, unless overwritten.
  • Expense Tax Payable: The default account you want to set for the service tax payable in Core. All the transactions involving item service tax (Tax 1/2/3) will be posted to this current liability account, unless overwritten.
Bank Accounts You can set the default banks accounts here for various screens in Core. You can also create your own accounts and then set them up as the default accounts. This helps in maintaining your own Chart of Accounts numbering and hierarchy. If needed, you can change these accounts anytime and have Core reallocate their historic transactions automatically. You can override these accounts later at the respective screen level.
  • Write Checks: The account you want to use for writing checks. The account specified here is selected by default in the Checks screen.
  • Pay Bills: The account you want to use for paying vendor bills. The account specified here is selected by default in the Create Bill Payment screen.
  • Make Deposits: The account you want to use for depositing funds or payments, such as your savings bank account. It is selected by default in the Deposits screen.

Companies also need bank accounts in order to debit for wages, taxes and reimburse other expenses. Core allows you (employer) to add bank accounts and set them as defaults for specific payroll tasks if you are subscribed the Core Payroll module. In Core, you already have Chart of Accounts where you can add bank accounts and specify all the required information. When bank accounts are created there, Global Settings allows you to set those default bank accounts. The specific payroll-related bank accounts are:

  • EFT: Before you can begin using Electronic Funds Transfer (EFT) payments in Core Payroll, you must first configure EFT payments in the bank account.

  • Payroll Taxes: Payroll taxes are collected by federal, state, and local governments, based on salaries and wages paid to the employees. This account is set for payroll taxes.

  • Non-Payroll Taxes: The account you want to set for non-payroll related taxes.

Payroll Accounts

You can set the default payroll accounts here for various Payroll screens. You can also create your own payroll account in Chart of Accounts and set it up here as the default account. You can override these accounts later at the respective screen level.

  • Payroll Expenses Account: The default account set for expenses that a company incurs in generating paychecks.

  • Withholding Liability Account: This is the default account where all the employer-side withholdings are posted.

  • Withholding Expense Account: The default account you want to set for the money that a company owes to the agency of that withholding.

  • Tax Liability Account: The default account you want to set for taxes that are collected from the employees in a payroll cycle.

  • Tax Expense Account: The default account set for taxes owned by the company to various agencies

Report Options: Report Basis

Core maintains both cash and accrual based accounts in the background, but allows you to set the default according to your preference and policy.

  • Accrual: For accrual basis, Core records income when earned and expenses when incurred. It recognizes revenue and expenses within the period transactions occur, tracking outstanding accounts receivables and payable, respectively.
  • Cash: For cash basis, Core records income when received and expenses when paid. It recognizes revenue and expenses when cash changes hands, tracking cash movement.

Example: If you send an invoice of $500 ($300 services and $200 expenses) to a client, this amount is posted to your A/R account based on your accounting method. Your profit-loss reports will show $0 for cash basis of accounting while $500 ($300 toward services and $200 toward expenses) for accrual basis. Suppose the client makes a partial payment of $250 (50% of invoice amount). When you run a profit-loss report this time, it will show $250 ($125 toward services and $125 toward expenses) for cash basis of accounting and the same $500 ($300 toward services and $200 toward expenses) for accrual basis.

Enable Trust Fund Accounting

Select this option if you want to use the Trust Fund Accounting feature in Core. This option is enabled for the legal industry by default as it is commonly used by lawyers and attorneys.

Attorneys are the fiduciary of the IOLTA bank account, which is a trust fund account used to deposit the retainer payments, settlement monies, money for case costs, future services and expenses, etc. by the clients.

Last Vendor Bill #

This is the vendor bill numbering format, which consists of a prefix, number and suffix. The middle number is automatically incremented by one unit from the value entered here. Core supports both numeric and alphanumeric IDs. The prefix and suffix should be limited to 20 characters maximum. Example: If you fill Prefix with VB, Last Vendor Bill # with 1000 and Suffix with 2021, the resulting bill number will be VB-1001-2021.   

Vendor Bills screen allows re-using the previous bill number if you check Allow Duplicates here.

Payment Terms

You can set the payment terms for all your clients here. Payment terms are created in the Lists > Other > Terms screen. Although they are set at the global level, you can override them at the client and project level.

The Terms screen allows re-using the previous payment term if you check Allow Duplicates here.

Add vendor bill numbers automatically to Bill Payments check memo

Check this option if you want your vendor bill payment checks to inherit the vendor bill number in the memo as a reference.

Purchase Order #

This is the purchase order numbering format, which consists of a prefix, number and suffix. The middle number is automatically incremented by one unit from the value entered here. Core supports both numeric and alphanumeric IDs. Example If you fill Prefix with PO, Last Purchase Order # with 1000 and Suffix with 20201, the resulting PO number will be PO-1001-2021.  

Purchase Orders screen allows re-using the previous number if you check Allow Duplicates here.

