Projects

Overview

Core is a project-centric system that supports an unlimited number of projects. Project-centric means that project is the core element of the relationship between a company and its client. It defines the scope of work done for a client: how it should be processed and how it should be billed. Thus, every client must have at least one project because that is the foundation for all the time tracking, billing and accounting.

A project can link to other projects to form a hierarchy (parent-child relationship). In Core, projects can be broken down into phases. It supports up to four levels of hierarchy. You can treat each phase as a separate entity and bill it separately. Or each part can be treated as one of many parts that make up the whole. In this case, you can bill all the phases together on a joint invoice. Throughout Core, if you select a parent project, it auto-selects all its phases on lists that show project hierarchy.

The Projects screen is used to create and manage project-related information. You can see their settings and transactions as well (with ability to drill-down into the details). Click to watch this video on creating projects in Core.

Project managers are typically responsible for creating project profiles. It is important for them to understand the contract types and their effect on the billing process. Though you can change it any time, it is best to choose the right contract type while setting up your projects. Besides managing projects, Core also allows you to do project-level accounting as projects are considered profit centers.

Contract Type

Situation

Fixed-Type

Fixed

Hourly Not to Exceed

Percentage

Recurring With Cap

These contracts types are used when you want to bill:

  • Accumulated value of time and expenses up to the contract amount
  • A percentage of the contract amount/settlement amount
  • A milestone achieved
  • A predefined billing schedule
  • Any bill amount and frequency up to the contract amount

Hourly-Type

Hourly

Cost + Percentage

Cost + Fixed Fee

These contract types are used when you want to bill:

  • Accumulated value of time and expenses
  • Accumulated direct costs of time and expenses plus profit or fee
  • A percentage of the contract amount
  • A milestone reached
  • A predefined billing schedule
  • Any amount you want to bill

Recurring-Type

Recurring

Recurring + Expense

Recurring + Hourly

These contracts types are used when you want to bill:

  • Predefined bill amount and frequency
  • Expenses as part of the recurring amount
  • Expenses in addition to the recurring amount
  • Predefined bill amount and frequency plus extra value of time and expenses

Non-Billable Type

Marketing

Overhead

These contracts types are used when you want to record:

  • All time and expenses incurred before the project starts
  • Non-billable marketing costs
  • Administrative time and expenses

Note: You can get a visual overview of this feature in Core from the Project Management flowchart.

Field Descriptions

Basic Tasks

Create Projects from Scratch

Create Projects from Templates

Add Project Phases

View Reports

Advanced Tasks

Assign Groups

Group Projects

Assign Invoice Templates

Set Automatic Billing

Set Up Split Billing

Manage Project Structure

Assign Rules to Projects

Assign Contacts to Projects

Assign Team Members to Projects

Assign Activities to Projects

Assign Expenses to Projects

Add Custom Fields

Add Budgets

Preview Project Transactions

Add Billing Schedules to Projects

Add Documents

Add To-Dos

Add Notes

Send Projects

Save Project Templates

Enter Opening Balance

Clone Projects

Merge Projects

Batch Update Projects

Change Online Payment Account

Show/Hide Columns in Grid

Expand/Collapse Sub Projects

Export Projects

Manage Project Templates

Apply Filters

Mark Screen as Favorite

 

Field Descriptions

Field Name Field Description
Projects > List View >
Ready to Bill

This is unbilled, approved time and expenses including taxes, WUD and markups. It is approved WIP and includes extra expenses. It includes the values of active projects only. It is calculated as:   

[( Bill Rate x Client Hours) + (WUD + Tax1/2/3)] + [( Cost Rate x Units) + (Markup + Tax 1/2/3)]

WIP

The value of billable, but unbilled time and expenses associated with all projects. It includes values in draft invoices, WUD, markups and extra expenses, but excludes taxes. It includes the values of active projects only.   

WIP = (Unbilled Hours x Bill Rate) x (1 + WUD%) + (Units x Cost Rate) x (1 + Markup%)

Overdue Invoices It is the total value of outstanding or unpaid invoices that have exceeded the payment due date. It includes the values of active projects only.
Projects > Detail View > General > Details >
Project ID

Projects are created with unique IDs. The ID appears on screens, in drop-down lists and in various reports and should be simple and short. The ID field can save up to 65 characters. Core supports both numeric and alphanumeric IDs.   

If you prefer, you can set the Project ID format at the global level in the Global Settings screen. There, you can specify a prefix, ID number and suffix for your project (you should add space or hyphen to separate them). The middle number is automatically incremented by one unit from the value entered. Core then automatically pre-fills those IDs when you create new projects from this screen.   

You can also choose in Global Settings how the project name displays on screen and in various drop-downs.

Project Name This is the descriptive name of the project. It can be long and detailed.
Status You can assign any of these status to a project:
  • Active: This is an ongoing project. You can log and bill time and expenses against it. Typically, new projects and phases are assigned this status by default. Only active projects appear in the drop-down lists. Also, projects with status other than active are not considered for billing even if they have the 'Always show in Create Batch Invoice screen' rule applied.
  • Completed: This is a completed project. You can bill logged time and expenses, but cannot log new entries against it. You can also bill pending invoices and record payments against the project. Completed projects do not appear in the drop-down lists except for billing and A/R.

    Note: When the project status is changed to 'Completed' and there is no WIP, the project rule 'Always show in Create Batch Invoice screen' is automatically turned off in Core. 
  • Hold: This is a project on hold because of non-payment by a client or any other reason, such as a disagreement with a client regarding the progress of work. You cannot bill recorded time and expenses nor log new entries against the project as it is locked. Time and expenses can be recorded only after the project work is resumed. Hold projects do not appear in the drop-down lists.
  • Inactive: This is a project on which work has been temporarily stopped due to scheduling or other issues within the company. You can bill logged time and expenses, but cannot log new entries. Inactive is similar to the hold status except that here you can bill previously recorded time and expenses, and record payments against them. Project work can be resumed after the resources are available. Inactive projects do not appear in the drop-down lists except for billing and A/R.
  • Canceled: This is a project on which work has been stopped indefinitely, say, due to breach of contract by the client. You can bill the clients, but cannot log new time and expenses because the project has been canceled. No future work is to be done on it and it does not appear in the drop-down lists.
    Note: When the project status is changed to 'Canceled' and there is no WIP, the project rule 'Always show in Create Batch Invoice screen' is automatically turned off in Core.
Type

Core offer two types of project set-up: main and standard. It is recommended to use the Main type for parent projects when you don’t plan to record and bill time and expenses against that parent project. Else, you should use the regular Standard type for all projects as such.

