Settings

Overview

Note: Help content (except videos) has been updated to reflect the UI/UX changes in CORE.

The 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, employee and other profiles, but can be overridden at those levels.

You can set up the defaults for your company, master information, time and expense entry, billing, accounting, integrations, email, security, CRM, HR, and so on.

Field Descriptions

Basic Tasks

Specify Settings

Set Up DCAA Compliance

Edit Invoice Templates

Duplicate Invoice Templates

Set Default Invoice Templates

Advanced Tasks

Set Up ePayments

Set Up Cloud Storage

Customize Labels

Mark Screen as Favorite

Field Descriptions

Field Name Field Description
Settings > Projects >

General:

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 2022, the resulting project code will be Tax-101-2022.

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

Contract Includes: 

 

You can choose the default option for all project contracts.

  • No Taxes: This option excludes all taxes from the contract amount. CORE then adds the taxes separately to the pre-tax bill amount.
  • Item Taxes Only: This option includes only line item taxes (Tax 1/2/3 for time and expense entries) in the contract amount.
  • All Taxes (Main + Item Taxes): This option includes the Main Service Tax and Main Expense Tax along with the line item taxes (Tax 1/2/3 for time and expense entries) in the contract amount.

Note: The line item taxes from the time entries are always included in the contract amount.

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 available. 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.

Project Display As

You can 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].

Settings > Time & Expenses >

General:

Evaluate time and expense billable status based on billable value

Includes only billable value of time and expenses for the purpose of 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 so 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.

Time Entry:

Smallest time increment...

Automatically adjusts the client 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, and so on 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 Settings 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, 2022 and you enter 365 in both fields, CORE does not allow you to enter time older than May 18, 2021 and beyond May 18, 2023, assuming that you have unchecked the above security permission.

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.

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 and there is no need for any submission of entries. 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 and there is no need for any submission of entries.
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 upon data synchronization and so these entries are skipped.

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 Settings 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, 2022 and you enter 365 in both fields, CORE does not allow you to enter expenses older than May 18, 2021 and beyond May 18, 2023, 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.

Personal Time Off:

Create an allocation entry on PTO request approval

CORE allows you to create a task allocation automatically 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.

DCAA Compliance:

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 some of the requirements.
Password required when closing date is changed Check this option if you want the Closing Date in the Company screen 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.

Settings > Billing & Invoices >

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 project or top-level parent project, phase or sub-phase level. So if a client has three projects with phases, you can choose to send a single combined/joint invoice to the client for all the three projects and their phases, or you can have CORE send three separate joint 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 (WUD) 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 Extra) 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 (post-tax discount). You can check this option to apply a discount to the bill amount before taxes (pre-tax discount).
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, but keep the entry billable. 

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 ©2022 BQE Software'.

Invoice Settings:

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 an 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 invoice templates, including joint invoices and phased invoices. It is checked by default at the global level.

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 clients 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 clients a payment receipt automatically in response to receiving a retainer payment. 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 2022, the resulting invoice number will be INV-0001-2022.

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. It 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 2022, the resulting invoice number will be RET-0001-2022.

Accounts Receivable: Aging Interval Age of an invoice indicates the time from 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 classify transactions and 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.
Payment Terms

You can set the payment terms for all your clients here. Payment terms are created in the 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.

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.

Settings > Integrations >

Cloud Storage:

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, etc. (If you have disabled sharing on your OneDrive for business accounts, you are still able to upload the files in CORE.) 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.

Settings > Display & Formatting >

Number Formatting:

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.

Settings > Add-Ons > Accounting >

General:

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.

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].

Vendor Bills:

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 2022, the resulting bill number will be VB-1001-2022.   

Vendor Bills allow re-using the previous bill number 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 Orders:

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 2022, the resulting PO number will be PO-1001-2022.  

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

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 maintain your 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, 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 (on outstanding invoices). 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 or services 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, 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.
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 historical transactions automatically. You can override these accounts later at the relevant 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 Bill Payments 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 pay wages or taxes, and reimburse other expenses. CORE allows you (employer) to add bank accounts and set them as defaults. 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, Settings allows you to set those bank accounts as defaults.

Tax Accounts Tax accounts are balance sheet accounts and so 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.
Settings > Add-Ons > CRM > Quotes >
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.