Global Settings > LEDES > This feature is only available for the legal industry type.
LEDES Format As per the LEDES standards, there are various data exchange formats available such as ebilling and budgeting. Core allows export of invoice data to the following ebilling formats:
  • LEDES 1998B: As per LEDES.org, LEDES 1998B is an ASCII, pipe delimited format containing 24 fields. It is currently the most-widely used ebilling standard in the legal industry in USA.
  • LEDES 1998B1-v2: LEDES 98BI is an ASCII, pipe delimited format that includes 51 fields. It was a beta international version of the LEDES 1998B format in 2005, but then revised as a non-beta standard in 2006 to include additional fields necessary for international billing and handling taxes.  
  • LEDES 2000 XML: This is a newer ebilling standard in XML and contains more information than the original LEDES 1998B format. It aims to accommodate the complicated fee arrangements between companies and law firms. As per LEDES.org, the LEDES 2000 XML format includes 125 data elements within 7 segments.

See Invoices > LEDES Export for more.

Company Name This is the name of your Core company and is required for exporting the invoice data. The name is inherited from the Company Profile screen, but you are allowed to provide a different name.
Employer ID Employer ID or Company ID is a number assigned to the company or firm.
Client Matter Options: Client ID When exporting invoices from Core, you need to specify what the associated Client IDs are going to be in LEDES. To map the client, your options are:
  • Use the client's ID: You can choose to map the Client Matter ID in LEDES with the Client ID in Core.
  • Use the client's custom field: You can choose to map the Client Matter ID in LEDES with one of the client's custom fields in Core, say Custom 1 or Custom 2.
Matter ID When exporting invoices from Core, you need to specify what the associated Matter IDs (Project IDs) are going to be in LEDES. To map the matter, your options are:
  • Use the matter's ID: You can choose to map the Client Matter ID in LEDES with the Matter ID (or Project ID) in Core. This is not affected by the Display As setting for the matter.
  • Use the matter's custom field: You can choose to map the Client Matter ID in LEDES with one of the matter's custom fields in Core, say Custom 1 or Custom 2.
Omit all occurrences of colons (:) When you check this option, Core removes all the instances of colons (:) from the IDs while exporting the invoices to LEDES.
Replace all occurrences of Client ID with the associated Matter ID When you check this option, Core replaces all the Client IDs with the Client Matter IDs, which are the IDs of matters (projects) in LEDES.
A-Code & L-Code Options   The legal industry has a set of uniform task-based codes called Activity Codes (A-Codes) and Litigation Codes (L-Codes) that is used in coding time for billing purposes. When exporting invoices to LEDES, Core needs to map the activity or service items with these codes.
  • Activity ID as A-Code and time entry L-Code as L-Code: When you select this option, Activity ID in Core is mapped with the A-Code in LEDES and L-Code from the Time Entries screen in Core is mapped with the L-Code in LEDES format.
    Activity ID = A-Code
    Time Entries L-Code = L-Code
  • Activity Code as A-Code and Activity Sub-Code as L-Code: When you select this option, Core activity items are mapped with A-Codes and L-Codes of the LEDES format. Activity 'Code' part is mapped to the A-Code and 'Sub' part is mapped to the L-Code.
    Activity ID = Code:Sub = A-Code:L-Code
Create custom A-Code and L-Code mapping for clients

Core gives you the flexibility to map your activity (service) and expense items (costs) with custom codes. While transferring invoice data to the LEDES format, Core items are then replaced by these custom codes. Click Mappings Setup to create and manage custom A-Code and L-Code mappings for your clients.

  • Activity Items: For each client, you can set up custom mappings for the activity or service items. This way you can create a list of custom code or task code per activity, and reuse them in future. If you set up task codes, while exporting invoices, Core activity items transfer as task codes of the LEDES format.
    In the grid, you can select an Activity ID and enter a corresponding Custom ID or Task ID of your choice. You can choose to copy these mappings to another client or client group.
  • Cost Items: For each client, you can set up custom mappings for the costs (expense items). This way you can create a list of custom code per cost and reuse them in the future. For cost items, only custom code is required (there is no option for L-Codes).
    In the grid, you can select an Expense ID and enter a corresponding Custom ID of your choice. You can choose to copy these mappings to another client or client group.
Copy Mappings You can set up custom mappings for the activity (service) and cost items (expense) for your clients. When creating custom codes for each activity and expense item, you can save those mappings and then choose to copy them to another client or client group.
Service and Cost Options: Exclude non-billable time and costs Core excludes all the non-billable time and costs (expense entries) from the invoice data for export to LEDES.
Export sales tax as a separate line item When sending over invoices, this option allows you to send the item-level sales tax as a separate line item as opposed to be a part of the time and expense entries (costs) included in invoice amount.
Sort time and cost details While exporting the Core invoices, you can sort the time and cost (expense) details in a chronological order:
  • Ascending order
  • Descending order
Invoice Options: Invoice Start and End Dates You can choose what the start and end dates of the invoices being exported to LEDES are:
  • Use start and end dates from the invoice
  • Use minimum time entry date as start and maximum time entry date as the end date: Select this option to set the start and end date of the invoices (From-To) to the first and last date of the services (time entries). Invoices in that data range are exported to LEDES.
Invoice Date You can choose what the invoice dates of the invoices being exported to LEDES are:
  • Invoice date
  • Maximum time entry date: Select this option to set the date of the invoice to the last date of the service (time entry). Invoices are exported to LEDES with that invoice date instead.
Timekeeper Settings: Use separator between timekeeper's first name and last name You can specify the character to be used for separating the employee's first name from the last name. Example: If you specify colon (:) as a separator, then Core generates John:Doe as the timekeeper's name instead of John Doe.
Timekeeper Name You need to specify the naming combination for the LEDES timekeeper. By default, Core generates First Name + Last Name combination for employee's name. However, you can override that and generate a Last Name + First Name combination. Example Instead of 'John Doe', you can export 'Doe John' to the LEDES file.
Timekeeper ID