  • Standard: A standard project can be a parent or a standalone project with or without phases under it.
    - You can log time and expense to standard projects as well as their phases.
    - You can bill standard projects directly as well as their phases. You can create both manual and batch invoices for standard projects and record payments to them directly.
    - The total contract amount for a standard parent project (when viewing cumulative data) is the sum of its own contract amount and that of its phases. If you update the parent project’s contract amount, you are prompted to update the contract amount of its phases as well.
    - Core allows direct retainers for the standard projects and their phases. The parent retainer can be applied to any phase.
    - You can assign fee schedules, estimates or budgets to standard projects. The phases then inherit those by default but can be changed. However, you can also assign a standard project to the fee schedules, budgets or estimates from their respective screens.
    - In case of standard parent projects, you can see the roll-up totals of all their phases by checking the ‘Is Cumulative Data’ option, where available. Otherwise, you can see the data of the parent projects only.
  • Main: A main project is a parent project with phases/child projects under it.
    - You cannot log time and expense to main projects, only to their phases.
    - You cannot bill main projects directly, but their phases. They show up on joint invoices in such cases. However, you can create manual invoices for main projects and then record payments on such invoices.
    - The total contract amount for a main parent project is always the sum of the contract amounts of its phases. If you update the parent project’s contract amount, you are prompted to update the contract amount of its phases as well.
    - Core does not allow direct retainers for main projects; only for their associated phases. The parent retainer can be applied to any phase.
    - You can assign fee schedules, estimates or budgets to main projects. The phases then inherit those by default but can be changed. However, you cannot assign a main project to the fee schedules, budgets or estimates from their respective screens.
    - In case of main projects, you can see the roll-up totals or cumulative data of all their phases. So, if you have phased projects, it is better to set the top-level parent project to 'Main' as it provides various benefits in reporting and display.
Contract Type It determines the billing arrangement for a project. Whether a project is billed per hour, lump sum, or not billed at all, it is a best practice to record time and expenses against it to take advantage of the project management features in Core.
  • Hourly: These contracts are based on time and expense entries recorded against a project. There is no fixed contract amount and bill amount is based on the total value of billable, approved time and expenses. You can also use a pre-defined billing schedule for the project.
  • Fixed: These contracts are based on a fixed price or contract amount agreed with the client. You can bill the client in full, by the hour or in incremental flat amounts up to the contract amount. You can also use a pre-defined billing schedule for the project.

  • Hourly Not to Exceed: These contracts involve a ceiling or cap. You can bill in full, by the hour or in incremental flat amounts. Bill amount can be based on the total value of billable, approved time and expenses but up to the contract amount. You can also use a pre-defined billing schedule for the project.

  • Marketing: These contracts are assigned to projects that your company is trying to win and for which a formal contract is not yet secured. Tracking of marketing time and expenses can begin when a client calls. Conversations, budget and estimate preparations, meetings, planning, and bid proposals can be included here as it affects a project’s profitability. When a full contract is secured, you can change the contract to whatever is appropriate, with an option to convert automatically the previous time and expense entries from non-billable to billable.
    Note: When updating the contract type of a project from Marketing to an Hourly, Fixed, Hourly Not to Exceed or Recurring type, you are prompted to convert the time entries to billable according to the Billable status of associated activity or Project Assignments or Employee Control (if set). The same applies to expense entries.

  • Overhead: These contracts are assigned to internal projects where work is done for the company and is not billable to any client. It requires you to set up your company as the ‘client’ and assign the overhead project to it. You can use it to track internal activities and expenses like education, staff meetings, research, filing expenses, office maintenance, birthday parties, holidays, and so on.
    Note: When updating the contract type of a project from Overhead to an Hourly, Fixed or Recurring type, the time entries are made billable according to the Billable status of associated activity or Project Assignment or Employee Control (if set).

  • Percentage: These contracts are based on a percentage of cost or settlement amount agreed with the client. This amount might change if you change the contract amount due to a change order. You can also use a pre-defined billing schedule the project.

  • Recurring: These contracts involve billing a fixed amount after a specified number of days. The project is billed for that amount irrespective of how much time or expenses are spent on it. A contract amount is not required but can be entered for reference and tracking profitability.

  • Recurring With Cap: These contracts involve billing a fixed amount after a specified number of days but the total amount has a ceiling or cap. You can also use a pre-defined billing schedule the project. Example: If you want to bill a client $2,000 per month up to a total of $25,000, Core will generate a $2,000 invoice every month for 12 months. Then for the 13th month, a $1,000 invoice will be generated regardless of how much time is recorded to the project during those 13 months.

  • Recurring + Expense: These contracts involve billing a fixed amount after a specified number of days but expenses are not included in the amount charged. Expenses are billed on top of the recurring amount. A contract amount is not required but can be entered for reference and tracking profitability.

  • Recurring + Hourly: These contracts involve billing a fixed amount after a specified number of days plus an additional amount based on logged time and expense entries. You can use it to handle situations wherein you have, say, a block of hours that you sell for a certain amount per month and then any additional hours are billed on top of it at a different rate. A contract amount is not required but can be entered for reference and tracking profitability. Example: An accountant’s office might do monthly bookkeeping and charge a client $500 for it. Any additional services done are billed hourly. So the client pays a fixed amount of $500 no matter what plus an amount for additional hours logged. Another example is that of computer consultants who charge every month, say, $500 for providing technical support for 10 hours. Any additional hours are charged separately, on top of it.

  • Cost + Percentage: These cost-plus contracts involve billing direct costs (time and expenses) to the client plus an additional percentage of the costs to allow for profit. Core adds the fee or profit percentage to the net bill before generating the invoice until the project is complete. Fee or Profit = Billable Amount x Rate %

    If Fee or Profit = 10% and value of billable time and expenses = $500, then 500 x (10/100) = $50
    Net Bill = $500 + $50 = $550

  • Cost + Fixed Fee: These cost-plus contracts involve billing direct costs (time and expenses) to the client plus an additional fixed fee amount to allow for profit. Core adds the fixed fee amount to the net bill before generating the invoice until the project is complete. 

    If Fixed Fee = $100 and value of billable time and expenses = $500, then Net Bill = $500 + $100 = $600

You can set a default invoice and statement template for each type of contract in the Global Settings screen.

Contract Amount

This is the total consideration for the project (billable and non-billable Service Amount + non-billable Expense Amount). You can include or exclude billable expenses and taxes in this amount, depending on how you bill. Although contract amount is required for fixed-type contracts, it is a good practice to set it for hourly projects as well.

  • Split Amount/Enter as Sum: As a project manager, you can enter or calculate the contract amount for the project. The Contract Service Amount gets pre-filled with the entire amount by default. You can then manually assign some portion of it to the Contract Expense Amount.
  • Calculate Contract Amount: Core provides options to calculate the contract amount on a percentage of construction cost basis or unit cost basis.

    - If you choose the Calculation Method as Percent of a Total Amount, you must enter a Percent of a Total project value on which the fee is based (say construction cost) and have Core do the calculation. For example, 50% of 100,000 = $50,000.

    - If you choose the Calculation Method as Units x Rate, you must enter both the Units and Rate charged per unit, and have Core do the calculation. For example, 100 sq.ft. x $100 = $10,000. Typical units include square feet or square meters, e.g., 1,250,000 sq.ft.

The original contract value is saved for reference till you apply a new calculated contract amount. If the contract amount is changed after creating invoices, past invoices continue to use the original contract amount.

Contract amount for a parent project can be allocated to its child projects using the % of Project value. Example: If the contract amount of a main or parent project, NET-001, is $100,000 and Phase A is 60% of the total project, then Core assigns $60,000 to NET-001:A.