 

Specify Settings

To specify settings at the global level:

  1. Open the Settings screen from the side menu.  

    Specify Settings-Settings.png

  2. Select the category of settings on the left panel that you want to specify, say Company or Add-ons > Accounting.
  3. Enter the required information or select the options on the right panel, as needed.
  4. Click Save.

Many Settings can be overwritten at the client, project, employee or other screen level.

Set Up DCAA Compliance

CORE has not been audited for a formal DCAA Compliance yet, though it is on our roadmap. However, it follows many of the requirements for DCAA compliance. You can provide default settings for DCAA compliance here and implement this security feature with a single click. 

To set up the DCAA compliance option in CORE, watch this video or follow these steps:

  1. Open the Settings screen from the side menu.

    DCAA Compliance - Settings.png

  2. Click Time & Expenses > DCAA Compliance on the list.
  3. On the DCAA Compliance panel, select the DCAA options and other security rules. Check CORE-DCAA Compliance for details.
  4. Click Save.

Edit Invoice Templates

The pre-defined templates cannot be edited unless they are duplicated and saved with a new name. Also, you cannot edit custom invoice templates. CORE allows you to make batch changes to the invoice templates. 

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

  1. Open the Settings screen from the side menu.

    Edit Invoice Templates - Settings.png

  2. Select Billing & Invoices > Invoice Templates on the list.
  3. On the Invoice Templates screen, select the relevant category from the Show drop-down, say Fixed Fee.
  4. Select an invoice template on the grid and click Detail on that row.
  5. 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

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

  7. You can also select multiple templates in the list and make batch changes to them by clicking Actions > Batch Update.

    Invoice Template - Batch Update.png

  8. On the Batch Update dialog, select the relevant fields and enter new values for them.
  9. Check the disclaimer at the end and click Update. Do note that this process is irreversible.

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 Settings screen from the side menu.
  2. Select Billing & Invoices and then Invoice Templates on the left panel.

    Duplicate Template - Settings.png

  3. On the Invoice Templates screen, select the relevant category from the Show drop-down, say Fixed Fee.
  4. Select an invoice template on the grid that you want to copy and click dropdown-caret.png to select Duplicate.
  5. On the Duplicate Template dialog, enter the new template name.
  6. Click Duplicate.

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

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 Settings screen from the side menu.
  2. Select Billing & Invoices and then Templates Assignments on the list.

    Template Assignment - Settings.png

  3. On the Template Assignments panel, select the relevant template for any invoice type by clicking Choose Template.
  4. 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, if available.

    global_settings_choose_template.png

  5. 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.

Set Up ePayments

CORE allows your clients to pay their invoices electronically or online from anywhere in the world using its ePayments feature, called BQE ePayments. BQE ePayments can be used for regular invoices, statements, retainer invoices as well as late fee invoices.

To set up a BQE ePayments profile, watch this video or follow these steps:

  1. Open the ePayments screen from the side menu > Settings.

    ePayments - Settings.png

  2. On the right panel, click Get Started. To proceed, you need to complete the steps launched in a separate browser and later return to this screen. Check ePayments for details.

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.

Set Up Cloud Storage

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 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 here, the documents can be uploaded from various screens like Projects, Clients, Employees, Budgets, and others.

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

  1. Open the Settings screen from the side menu.

    Cloud Storage - Settings.png

  2. Select Integrations > Cloud Storage on the list.
  3. On the Cloud Storage panel, click Add Destination.
  4. On the Add Destination dialog, select a new Cloud Storage software where your documents will be stored. Check Field Descriptions above for details.
  5. Enter a name for the destination.
  6. 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.
  7. 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.

Customize Labels

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

  1. Open the Settings screen from the side menu.

    Custom Label - Settings.png

  2. Select Display & Formatting > Custom Labels from the list.
  3. On the Custom Labels panel, select a screen name whose label you want to customize. Check Custom Labels for details.

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 Settings.

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

  1. Open the Settings screen from the side menu.

    Mark Screen as Favourite - Settings.png

  2. Click favorites.png on the top-right of any screen or panel.
  3. Marking any of the screens as favorite here saves it as Settings under the Favorites menu.

Note: Please note that clicking on Settings under Favorites opens the Company screen by default.

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