You need to specify the ID convention for the LEDES timekeeper, which should be a unique identifier. You can either use the Core Employee ID as is or the Timekeeper ID can be exported as the initials of the employee's first and last name instead of the full name. If there are two or more employees with the same initials, Core exports all the records to your LEDES file. Example Instead of John Doe, you will be exporting JD to your LEDES file.

Global Settings > Taxes >
Tax Rates: Main Service Tax (MST)

Main Service Tax is the tax applied to the labor or service amount on invoices. The default rate can be set here and then overwritten at the client or project level, if required.

Note: If you set MST to a non-zero value, the rule 'Show combined GST on invoices' is added automatically to the projects. However, you can later remove this rule from the projects.

Main Expense Tax (MET)

Main Expense Tax is the tax applied to the expense amount on invoices. The default rate can be set here and then overwritten at the client or project level, if required.

Note: If you set MET to a non-zero value, the rule 'Show combined GST on invoices' is added automatically to the projects. However, you can later remove this rule from the projects.

Ceiling for Taxes Enables you to enter a ceiling for computation of Main Service Tax and Main Expense Tax. It is a maximum limit set on the percentage of tax that can be levied on invoiced services and expenses. Example Alaska has a 2% sales tax rate with a ceiling set at $500.
Main Service Tax to exclude item tax MST excludes item taxes (Tax 1/2/3) associated with the activity items while computing the total tax amount to be charged on invoices. You can override this rule at the project level.
Main Expense Tax to exclude item tax MET excludes item taxes (Tax 1/2/3) associated with the expense items while computing the total tax amount to be charged on invoices. You can override this rule at the project level.
Default Activity Rates: Tax Rate 1/2/3 You can set the default tax rate for new activity items here, say 9%. You can override these rates at the activity level. Core then applies these taxes to the time entries to calculate the bill amount.
Default Expense Rates: Tax Rate 1/2/3 You can set the default tax rate for new expense items here, say 5%. You can override these rates at the expense level. Core then applies these taxes to the expense entries to calculate the charge amount.
Global Settings > User Interface >
User Interface: No. of Digits After Decimal for Rate/Units/Benefits

Number of digits allowed after a decimal for numeric fields like rate, units and HR benefits. If you select 0, this implies a non-decimal format with no rounding off. If you specify 2, this implies rounding off a value to two decimal places. The only exception is Expenses Entries > Cost Rate where it always shows 4 decimal places. The default value is taken from the regional settings of the computer. This setting affects the decimal values displayed on various screens, reports and invoices. However, all amount fields are kept to 2 places of decimal.

No matter what decimal value you select, the client gets charged to only two places of decimal. In addition, any decimal number that ends with 5, rounds up. Example If you specify 2 as the number of digits after the decimal for rate and then assign a cost rate of 23.677 for mileage, the value that will be displayed as 23.68. However, placing your pointer in the field will reveal the exact cost entered. If you specify 9 as the number of digits after a decimal and then assign a cost rate of 23.6778899 for mileage, it will display the same 23.6778899 in the grid.

First Day of the Week

You can select the first day of your workweek here. Core uses this day to provide correct information on screens and reports. This setting is especially useful in Time Card. For example, the time entry reports adjust to show the correct start day of the week.

First Day of the Biweekly Period

You can select the first day of your biweekly period here. Core uses this day to provide correct information on screens and reports. For example, the time entry reports adjust to show the correct start day of the biweekly period. This setting is especially useful in Time Card.

Hide copyright on standard invoices and reports

You can choose to show or hide the copyright information in the footer area of your standard invoices and reports in Core. E.g., 'Core Standard Invoice Copyright © 2021 BQE Software'.

Company Working Days

These represent the standard working days for your company. By default, Monday through Friday is checked but you can change this setting. This allows Core to distribute tasks (hours) into months or weeks in the Allocation and Forecasting screen when the date range is long.

Account Display As

Allows you to set the format in which the account names are displayed in Core screens, reports and drop-down lists. You can add or remove various fields and add separators to set the naming format and order. While setting the naming format, you can preview it in real-time. Example: For Accounts, you can select Account Name - Account ID as the display name. The default format is [Text] [Separator] [Text].

Project Display As

Allows you to set the format in which the project names are displayed in Core screens, reports and drop-down lists. You can add or remove various fields and add separators to set the naming format and order. Core lets you choose the display name for Projects and Project Phase. While setting the naming format, you can preview it in real-time. Example: For Projects, you can select Client ID - Project ID - Project Name as the display name. For Project Phase, you can select Root Project ID - Parent ID - Phase ID- Phase Name. The default format is [Text] [Separator] [Text].