Contract Service Amount

Amount spent on the labor or service part of the contract. When you enter the contract amount, this field gets pre-filled by that entire amount. It accounts for the amount spent on the services provided by employees (Client Hours x Bill Rate). You can change this amount, the balance of which goes into the expense amount.

= Contract Amount - Contract Expense Amount

Contract Expense Amount

Amount incurred on the expense part of the contract amount. When you enter the service amount of the contract, this field gets pre-filled with the balance, if any. It accounts for the billable expenses incurred by the employees ( Cost Amount = Units x Cost Rate), excluding extra expenses. You can change this amount, with adjustments made to the service amount automatically.

= Contract Amount - Contract Service Amount

Project PO # Allows you to record the purchase order number associated with the project.
% of Project Percentage of the parent project's contract amount that should be apportioned to the selected phase (child project).
% Complete Typically, a project manager enters or updates this value indicating the percentage of completion of a project. When you do percent complete billing, this value carries to the Invoices screen (and vice versa). Core uses it to compute the bill amount and earned value for the project.
Completed On

This is the date when a project is completed in ISO 8601 date-time format, such as YYYY-MM-DDThh:mm:ss. You can select this date when the project has finished and you change the status of the project to Completed. This field is available only when the project Status is marked as Completed and is useful for reporting purposes.

Manager Person who manages the project. You can assign employees as well as vendors (contract employees and outside consultants) as project managers. Core auto-fills the project manager with the same ID as the client manager, if you leave it blank.
Originator This is the creator of a project (person who sets up the project) and is automatically pre-filled by Core.
Projects > Detail View > General > Billing Options >
Reflect Master Project Settings Allows you to copy the parent project's billing-related settings to the child project (phase). This option is visible for project phases only.
Fee Schedule Allows you to override the default employee (or vendor ) bill and cost rates for matching combinations with special rates when time and expenses are logged to a project.
Budget Allows you to assign an existing or a new budget to a project. However, such a budget can be assigned to other projects as well. If you want a unique budget for the project, you can select Use Custom Budget instead and create a new budget for the project and its phases directly on the Projects > Budget tab.
Message on Invoice

Enter a standard message to print on all invoices of the project. This message displays above the footer of the invoice.

You can also define a standard invoice message for all the projects of a client on the Clients screen or globally for all projects from Global Settings. If a message is defined, it shows up automatically on the invoices.

Invoice Number Allows you to customize the invoice number format for a project. It takes precedence over the invoice numbering set in Global Settings. Core supports both numeric and alphanumeric invoice numbers in a prefix-last number-suffix format. Both prefix and suffix strings remain static. You can see the preview of the numbering when this option is enabled. Example: For the ease of remembering, you should keep the prefix as something that relates to the project like Project ID or year, say, ABC or 2021. Last invoice number can be something like 0000 so the new invoice number would be 0001. The suffix comes last and can be, say, LA for a project located in Los Angeles. The resulting invoice number will be '20210001LA'. Reversing an invoice with a custom number resets the last invoice number here. Also, if you generate an invoice (or a draft) and delete it, Core re-uses that number so that there is no gap in the sequence.
Automatic Billing             

Allows you to set a project for automatic billing at a specified frequency. It knows when is the start date of the first billing or when the last invoice went out for a project, how much approved work-in-progress it has, and when the next invoice is due.

Start Date

Represents the start date of the first billing cycle of the automatic billing schedule. It is the first day you want Core to automatically process an invoice for you. Depending on the billing frequency set, Core triggers the processing of the first automatic invoice on this date and includes the approved time and expense entries for the project covering that period. Then the next billing will occur exactly after the selected period (frequency) of the current billing and so on.

Example: If you set the Start Date as April 15th of this year and your billing frequency is Monthly, the first billing will occur on April 15th for the approved time and expenses of the entire calendar month from April 1st to April 30th. The second billing will occur after 30 days on May 15th covering the month of May (30 days). Then the third billing will occur again after 30 days on June 14th covering the month of June (31 days), and so on.

Frequency

This represents the frequency at which the automatic billing will occur. In other words, it determines how often or at what interval the billing cycle gets repeated, say weekly, monthly, etc. It generates the next bill date accordingly and determines the Billing From-To period on invoices. The billing continues till the End Date or indefinitely, as per your selection.

Example: If you set the Start Date as April 15th of this year and your billing frequency is Monthly, the first billing will occur on April 15th for the approved time and expenses of the entire calendar month from April 1st to April 30th. The second billing will occur after 30 days on May 15th covering the month of May (30 days). Then the third billing will occur again after 30 days on June 14th covering the month of June (31 days), and so on.

Process Mode  

Determines how the invoices are processed after being generated automatically.

  • Automatic: Core automatically processes the invoices and sends a message to the assigned biller about it.
  • Manually: Invoices are processed by the assigned biller in the Invoices screen, who gets notified about them.
Main Service Tax % Tax applied to the labor or service amount on invoices. It takes into account the taxes (namely Tax 1/2/3) associated with the activity items.
Main Expense Tax % Tax applied to the expense amount on invoices. It takes into account the taxes (namely Tax 1/2/3) associated with the expense items.
Minimum Retainer

Core allows you to set a minimum retainer amount for a project and then monitors it for you. The minimum retainer set here acts as a threshold and triggers an automatic retainer invoice as soon as the available retainer drops below it. When a draft invoice results in pushing the available retainer below this minimum, then also it generates a reminder.

Retainage % Percentage of the invoice amount that a client holds back against the verification and quality of work completed. The accumulated retainage is typically paid after the verification is done. Core computes the invoice amount as:

Amount Due = Services Billed + Expenses Billed + Taxes – Applied Retainer – Discount – Retainage

Example: If the total bill amount = $1000 and calculated Retainage = $50, the invoice sent to the client displays the bill amount prior to applying the retainage (say $1000) and then the Amount Due after retainage (say $1000 - $50 = $950).

Maximum Retainage You can see this option when the 'No limit' option is unchecked. It represents the maximum amount that a client can retain on a given project. Example: If you set a retainage of 5% and maximum retainage amount is $2000 on a project, Core calculates this 5% on every invoice (billable amount) until the accumulated retainage reaches $2000. After it reaches this maximum limit, full invoice amount is due from the client.
Accounts & Class

You can override the global-level default accounts with those set at the project level here. So these accounts take precedence over the global-level accounts. However, they can be overwritten at the item level.