Global Settings > Email Settings >
Allow User Preferences to override these email settings

By default, email settings specified here override the ones in the User Preferences. If these settings are blank in Global Settings, only then the User Preferences are used. However, you can reverse that and ask Core to override the global settings by the user preferences.

Automatically zip multiple attachments

If you have multiple attachments in an email, Core allows you to compress those into a single Zip file. This does not apply to invoice PDFs, payment receipts and reports. If you un-check this option, Core sends the attachments separately as individual files.

Copy client when sending emails to client contact

You can choose to send a copy of the emails to the client in case you have opted to send the project invoices to the client contact (billing contact set at the project level). By default, this option is turned off.

Allow employees to use their own email service to send out emails

This option allows your Core employees to use their own email service, such as Office 365 Outlook, to send emails from Core CRM instead of the default email system. If turned on here, your employees can set their option at the individual Office 365 integration level under its sync settings and use it for outgoing email. This option is displayed to only Core Admin users with CRM subscription.

User Information: User Name

Your first and last name, say Allen Marcello. This is provided to the recipient for identification purposes.

Email From

This is your email address to be used for sending and receiving emails. For example, allen@gmail.com

CC Mail To BCC Mail To

Optionally, you can enter the email address of a person here to whom you want to send a copy of your emails. You can enter your own email ID or your supervisor’s. When you email an invoice or report to someone, the CC field is auto populated with this address.

Similarly, you can enter the email address of a person to whom you want to send a blind copy of your emails. The other recipients are not aware of this email ID as it remains hidden.

Invoices/Statements/ Reports/Purchase Orders/Payment Receipts: Add Smart Field

Smart fields are placeholder fields (variables) that allow Core to auto-fill them with IDs or values when emailing your invoices, statements, reports, POs or receipts. You can add multiple smart fields to the subject, file name and default message of your emails. Example:  You can add {ClientID}{ProjectID}{Invoice_Number} to the Subject field of invoices. Core auto-fills it with the relevant client, project and invoice number when composing the email. E.g., COTTorrance Airport:1222 where COT is the client ID (City of Torrance) and Torrance Airport is the project ID and 1222 is the current invoice number.

Adding smart fields gives you the flexibility to customize the subject, file name and standard messages of your emails with actual names and IDs. This results in personalization of communication. These settings can be overridden at the user level.

Global Settings > Security >
DCAA Compliant: Make this application DCAA compliant Government contractors and agencies require their time tracking systems to be DCAA compliant. Core provides a single-click option that makes the program comply with their requirements.
Password required when closing date is changed Check this option if you want the Closing Date in Company Profile to be password-protected. This way, no one can change the closing date for the company accounts unless authorized to do so.
Rules: Users must agree to the following disclaimer when submitting time and expense

Some companies require their employees who enter time and expenses to sign a disclaimer while submitting their entries. This is also a requirement of several agencies such as DCAA.

Core allows you to set this rule at the global level here. You can type your own disclaimer message or accept the default one. Then this option and message appears on the Submit dialog.

Global Settings > Custom Labels >
Label The default caption or title of a screen or field in Core. This name can be changed or customized.
Custom Label You can change the default labels of screens and fields in Core to your preferred terminology. The new label appears throughout Core. Example: For the Activity Items screen, the Custom Label shows Activity as the Label, which you can change to Task or any other Custom Label.
Format

This represents the mask of a field and can be a sequence of letters, numbers and punctuation. You can click the drop-down to select a predefined mask from the list or enter your own. Masks contain the following placeholders:

9    Digit placeholder, accepting only 0 to 9

A – Letter placeholder, accepting only uppercase or lowercase letters from A to Z

Punctuation helps in formatting the mask for easy reading. Common punctuation includes parentheses (), dashes (-) and periods (.). You can leave it blank to use the system default.

Example: Telephone numbers, social security numbers and zip codes are common examples. Using the placeholders, zip code masks would be 99999-9999 for U.S.A. and A9A 9A9 for Canada.

Global Settings > Documents >
Cloud Storage Name of the cloud-based storage (like AWS) that allows your attachments to be physically stored there. When adding a new cloud storage, you can choose from various options like Google Drive, Dropbox, OneDrive If you have disabled sharing on your OneDrive for business accounts, you are still able to upload the files in Core., etc. All your files are stored in a single folder called BQE Core Attachments on your chosen cloud storage.
Destination Name You can set the name of the cloud storage solution here, say Amazon Web Services for AWS cloud storage.
Default Only the cloud website marked as default is available to all the Core users in your company for storing their attachments and documents.

 

Set Global Settings

To specify settings at the global level:

    1. Open the Global Settings screen from your company menu > Settings > Global Settings.

global_settings_set.png

    1. Select the category of settings on the left that you want to specify.

    2. Enter the required information or select the options as needed.

    3. Click Save.

Set Default Invoice Templates

These global settings allow you to define a default invoice template for each contract type and billing method to be used throughout the company. You can also overwrite them at the project or invoice level. You can also have BQE Software create custom invoices for your company and add them to your Core database. Then you can select them here as your default template instead of the standard ones available.

To set a default invoice template, watch this video or follow these steps:

    1. Open the Global Settings screen from your company menu > Settings > Global Settings.

global_settings_template_assign.png

    1. Select Templates Assignments on the list on the left.

    2. On the Template Assignments panel, select the relevant template for any invoice type by clicking Choose Template.

    3. On the Choose Template dialog, pick a new template for the invoice after selecting the Show option. You can also choose your custom invoice from the list.

global_settings_choose_template.png

    1. Preview the sample template in the viewer and click Done.

This is the template that is assigned to all the invoices of that selected category. The pre-defined templates cannot be edited unless they are duplicated and saved with a new name. Also, system invoice templates hide units by default and group expenses by date.

Customize Labels

To customize a label, watch this video or follow these steps:

    1. Open the Global Settings screen from your company menu > Settings > Global Settings.

global_settings_customize_labels.png

    1. Select Custom Labels on the list on the left.

    2. On the Custom Labels panel, select a screen name whose label you want to customize, say Client.

    3. Select the item to change (say Fed ID) and then type the Custom Label (say Federal ID).

    4. In some cases, you might want to change the mask of the field, if available. For that, select the desired mask from the Format drop-down.

    5. Click Save. Check Custom Labels for details.

 

Set Up ePayments via AffiniPay

BQE Software has created partnership with AffiniPay and its affiliate payment platforms to offer you various payment solutions, depending on your industry and type of business. Core allows your clients to pay their invoices electronically using the ePayments method from anywhere in the world. To start offering the online payment options to your clients, you need to configure your ePayments profile in Global Settings by connecting your AffiniPay account with Core. Your clients must have a credit card, debit card or bank account to make online payments. You get to choose whether to enable ePayments at the global level for all clients or selectively enable that at the client, project and invoice level. Core lets you set up multiple online accounts to control processing fees and other settings. After the payment confirmation is received, invoices paid using ePayments are automatically recorded and reconciled as payments and deposits in Core when the money moves to your bank account. ePayments can be used for regular invoices, statements, retainer invoices as well as late fee invoices.

AffiniPay is the master brand that has industry-specific payment solutions (such as ClientPay, LawPay, etc.) to make it possible to accept payments quickly and securely, wherein credit cards, debit cards, or bank accounts are first verified and client authorization is required before use. You need to connect to an AffiniPay account each time you add a new payment account. AffiniPay supports both credit cards as well as ACH transfers (eChecks) as online payment methods. Check out the AffiniPay ePayments FAQs.

To set up an AffiniPay ePayment profile, watch this video or follow these steps:

    1. Open the Global Settings screen from your company menu > Settings > Global Settings.

      global_settings_epayments_affinipay_CP.png

    2. Select ePayments on the left.

    3. On the ePayments panel on the right, choose your AffiniPay payment solution:

      • ClientPay: (formerly DesignPay) is used by architects and engineers to accept credit card payments. However, it can process transactions involving US banks only.

      • LawPay: is used by attorneys and legal firms to accept online payments that are compliant with ABA and IOLTA guidelines. However, it can process transactions involving US banks only.

      • CPACharge: is used by accounting and CPA firms to accept credit and debit payments online.

      • AffiniPay for Associations: is used by consulting associations to accept online member payments.

    4. Next, choose the payment type or method you want: Check Field Descriptions above for details.

      • Credit Card

      • ACH

    5. Click on the relevant option:

      • Sign Into Existing Account: In case of an existing AffiniPay account, you must validate your account and authorize BQE Core to access it.

      • Create Account: In case of a new AffiniPay account, it launches a third-party dialog where you need to follow all the required steps to continue. After your new account is processed, you are notified by email about it and asked to return here to sign in.

Note: You can click Start Process Over if your AffiniPay account application is not submitted successfully. You can also use this option to go back to the initial page if you are setting up a new ePayments profile, but want to start over again.

    1. When the ePayments accounts are connected, you must configure the ePayments settings.

      global_settings_epayments_settings_affinipay_CP.png
      • Connection Name: Name of the AffiniPay credit card or ACH Transfer payment account
      • Default ePayment Profile: You must set at least one of the ePayment profile as the default profile for online payments of type credit cards and ACH. Check Field Descriptions above for details.
      • Deposit Account: This is the bank account for receiving your client payments, say HDFC bank account. In some cases, you are prompted to map the accounts first and then specify the deposit account. Check Field Descriptions above for details.
      • Payment Options: You can choose one of these options for your online payments. These options are provided to your clients while making the payments. Check Field Descriptions above for details.
        - Enable Partial Payments
        - Enable Scheduled Payments
      • Processing Fee: Processing fee charged by payment gateways like AffiniPay to your account. Check Field Descriptions above for details.
      • Processing Fee Account: This is the account that gets posted if you charge your clients for the ePayments processing fee. 
      • Fixed Processing Fee: This is a fixed fee charged by payment gateways like AffiniPay in addition to the processing fee that is charged as a percentage of the payment amount. Check Field Descriptions above for details.
      • Processing Fee %: A percentage of the total payment amount is charged as the processing fee to the clients. Check Field Descriptions above for details.
    1. If you have multiple online payment accounts, you must map them with the corresponding accounts in Core. For mapping the accounts, click Account Mapping. Check Field Descriptions above for details.
    2. On the Account Mapping dialog, map your selected AffiniPay accounts to the Core accounts. If there are none, you can add new ones. You can assign the same Core account to the AffiniPay merchant and ACH accounts, if needed. These mapped accounts are then available in the Deposit Account drop-down list.
    3. Click Save Payment Account.
    4. You can go ahead and add another AffiniPay profile by clicking Add ePayment Profile, if needed. In that case, select one profile as the Default ePayment Profile on the respective tab. You can also click Settings on the top to specify the ePayments Account Settings: Check Field Descriptions above for details.
      - Statement ePayments
      - Pay Now Button Placement
      - Send Email Notifications to
      - Email Message Options