  • Accounts Receivable: The account you want to use for all your project-related A/R transactions in Core. All the receivables will be posted to this account, unless overwritten.
  • Income: Income account set for time and expenses logged for the project. All the transactions involving income from these line items on invoices are posted to this account.
  • Expense: Expense account set for service and expense items used on a project. All the transactions involving expenses from these items are posted to this account.
  • Retainer/Liability: The account you want to set for project-related retainers and other liabilities in Core. All the transactions involving retainers, pre-payments and related liabilities will be posted to this account, unless overwritten.
  • Trust Fund: The account you want to use for the project-level trust fund accounting for your client. All the trust fund transactions will be posted to this account. The same trust fund account can be assigned to multiple projects.
Class You can select a project-level class here to be used for time and expense entries logged against it. The relationship between a class and a project is one-to-one (a project can be assigned to one class only). You need to assign a class to items before creating invoices and prior to synchronization with your accounting software. Else, your class fields will remain blank there and not display in reports.
Terms Determines the number of days after which the invoice is due. A blank payment term means the invoice is due upon receipt. The payment term for a project overrides the default term set for the client.
Billing Contact If needed, you can assign a different contact to a project other than the default client contact. If you select 'Send Invoice to Contact', then Core sends the project invoices and statements to this contact instead of the default client contact. In addition, the address of this contact overrides the client address and prints on invoices and statements. To see these contact details in other screens such as Invoice Collections , you must have set this option here.
Online Payment Account

Core allows your clients to make online payments using the ePayments feature. It is inherited from the client record, but you can select another online payment service account here for the project from the drop-down. You can also set it up at the Global Settings level for all clients and projects.

Core allows you to select multiple online payment accounts. However, you cannot choose two payment services with the same payment method.

Split Billing

You can enable or disable the split billing option for your project (matter) or phase here. This feature is commonly used in the legal industry wherein the invoice is split into various parts to divide work among clients, firms or payers. Example: You might want to split the invoice between a primary matter and a secondary matter in a proportion of, say, 20% and 80%. All the time and expense entries are logged to the primary matter, but the billing is split among the clients of the secondary matters.

  • Project: You can choose other matters or phases that are to be included in the split billing. The primary matter currently selected is already included in the split billing (100%) for the entire Service and Expense portion initially and so you need to add other matters. You can assign 0% to your primary matter and then split the invoice among the other secondary matters. You cannot select a project multiple times for split billing.
  • Service %: Percentage of the service amount on the invoice that is allocated to the selected matter. The total Service % has to be 100%.
  • Expense %: Percentage of the expense amount on the invoice that is allocated to the selected matter. The total Expense % has to be 100%.
Projects > Detail View > General > Structure >
% of Project Percentage of parent project's contract amount to be used as the contract amount for a phase. It is a calculated field based on the contract amount and can be less than 100% in total. It can be 0% for hourly projects, but not on fixed projects.
Balance The selected option in the Comparison drop-down controls the calculation of the Balance amount. It can accordingly be the contract amount balance or the budget amount balance.
% Spent Percentage of the contract amount or budget amount spent on a project (depending on your selection). It does not include WUD. % Spent = (Spent / Contract Amount) x 100
Spent

Total amount spent on a project. It is equal to the value of approved billable and non-billable time and expenses. It includes taxes (Tax 1/2/3) and markups for billable time and expenses, but excludes them for non-billable entries. It also excludes WUD, extra time and extra expenses. Expenses have to be a part of the contract.  

Spent = Billable Time + Billable Expenses + Non-Billable Time + Non-Billable Expenses

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

Contract Billed This is a part of the contract amount billed on invoices of the project. It does not include any discounts applied on the invoices.
Extra Billed This is the amount charged to the client on top of the contract amount from the time and expense entries that are marked as 'extra'.
% Complete Typically, a project manager enters or updates this value indicating the percentage of completion of a project or its phase. When you do percent complete billing, this value carries to the Invoices screen (and vice versa). Core uses it to compute the bill amount and earned value for the project. This column is available only when you select Comparison: Contract in the drop-down.
Projects > Detail View > General > Assignment >
Add Rule You can set these rules for the selected project as well as its phases:
  • Always show in Create Batch Invoice screen: Adds a project to the Invoices screen for billing whether it has un-billed, approved time and expenses or not. This allows you to include, for instance, completed and yet-to-start projects on a joint invoice. When the project status is changed to 'Completed' or 'Canceled' and there is no WIP, this rule is automatically turned off in Core. In other words, projects with status other than active are not considered for billing even if they have the 'Always show in Create Batch Invoice screen' rule applied.
  • Auto approve expense entries: This rule ensures that expense entries get automatically approved for the project. This option auto approves the entries when they are entered. You can set this option at the global level for all projects.
  • Auto approve time entries: This rule ensures that time entries get automatically approved for the project. This option auto approves the entries when they are entered. You can set this option at the global level for all projects.
  • Automatically email invoice when processed: Core emails all the invoices of the project automatically when they are processed without any extra step or prompt. So if you make any errors in billing, you cannot revise the invoices.
  • Automatically link expense entry attachments to invoices: Core allows you to link the expense entry-related PDF attachments automatically to the processed invoices of the project. It considers only the expense entries that are associated with the invoices. You can set this rule at the global level for all projects.
  • Automatically link time entry attachments to invoices: Core allows you to link the time entry-related PDF attachments automatically to the processed invoices of the project. It considers only the time entries that are associated with the invoices. You can set this rule at the global level for all projects.
  • Exempt item tax 1/2/3: Exempts activity and expense item taxes (Tax 1/2/3) at the project level when entering time or expenses. However, if you manually enter these taxes in Time Entries or Expense Entries, this rule is then ignored.

    If this tax exemption option is selected at the client level, then all the projects of that client are tax exempted irrespective of the rule set here. Therefore, we recommend making specific tax exemptions at the project level instead of the client 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 this rule at the global level for all 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 this rule at the global level for all invoices.
  • Include billable expenses in the contract amount: Includes billable expenses as part of the contract amount. Otherwise, billable expenses are not part of the contract and are added on top of the contract amount. 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.
      
    Spent = Client Hours x Bill Rate x (1 +Taxes/100) + [Units x Cost Rate]

    In case of an expense entry, when it exceeds the contract amount and this rule is checked, the entry becomes billable and the Extra flag is checked. You can set this rule at the global level for all projects.
  • Link vendor bill attachments to invoices: Core adds the attachments of the vendor bills automatically to their linked time and expense entries, which can then be transferred to the related invoices.  
  • Main Expense Tax excludes Tax 1/2/3: 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 set this rule at the global level for all projects.
  • Main Service Tax excludes Tax 1/2/3: 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 set this rule at the global level for all projects.
  • Memo is required for expense entry: You can check this rule if you want all employees to enter memos for their expense entries on the project. This is usually required in government contracts. You can set this rule at the global level for all projects.
  • Memo is required for time entry: You can check this rule if you want all employees to enter memos for their time entries on the project. This is usually required in government contracts. You can set this rule at the global level for all projects.
  • Prevent expense entry after reaching allocated units: Core evaluates the expense entries wherein when expense units entered exceed the allocated units, you are prevented from entering more expenses. Core prevents all non-billable expense entries after the project has exceeded the allocated units. This evaluation is done only within the date range specified in the Allocation & Forecasting screen and for fixed-type projects.
  • Prevent time/expense entry for the project: Locks out additional time/expense entries for a project. You can activate these rules if there is a temporary issue or dispute with a client about the project, such as lack of payments. You can apply them to any project regardless of its contract type. Although new entries cannot be added, you can update existing entries.
  • Prevent time and expense entry after reaching contract amount: Locks out additional time and expense entries after the total amount charged to a project (amount spent) equals or exceeds the contract amount. When checked, an evaluation is performed when time and expense entries are recorded to a project, where the Total Amount Spent [billable and non-billable services + non-billable expenses] is compared with the Contract Amount. When the amount spent exceeds the contract amount, you are prompted accordingly.

    Use this rule when a strict contract limit is in place and you must negotiate additional authorization before continuing. This rule applies to fixed-type projects, but does not apply to indirect time and expenses made via vendor bills. Although new entries cannot be added, you can update existing entries.
  • Prevent time entry after reaching allocated hours: Core evaluates the time entries wherein when hours entered exceed the allocated hours, you are prevented from entering more hours. Core prevents all time entries (billable and non-billable) after the project has exceeded the allocated hours. This evaluation is done only within the date range specified in the Allocation & Forecasting screen and for fixed-type projects.
  • Project class supersedes vendor class: You can override the selection of class at the vendor level by the class set at this project level.
  • Restrict time and expenses to budgeted activities/employees/expenses: If a budget is assigned to a project, this rule restricts its time and expense entries to only the employees/expenses/activities that exist in the budget. This restriction applies in the Time Entries and Expense Entries screens when the View By: Project mode is selected.
  • Send as joint invoice: A single joint invoice is created for the project and its phases. They automatically get combined into a single invoice in the Invoices screen.
  • Show account summary on invoice: This option allows you to display an account summary at the bottom of your 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 of the project. 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 in Global Settings automatically sets the rule for all projects.
  • Show retainer summary on invoices: This option allows you to display a retainer summary at the bottom of your invoices. It is checked by default at the global level if your company uses retainers. However, phased invoices do not display any retainer summary. 
  • Skip automatic expense entry evaluation: If this rule is checked, Core stops evaluating expense entries of fixed-type projects against the contract amount (expense amount). Otherwise, it compares the Contract Amount and Total Amount Spent [billable and non-billable services + non-billable expenses] of a project. When Amount Spent > Contract Amount, you are prompted and the non-billable entries are converted into billable entries. However, you can continue to log expense entries and manually adjust their billable status.
  • Skip automatic time entry evaluation: Core stops evaluating time entries of fixed-type projects against the contract amount. Otherwise, based on the comparison between the Contract Amount and Total Amount Spent [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 their status to billable. You can set this option at the global level for all projects.
  • Use bill rates from Activity Items screen: When a fee schedule is not assigned to a project or no matching combination is found, Core uses the bill rates from Activity Items. However, if the activity item has a zero dollar value, then it fetches the employee's default bill rates.
  • Use project memo on invoices: When checked, the project memo is carried forward to the invoice memos and displayed on the invoices. You can control whether this memo is carried to First Memo or Second Memo of the invoices screen by using that option in Global Settings (Show project memo on invoices at the bottom).
  • Use rates by classification: Allows Core to retrieve rates by job classification as set up in the fee schedule when entering time. However, you can override that in the Time Entries screen. The new rates are retrieved in this order:
    1. Employee + Activity + Classification match
    2. Employee + Classification match
    3. Classification match
    4. No change
Add: Add to...  

Allows you to apply the current assignments to the selected project or to the project and all its phases (if parent project is selected). This is helpful in easily adding or removing assignments to phases when doing so for the parent project as you do not have to repeat these steps for each individual phase. If this Add to Project and Phases option is not used, then assignments added or removed only apply to the currently selected project.

Note: This option is to be used independently for each type of assignment (say rules, contacts, activities, etc.); in other words, if used for one assignment type, it is not applied for all the other types.

Apply changes to all phases

This option allows you to apply any assignment changes (deletions or edits) of the parent project to all the phases automatically. This is helpful in easily adding or removing assignments to phases when doing so for the parent project as you do not have to repeat these steps for each individual phase. For example, if we update the billable flag of an activity, it also updates for the phases, and deleting an assignment deletes it from the phases that have it.

Projects > Detail View > General > Custom Fields >
Other 1/2/3/4/5/6/7 These custom fields allow you to record additional information about a project. The field labels and UI can be changed in the Custom Labels screen.
Projects > Detail View > Performance >
Cumulative Data

Allows you to view the cumulative (total) data of a parent project along with its phases. In case of 'Main' parent projects, Core automatically shows cumulative data and so this option is not visible. In case of 'Standard' parent projects, Core displays this option and you can choose to view the cumulative data or just that of the parent project.

Work-in-Progress

Shows the total amount of WIP for the project, waiting to be billed. It is the value of billable, but unbilled time and expenses associated with the project. It includes values in draft invoices, WUD and markups, but excludes taxes.

WIP = (Unbilled Hours x Bill Rate) x (1 + Write-Up/Down %) + (Units x Cost Rate) x ( 1 + Markup % )

Retainer Balance

This represents the total retainer amount remaining on a project and is calculated as:

Retainer Balance = Project Retainer Received - Project Retainer Used

Write-Up/Down

Total write-up or write-down amount on billable time entries. Expense markup is not included here. A negative WUD (write-down) is displayed in parenthesis and indicates that your employees are spending way too much time on a project than what you can bill.

WUD = Billed Amount - Billable Amount

Client Hours

Total client hours associated with the project.

Cost

Represents the total cost of the time and expense entries of the project, irrespective of being billed or not, billable or not, and approved or not. It represents the total project costs.

Billing: Paid%

Billing calculations exclude retainer, draft invoices as well as retainer applied during billing. But it takes into account both invoice and payment amount entered via Opening Balance. The calculations involved are:

Paid % = (Paid / Net Billed) x 100

Net Billed

Total amount billed to the client, including taxes, WUD and markups, but excluding retainer applied.

Net Billed = Total Billed Amount – Retainer Used

Paid

Paid is the total payment amount, including retainer paid on invoice.

Balance

Balance = Net Billed - Paid

Earned Value

Earned value represents the actual value of billed time and expenses on projects. In other words, it is the 'used' contract amount. Earned value calculations exclude extra services, extra expenses, retainers and discounts. The calculations involved are:

Earned Value % = (Earned Value / Contract Amount) x 100

where Contract Amount = Total contract amount, excluding contract amount for 'main' projects. It includes WUD, but excludes taxes.

Earned Value = Total invoice amount, excluding taxes, extra services, extra expenses, retainers and discounts, but including WUD

If contract amount is zero, Earned Value % is 100%.

Work-in-Hand

Work-in-hand is the contract earned from a client. If contract amount is zero, work-in-hand is also zero.

Work-in-Hand = Contract Amount – Earned Value

Profitability: Profit %

Profitability calculations exclude retainers and draft invoices. It takes into account both billable and non-billable time and expenses. The calculations involved are:

Profit % = Total Profit / Billed Amount x 100

Billed

Total invoice amount excluding discounts, taxes, retainers and draft invoices, but including WUD, markups, extra services and extra expenses.

Billed = Total Services Billed + Total Expenses Billed

Billed Amount = (Client Hours x Bill Rate x WUD) + (Units x Cost Rate x Markup%)

Cost of Billed

Cost of billed time and expense entries, including billable, extra and non-billable entries. It excludes WUD, taxes, and markups. It also includes the cost of entries that are marked as billed (whether the entries are associated with invoices or not).