Note: After saving an ePayments profile, you can update its details or delete the profile. If you delete a profile here after invoices are available for ePayments, the Online Payment Account gets reset to 'None' in the Invoices list.

These global ePayments accounts are inherited when creating new clients; inherited from clients when creating new projects; and inherited from projects when creating new invoices. You can further enable or disable this option for existing clients, projects or invoices from the respective screens. Core allows you to choose from multiple credit card or ACH accounts set up in Global Settings to be used for making online payments. When enabled, your clients can click on the Pay Now/Pay Invoice button on the invoices and statements, and make a payment electronically from the ePayments portal. 

2._Stripe__CC_Portal__Partial_Payment_.png

Set Up ePayments via Stripe

BQE Software has created partnership with Stripe to offer you various payment solutions for all industries and types of business. Core allows your clients to pay their invoices electronically using the ePayments method from anywhere in the world. To start offering the online payment options to your clients, you need to configure your ePayments profile in Global Settings by connecting your Stripe account with Core. Your clients must have a credit card, debit card or bank account to make online payments. You get to choose whether to enable ePayments at the global level for all clients or selectively enable that at the client, project and invoice level. Core lets you set up multiple online accounts to control processing fees and other settings. After the payment confirmation is received, invoices paid using ePayments are automatically recorded and reconciled as payments and deposits in Core when the money moves to your bank account. ePayments can be used for regular invoices, retainer invoices as well as late fee invoices.

Stripe is a secure online payment method wherein credit cards or bank accounts are first verified and client authorization is required before use. You need to have a Stripe account and, additionally, a Plaid account to facilitate processing of ACH transfers. ACH transfers are made via your Stripe account in connection with Plaid.com as it verifies your client’s bank account by providing instant verification. Your clients do not require a Stripe or Plaid account to use the ePayments option. Check out the Stripe ePayments FAQs.

To set up a Stripe ePayment profile:

    1. Open the Global Settings screen from your company menu > Settings > Global Settings.

      global_settings_epayments_stripe1.png

    2. Select ePayments on the left.

    3. On the ePayments panel on the right, choose your payment solution:

      • Stripe: is used by all service professional firms to accept online payments and send payouts. It is selected by default when the country is other than US and Canada.

    4. Next, choose the payment type or method you want: Check Field Descriptions above for details.

      • Credit Card

      • ACH

    5. Click Continue. You are directed to the next screen to Set Up Your ePayments Profile.

      global_settings_epayments_stripe2.png

Note: In case of ACH transfers, you have this extra step of configuring your Stripe account with Plaid, our third-party ACH verification provider. In the first Connect Stripe step, you must have a valid Stripe account with ACH Transfer turned on (confirm that ACH Credit Transfer is enabled under Settings > Payment Methods).

    1. In both cases (credit card or ACH), you must link your Stripe account to Core. You can choose to:

      • Create Stripe Account: In case of a new Stripe account, it launches a third-party dialog where you need to create your Stripe account and follow all the required steps to continue. After your new account is processed, you are notified by email about it and asked to return here to sign in.  

      • Sign Into Existing Account: In case of an existing Stripe account, you must sign into your account and authorize BQE Core to access it.

Note: You can click Start Process Over if your Stripe account is not created successfully. You can also use this option to go back to the initial page if you are setting up a new ePayments profile, but want to start over again.

    1. On the Stripe: Connect with BQE Core dialog, answer a few questions to activate your account so that Core can access your data, and create payments and clients on your behalf. Except where noted, the information you provide is only visible to the account owner and administrators.

      epayments_stripe_account.png

      • Business details: address, type of business , website , etc.

      • Your details: name, address, etc.

      • Credit card statement details : phone number, address

      • Bank details : checking account number

      • Two-step authentication

    2. Enter your Email and Password. Then click Authorize access to this account. You are taken back to BQE Core and your Stripe account is verified.