Cost Amount = Total Services Cost + Total Expenses Cost

Costs =  (Hours x Cost Rate) + (Units x Cost Rate)

Profit

Displays the profit potential (billable margin) of a project for the company. It is not affected by the billable status of time and expense entries. Profitability calculations exclude retainers and draft invoices.

Profit % = Total Profit / Billed Amount x 100

Profit = Billed Amount – Costs

where Billed Amount = Cost Amount = Total Services Cost + Total Expenses Cost and

Cost Amount = Total Services Cost + Total Expenses Cost

Utilization: Billable %

This is the billability of the time spent on a project, irrespective of the project status. Its calculations include extra time and regular time, with WUD. Ideally, utilization percentage should be as close as possible to 100%. The calculations involved are:

Billable % = Billable Hours x 100 / Total Hours

where Billable Hours are billable client hours and Total Hours = Billable Hours + Non-Billable Hours + Overhead Hours + PTO Hours

Contract Analysis

This graph draws up a comparison between contracted amount (Limit), amount used and remaining amount (Balance) for the selected project. It gives you a good idea as to whether the project has exceeded the agreed contract amount. The graph shows a breakdown of values in terms of Services, Expenses and Total. The negative amounts are highlighted in red, thus warning you.

Balance = Limit - Used

where Services–Limit = Total service contract amount including WUD, but excluding service contract for 'main' projects and taxes

Expenses–Limit = Total expense contract amount including markups, but excluding expense contract for 'main' projects and taxes

Services–Used = Total service amount used from the contract amount on the project. It is equal to the value of billed services including WUD, but excluding taxes, extra services and fixed fee billed

Expenses–Used = Total expense amount used from the contract amount on the project. It is equal to the value of billed expenses including markups and taxes, but excluding extra expenses billed.

Used = (Units x Cost Rate) x (1+ Taxes / 100)

Budget Analysis

It provides a quick snapshot of a project's finances. You can see if the project is over-budget or approaching budget. This widget runs budget comparison to highlight a project within 20% of its defined limit based on spent toward that limit.

Balance = Limit - Used

where Services–Limit = Total service amount in the budget

Expenses–Limit = Total expense amount in the budget

Services–Used = Total service amount used from the budget on the project. It is equal to the value of billed services including WUD and taxes, but excluding extra services and fixed fee billed

Expenses–Used = Total expense amount used from the budget on the project. It is equal to the value of billed expenses including markups and taxes, but excluding extra expenses billed

Earned Value:

Displays three important metrics that help you analyze a project's performance. The Billed value should be as close as possible to the Billable value. Earned value calculations exclude extra time and expenses, retainers and discounts.

Billed

Cumulative value of billed time and expenses including WUD and markups, but excluding taxes and extra expenses. It represents the actual earned value.

Billed Amount = Total Services Billed + Total Expenses Billed

Billed Amount = (Client Hours x Bill Rate x WUD) + (Units x Cost Rate x MU%)

Billable

Cumulative billable value of billed time and expenses and represents the earned value. This Billable curve looks at the actual value of the entries, not the value they were billed at. So it does not include WUD, taxes, or markups.

Billable = Total Billable Services + Total Billable Expenses Billable = (Client Hours x Bill Rate) + (Units x Cost Rate)

Cost

Cumulative cost value of billed time and expenses. It is the sum of the cost amount of services and cost amount of expenses, excluding WUD and taxes.

Cost = (Hours x Cost Rate) + (Units x Cost Rate)

Billability Analysis:

Displays a bar chart with elements that can help you analyze the billability and productivity of a project. You can see a breakdown of services and expenses in terms of billable, billed, unbilled and non-billable. Upon comparing the billable with the billed amount for a project, you get a good idea as to how much has been earned on the project and what is in the pipeline.

Tip: During analysis, the key indicator to check is the difference between the total billings and total collections . If it is 10% or less, that is normal. However, it is a matter of concern when the difference is greater than 10% of billings. Be sure to adjust your analysis for normal collection cycles and seasonal billing factors.

Billable

Total value of billable time and expenses. It includes markups, but excludes WUD, item taxes and purchase tax on expenses.

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

Billed

Total value of billed time and expenses including WUD and markups, but excluding taxes, and non-billable services and expenses.

Billed = Total Services Billed + Total Expenses Billed

Billed = (Client Hours x Bill Rate x WUD) + (Units x Cost Rate x Markup %)

Unbilled

Total value of billable but unbilled time and expenses. The purchase tax on expenses is excluded here. It is the same as WIP and includes values in draft invoices.

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

Non-Billable

Total value of non-billable time and expenses. The purchase tax on expenses is excluded here.

Non-Billable Amount = (Client Hours x Bill Rate) + [Units x Cost Rate x (1 + Markup / 100)]

Margins:

Displays a bar chart with elements that can help you analyze your profit (or loss) on a project. You can see a breakdown of billable or billed services and expenses, along with their profit/loss margins in percentage. The calculations involved are:

  • Billable Margin: The billable values do not include WUD and markups.

    Services–Billable = Total value of billable time irrespective of billable status, excluding WUD, taxes, and extra time (Client Hours x Bill Rate)

    Services–Cost = Total cost of billable time entries, excluding extra time (Hours x Cost Rate)

    Extra Services–Billable = Total value of extra billable time irrespective of billable status (Client Hours x Bill Rate)

    Extra Services–Cost = Total cost of billable extra time entries (Hours x Cost Rate)

    Expenses–Billable = Total value of billable expenses irrespective of billable status, excluding extra expenses [(Units x Cost Rate) x (1 + Markup / 100)]

    Expenses–Cost = Total cost of billable expense entries, excluding extra expenses (Units x Cost Rate)

    Extra Expenses –Billable = Total value of billable extra expenses irrespective of billable status [(Units x Cost Rate) x (1 + Markup / 100)]

    Extra Expenses–Cost = Total cost of billable extra expense entries, excluding markups (Units x Cost Rate)
  • Billed Margin: The billed values include WUD and markups.

    Services–Billed = Total value of services billed, excluding extra services

    Services–Cost = Total cost of billed time entries, excluding extra time (Hours x Cost Rate)

    Extra Services–Billed = Total value of extra services billed

    Extra Services–Cost = Total cost of extra time entries billed (Hours x Cost Rate)

    Expenses–Billed = Total value of expenses billed, excluding extra expenses

    Expenses–Cost = Total cost of billed expense entries, excluding extra expenses (Units x Cost Rate)

    Extra Expenses–Billed = Total value of extra expenses billed

    Extra Expenses–Cost = Total cost of billed extra expense entries (Units x Cost Rate)

Retainers

Displays all the information about the retainers associated with the project and related client in a bar graph. You can see the retainers received, used and remaining.