Note: In case of ACH transfers, you have these extra steps of connecting your Plaid account to your Stripe account (- In this second Connect Plaid step, you need to create an account on Plaid.com by clicking Create Plaid Account or just click Already have an account to continue.
- In the third Link Stripe & Plaid step, connect your Stripe account to your Plaid account by clicking Link Accounts.
- There, navigate to Integrations > Team Settings and click Connect next to Stripe.
- Continue and request production key access to Plaid's Production plan Your business can sign up for Plaid’s verification services through multiple plans. The Development Plan is free and allows verification of up to 100 client accounts. There is also the Production plan, which is a paid plan that allows verification of an unlimited number of client accounts. Both plans require you to request access. Plaid’s response to the Development plan is ideally instant while its response to the Production plan might take up to a few days. (or Development plan Your business can sign up for Plaid’s verification services through multiple plans. The Development Plan is free and allows verification of up to 100 client accounts. There is also the Production plan, which is a paid plan that allows verification of an unlimited number of client accounts. Both plans require you to request access. Plaid’s response to the Development plan is ideally instant while its response to the Production plan might take up to a few days.). Your clients will not be able to initiate ACH transfers unless Plaid has approved your request. 
- After confirming the approval, click Continue.
- You can locate the production keys under the Team Settings > Keys section in your Plaid.com account or click Find keys here to get the keys (use shortcut Alt + Z to activate the link to enter the Development keys instead).
- After receiving the access keys, return to the Global Settings > ePayments profile to finalize the ACH setup. Enter or paste the values of your Client ID and Secret production keys, and click Activate ACH.
- You will receive a confirmation email from Plaid when the account is active (till then the account remains pending). Click Done.).

    1. When the Stripe and Core accounts are connected, you must configure the ePayments settings by clicking Online Payment Options:

      global_settings_epayments_stripe3.png

      • Connection Name: Name of the Stripe credit card or ACH Transfer payment account. 

      • Default ePayment Profile: You must set at least one of the ePayment profile as the default profile for online payments of type credit cards and ACH. Check Field Descriptions above for details.

      • Deposit Account: This is the bank account for receiving your client payments, say HDFC bank account. Check Field Descriptions above for details.

      • Expense Account: This is the account that gets posted for your expenses related to online payments, such as the Stripe processing fee.

      • Payment Options: You can choose one of these options for your online payments. Check Field Descriptions above for details.
        - Enable Partial Payments
        - Enable Scheduled Payments

      • Processing Fee: Processing fee charged by payment gateways like Stripe to your account. Check Field Descriptions above for details.

      • Processing Fee Account: This is the account that gets posted if you charge your clients for the ePayments processing fee. 

      • Fixed Processing Fee: This is a fixed fee charged by payment gateways like Stripe in addition to the processing fee that is charged as a percentage of the payment amount. Check Field Descriptions above for details. 

      • Processing Fee %: A percentage of the total payment amount is charged as the processing fee to the clients. Check Field Descriptions above for details.

    2. Click Save Profile.

Note: In case of Stripe ACH transfer, after Plaid has confirmed your request, click on the pending link next to The ePayment profile is active to make this account active.

    1. You can go ahead and add another Stripe profile by clicking Add ePayment Profile, if needed. In that case, select one profile as the Default ePayment Profile on the respective tab. You can also click Settings on the top to specify the ePayments Account Settings. Check Field Descriptions above for details.
      - Statement ePayments
      - Pay Now Button Placement
      - Send Email Notifications to
      - Email Message Options

Note: After saving an ePayments profile, you can update its details or delete the profile. You can also update your Stripe and Plaid accounts from here. If you delete a profile here after invoices are available for ePayments, the Online Payment Account gets reset to 'None' in the Invoices list.

These global ePayments accounts are inherited when creating new clients; inherited from clients when creating new projects; and inherited from projects when creating new invoices. You can further enable or disable this option for existing clients, projects or invoices from the respective screens. Core allows you to choose from multiple credit cards or ACH accounts set up in Global Settings to be used for making online payments. When enabled, your clients can click on the Pay Now/Pay Invoice button on the invoices and make a payment electronically from the ePayments portal.  2._Stripe__CC_Portal__Partial_Payment_.png

Edit Invoice Templates

The pre-defined templates cannot be edited unless they are duplicated and saved with a new name. You cannot edit even the custom invoice templates.

To edit a default invoice template, watch this video or follow these steps:

    1. Open the Global Settings screen from your company menu > Settings > Global Settings.

global_settings_edit_invoice_template.png

    1. Select Invoice Templates on the list on the left.

    2. On the Invoice Templates panel, select the relevant category from the Show drop-down, say Fixed Fee.

    3. Select an invoice template on the grid and click Detail on that row.

    4. On the Edit Templates panel, make the desired changes to the template.

      • Name

      • Description

      • Appearance: Font, Font Size

      • Layout: Time/Expense /General: Group By , Detail level, Sort By, Show

      • Header: Logo, Company Info

      • Page: Margins

      • Message on Invoice: Font, Size

    1. Click Save Changes. You are prompted to create a duplicate template with these changes.

Note: All system invoice templates hide units by default and group expenses by date. Also, Arial is the default font for all invoice templates though you can change that.

Duplicate Invoice Templates

The pre-defined templates cannot be edited unless they are duplicated and saved with a new name.

To create a copy of a default invoice template, watch this video or follow these steps:

    1. Open the Global Settings screen from your company menu > Settings > Global Settings.

global_settings_duplicate_invoice_template.png

    1. Select Invoice Templates on the left panel.

    2. On the Invoice Templates panel, select the relevant category from the Show drop-down, say Fixed Fee.

    3. Select an invoice template on the grid that you want to copy and click dropdown-caret.png to select Duplicate.

    4. On the Duplicate Template dialog, enter the new template name.

    1. Click Duplicate.

The original template is copied to a new template. You can edit it, if needed.