Balance = Received - Used

where Project–Received = Total project retainer received

Project–Used = Total project retainer applied

Client–Received = Total client retainer received

Client–Used = Total client retainer applied

Projects > Budget >

Include Phases

You can check this option if you want to view and manage a cumulative budget for your project and its related phases. This allows you to view the cumulative (total) data of a parent project along with its phases in the grid as well as KPIs. In case of 'Main' parent projects, Core automatically shows cumulative data. In case of 'Standard' parent projects, you can choose to view the cumulative data or just that of the selected project/phase.

Projects > Budget > Details >
Fee Schedule You can assign fee schedule rates to a budget by using the detail line items of an existing fee schedule to reproduce the budget details.
Miscellaneous Amount It represents an additional amount or any buffer amount on top of the budgeted services and expenses for any unplanned contingencies that might occur.
Budget Amounts Total It is calculated as the sum of Activity + Expense + Miscellaneous  budget amounts.
Projects > Budget > Services >
Resource Resource could be an employee, an outside consultant or a contract employee .
Hours

Hours budgeted for the selected activity-resource combination. By default, the Budget Hours are the same as the Cost Hours. It provides managers with a powerful tool to keep their projects within budgeted hours.

Cost Rate Cost Rate of a service or activity item. It is the per hour cost of service provided less any taxes. The cost rate is brought forward from Activity Items or can be entered here manually. Typically, this rate is used if you want to base your budget on the cost to the company and not the billable value.
Cost Amount Cost amount of the service item. It is calculated as (Hours x Cost Rate).
Bill Rate Per hour bill rate assigned to a service item. The bill rate is brought forward from Activity Items or can be entered here manually.
Spent Hours Spent Amount

Total hours or amount used on a project. It is equal to the value of approved billable and non-billable time. It includes taxes (Tax 1/2/3) for billable time, but excludes them for non-billable entries. It also excludes WUD and extra time.   

Spent = Billable Time + Non-Billable Time

Charge Amount Total service charge amount being budgeted. It is automatically calculated as: [Hours x Bill Rate] x (1 + Tax 1 + Tax 2 + Tax 3). It can be matched to the contract amount of the associated project.
% Complete

Percentage of the budget used up or completed for the service item. When you create an invoice using this budget, it uses this percentage to calculate the total amount. You can enter a decimal value as well.

Tax 1/2/3 Up to three taxes can be assigned per service line item. They are summed and used to calculate the bill amount for the activity. Example: If activity GEN:TECH has a Tax 1 value of 5% and Tax 2 is 10%, when a time entry is made for GEN:TECH, 15% is added to the service amount billed.
Start Date This is the start date attribute for the service line item of the budget. When importing budget into task allocation, this date becomes the allocation Start Date. The start and end dates of the budgets are also used as filters for reporting purposes.
End Date This is the end date attribute for the service line item of the budget. When importing budget into task allocation, this date becomes the allocation End Date. The start and end dates of the budgets are also used as filters for reporting purposes.
Projects > Budget > Expenses >
Resource Resource could be an employee, an outside consultant or a contract employee.
Units Quantity budgeted for the selected expense-resource combination. By default, the Budget Units are the same as the Cost Units. It provides managers with a powerful tool to keep their projects within budgeted values.
Cost Rate This is the default per unit cost of the expense item less any markups and taxes for proper expense tracking. If the cost of an expense varies, this can be left blank. Then, when you log expenses, you can enter the actual cost there. It passes on to the Budget Cost Rate.
Spent Units Spent Amount

Total expense units or amount used on a project. It is equal to the value of approved billable and non-billable expenses. It includes taxes (Tax 1/2/3) and markups for billable expenses, but excludes them for non-billable entries. It also excludes extra expenses. Expenses have to be a part of the contract.   

Spent = Billable Expenses + Non-Billable Expenses

Cost Amount Cost amount of the expense line item before markup and taxes. The per unit cost is multiplied by the units to compute this value.
Amount = Units x Cost Rate
Markup % Percentage increase or decrease in the cost of an expense to determine the charge amount. If the markup percentage varies for an expense, leave this field blank and enter it when you log expenses. Do not enter the percentage as a decimal. Example: To increase the cost rate by 10.5%, enter 10.5, not 0.105.
Charge Amount Total charge amount for the expense item. It is calculated as [Units x Cost Rate x (1 + MU %)] x (1 + Tax 1 + Tax 2 + Tax 3)].
% Complete Percentage of the budget being used up or completed for the expense item . When you create an invoice using this budget, it uses this percentage to calculate the total amount to be charged. You can enter a decimal value as well.
Tax 1/2/3

Up to three taxes can be assigned per expense line item. They are summed and used to calculate the bill amount for the expense. Example: If expense A has a Tax 1 value of 5% and Tax 2 is 10%, when an expense entry is made for A, 15% is added to the expense amount billed.

Start Date This is the start date attribute for the expense line item of the budget. When importing budget into task allocation, this date becomes the allocation Start Date. The start and end dates of the budgets are also used as filters for reporting purposes.
End Date This is the end date attribute for the expense line item of the budget. When importing budget into task allocation, this date becomes the allocation End Date. The start and end dates of the budgets are also used as filters for reporting purposes.
Projects > Detail View > Transactions >

Show:

Retainers & Trust Funds

Displays all the retainer-related transactions of the project. It also includes funds received and used under Trust Fund accounts.

Projects > Detail View > To-Dos >
% Complete Status of a to-do task. This field can be updated if you create a time entry from this task.

 

Create Projects from Scratch

You can create a new project profile either from scratch or from an existing project template.

To create a project from scratch, watch this video or follow these steps:

    1. Open the Projects screen from the side menu > Projects.

    1. Click Create Project and select From Scratch.

    2. On the Create Project screen, enter the required information:

      • Project ID: Projects are created with unique IDs. The ID appears on screens, in drop-down lists and in various reports and should be simple and short. The ID field can save up to 65 characters. Core supports both numeric and alphanumeric IDs.
           
        If you prefer, you can set the Project ID format at the global level in the Global Settings screen. There, you can specify a prefix, ID number and suffix for your project (you should add space or hyphen to separate them). The middle number is automatically incremented by one unit from the value entered. Core then automatically pre-fills those IDs when you create new projects from this screen.
           
        You can also choose in Global Settings how the project name displays on screen and in various drop-downs.

      • Project Name: This is the descriptive name of the project. It can be long and detailed.

      • Client

      • Manager: Person who manages the project. You can assign employees as well as vendors (contract employees and outside consultants) as project managers. Core auto-fills the project manager with the same ID as the client manager, if you leave it blank.

      • Contract Type: It determines the billing arrangement for a project. Whether a project is billed per hour, lump sum, or not billed at all, it is a best practice to record time and expenses against it to take advantage of the project management features in Core.

      • Contract Amount: This is the total consideration for the project (billable and non-billable Service Amount + non-billable Expense Amount). You can include or exclude billable expenses and taxes in this amount, depending on how you bill. Although contract amount is required for fixed-type contracts, it is a good practice to set it for hourly projects as well.

        The original contract value is saved for reference till you apply a new calculated contract amount. If the contract amount is changed after creating invoices, past invoices continue to use the original contract amount.

        Contract amount for a parent project can be allocated to its child projects using the % of Project value. Example: If the contract amount of a main or parent project, NET-001, is $100,000 and Phase A is 60% of the total project, then Core assigns $60,000 to NET-001:A.