Set Up LEDES Export

You can set up all the LEDES export options in Global Settings first and then export the invoices to the LEDES format from the Invoices screen. Core refers to these settings during the export process and prepares an export file that applies these rule for each invoice. This feature is only available for the legal industry type.

To set up the LEDES export options, watch this video or follow these steps:

    1. Open the Global Settings screen from your company menu > Settings > Global Settings.

LEDES_global_settings.png

    1. Click LEDES on the left.
    2. Select the LEDES format and enter the Company Name. Check Field Descriptions above for details.
      • LEDES 1998B
      • LEDES 1998B1-v2
      • LEDES 2000 XML
    1. For Client ID, you can use the client’s ID or custom field. Else, for Matter ID, use the matter’s ID or custom field. Check Field Descriptions above for details.
    2. For A-Codes and L-Codes (Litigation Codes), you can choose one of the Activity options or create custom mappings for clients. Check Field Descriptions above for details.
    3. Likewise, you can set different service, expense (cost), invoice and timekeeper options or accept the default settings.
    4. When you are done, click Save.

Note: The client address and invoice tax currency is supposed to get exported to LEDES 1998 format in the tax line items.

Set Up Emails in Core

Click to watch this video on settings up your email in Core. You can do so at the User Preferences level as well as here.

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Email Payment Receipts

As a business professional, you might want to send a Thank You note to your clients along with a payment receipt. Core not only allows you to do that but also automates this process. It is smart enough to email the payment receipts to your clients automatically with your custom message. You can do this at the global level as well as the user level.

To set up automatic payment receipts, watch this video or follow these steps:

    1. Open the Global Settings screen from your company menu > Settings > Global Settings.

global_settings_email_payment_receipts.png

    1. Click Email Settings on the left panel.

    2. After entering your User Information, click the Payment Receipts tab.

    3. Enter the default Subject and Message for your payment receipts. If you want, you can add smart fields to it so that Core can auto-fill them with IDs on emailing.

    4. If you want the payment receipts set up in User Preferences (if any)  to take precedence over these global ones, check the option 'Allow User Preferences to override these email settings' at the top. Check Field Descriptions above for details.

    5. Click Save.

Note: Make sure to check the option 'Email payment receipts to the clients’ on the Billing panel.

Set Up DCAA Compliance

You can provide default settings for DCAA compliance here and implement this security feature with a single click.

To set up DCAA compliance in Core, watch this video or follow these steps:

    1. Open the Global Settings screen from your company menu > Settings > Global Settings.

global_settings_set_up_DCAA_compliance.png

    1. Click Security on the left.

    2. On the Security panel, select the DCAA options. Check DCAA Compliance for details.

    3. Click Save.

Add Destination for Documents

You can attach documents, images and other files to your data in Core, such as transactions, items and other records from any source - your computer or cloud storage locations like Dropbox, Google Drive, Microsoft OneDrive ( If you have disabled sharing on your OneDrive for business accounts, you are still able to upload the files in Core.), etc. You can add company-wide third-party cloud storage destinations in the Global Settings screen like Amazon Simple Storage Service (Amazon S3 or AWS), which allow your documents to be physically stored there. All your files are stored in a single folder called BQE Core Attachments on your chosen cloud storage.

Before you can link files from online storage solutions like Google Drive, Dropbox, etc., you have to pass the authentication and authorization steps first. If you are a first-time user who does not use any storage solution for your company, you can keep the default storage subscription service in Core, Amazon Web Service at the database level. When the authorization is done from Global Settings, the documents can be uploaded from various screens like Projects, Clients, Employees, Budgets, and others.

To add a new storage location for your documents, watch this video or follow these steps:

    1. Open the Global Settings screen from your company menu > Settings > Global Settings.

global_settings_attachments.png

    1. Select Documents on the list on the left.

    2. On the Documents panel, click Add Destination.

    3. On the Add Destination dialog, select a new Cloud Storage software where your documents will be stored. Check Field Descriptions above for details.

    4. Enter a name for the destination.

    5. You can choose to make it the default Only the cloud website marked as default is available to all the Core users in your company for storing their attachments and documents. storage location by checking the 'Make default' box.

    6. Click Connect.

You can update the destination later, if needed.

·     Note: If you specify, say, your Dropbox account credentials here, but notice that the browser connects to it using different credentials, the reason is that Core looks for any active sessions first. If present, it displays the content; if not, it asks you to log in.

Mark Screen as Favorite

You can mark or flag the most-often used and important screens in Core as your favorites up to a maximum of ten. These favorite screens then display separately on the side menu under the Favorites list. You can manage all your favorite screens in Core from User Preferences.

To mark this screen as your favorite, watch this video or follow these steps:

    1. Open the Global Settings screen from your company menu > Settings > Global Settings.

global_settings_favorite.png

    1. Click favorites.png on the top-right.

    2. You can access this screen from the side menu under Favorites.

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