      • Recurring Amount: Recurring contracts involve billing a fixed amount after a specified number of days. The project is billed for that amount irrespective of how much time or expenses are spent on it. A contract amount is not required but can be entered for reference and tracking profitability.

      • Fixed Fee Amount: Fixed fee contracts involve billing direct costs (time and expenses) plus a fixed fee (profit) to the client. You can set the fixed fee here.

    1. Click Split Amount: As a project manager, you can enter or calculate the contract amount for the project. The Contract Service Amount gets pre-filled with the entire amount by default. You can then manually assign some portion of it to the Contract Expense Amount. if you want to split the Contract Amount into:

      • Contract Service Amount: Amount spent on the labor or service part of the contract. When you enter the contract amount, this field gets pre-filled by that entire amount. It accounts for the amount spent on the services provided by employees (Client Hours x Bill Rate). You can change this amount, the balance of which goes into the expense amount.
        = Contract Amount - Contract Expense Amount

      • Contract Expense Amount: Amount incurred on the expense part of the contract amount. When you enter the service amount of the contract, this field gets pre-filled with the balance, if any. It accounts for the billable expenses incurred by the employees (Cost Amount = Units x Cost Rate), excluding extra expenses. You can change this amount, with adjustments made to the service amount automatically.
        = Contract Amount - Contract Service Amount

    2. Click Calculate Contract Amount: Core provides options to calculate the contract amount on a percentage of construction cost basis or unit cost basis.
      - If you choose the Calculation Method as Percent of a Total Amount, you must enter a Percent of a Total project value on which the fee is based (say construction cost) and have Core do the calculation. For example, 50% of 100,000 = $50,000.
      - If you choose the Calculation Method as Units x Rate, you must enter both the Units and Rate charged per unit, and have Core do the calculation. For example, 100 sq.ft. x $100 = $10,000. Typical units include square feet or square meters, e.g., 1,250,000 sq.ft. if you want Core to calculate the contract amount on a percentage of construction cost basis or unit cost basis. Check out this video on how to calculate contract amount in Core.

    3. Enter other information about the project, if needed.

    4. Click Save & Done or Save & Add Another.

 

Create Projects from Templates

You can create a new project profile either from scratch or from an existing project template. When creating a new project structure based on a project template with a hierarchy (including parent project and phases), the project information is pre-filled from the template, but can be overwritten. The new project and phases inherit the name and description of the template's underlying parent project and phases to preserve the original structure, but these can be overwritten as well.

To create a project from a template, watch this video or follow these steps:

    1. Open the Projects screen from the side menu > Projects.

    1. Click Create Project and select From Template

    2. On the Choose a Template dialog, select a template from the list. You can view its structure on the right.

    3. Click Continue.

    4. On the Create New From Template screen, enter or edit details about your new project:

      • Project ID: A new ID needs to be entered. Projects are created with unique IDs. The ID appears on screens, in drop-down lists and in various reports and should be simple and short. The ID field can save up to 65 characters. Core supports both numeric and alphanumeric IDs.
           
        If you prefer, you can set the Project ID format at the global level in the Global Settings screen. There, you can specify a prefix, ID number and suffix for your project (you should add space or hyphen to separate them). The middle number is automatically incremented by one unit from the value entered. Core then automatically pre-fills those IDs when you create new projects from this screen.
           
        You can also choose in Global Settings how the project name displays on screen and in various drop-downs.

      • Project Name: By default, Core pre-fills it with the project template name but you can overwrite it with a new project name. This is the descriptive name of the project. It can be long and detailed.

      • Client

      • Manager

    1. Select the attributes of the template project that you want to copy to the new project such as project rules, groups, class, contacts, custom fields, to-dos, etc.

    2. Click Create Project.

A new project is created. You can view its details and edit them as needed.

Note: Typically, for project to-dos, you require a Start Date and End Date besides the Assigned To, but for project template to-dos, Core does not require them. Instead, you need to specify the Duration in days in which the to-do task will get completed. If you create a project from a template with to-dos, the start date of the project to-do will be the project start date and the end date will be calculated based on that duration (Start Date + Duration). If there are multiple template to-dos, the next to-do start date will be the previous to-do's end date. If you save a project with to-dos as a template, then the Duration (Days) field for the template to-do will be calculated based on the difference between the Start Date and End Date.

 

Add Project Phases

You can add phases to projects by drag-and-drop action as well as by using the standard Add action. In general, when a parent project is selected, Core treats all the project phases as selected too. When you create a phase for a project, it automatically inherits some of the parent project attributes (such as project manager, budget, groups, rules, contacts, terms, etc.) and allows you to choose which ones to inherit.

To add a phase to a parent project, watch this video or follow these steps:

    1. Open the Projects screen from the side menu > Projects.

    1. In the list view, select a project on the grid that you want to make the parent and click  to select View Details.
    2. In the detail view, click the Actions menu > Add Phase or go to the General > Structure tab and select a project on the grid.

    3. Click Add Phase.

    4. On the Add New Phase screen, enter the required information:

      • Phase ID: When you enter the phase ID, it also pre-fills the Phase Name and Phase Description with the same ID. You can edit those, if needed.

      • Phase Name: When you enter the phase ID, it also pre-fills the Phase Name and Phase Description with the same ID. You can edit those, if needed.

      • Contract Type: This is the total consideration for the project (billable and non-billable Service Amount + non-billable Expense Amount). You can include or exclude billable expenses and taxes in this amount, depending on how you bill. Although contract amount is required for fixed-type contracts, it is a good practice to set it for hourly projects as well.
        Split Amount/Enter as Sum: As a project manager, you can enter or calculate the contract amount for the project. The Contract Service Amount gets pre-filled with the entire amount by default. You can then manually assign some portion of it to the Contract Expense Amount.
        The original contract value is saved for reference till you apply a new calculated contract amount. If the contract amount is changed after creating invoices, past invoices continue to use the original contract amount.

      • Contract Amount: This is the total consideration for the project (billable and non-billable Service Amount + non-billable Expense Amount). You can include or exclude billable expenses and taxes in this amount, depending on how you bill. Although contract amount is required for fixed-type contracts, it is a good practice to set it for hourly projects as well. When you enter the contract amount, the Service Amount gets pre-filled by this entire amount by default. You can then manually assign some portion of it to the Expense Amount.
        A project's contract amount is preserved when an invoice is processed. If the contract amount is increased after creating an invoice, past invoices continue to use the original contract amount.
        Contract amount for a parent project can be allocated to its child projects using the % of Project value. Example: If the contract amount of a main or parent project, NET-001, is $100,000 and Phase A is 60% of the total project, then Core assigns $60,000 to NET-001:A.

    1. Click Split Amount if you want to split the Contract Amount into: (As a project manager, you can enter or calculate the contract amount for the project. The Contract Service Amount gets pre-filled with the entire amount by default. You can then manually assign some portion of it to the Contract Expense Amount.)

      • Contract Service Amount: Amount spent on the labor or service part of the contract. When you enter the contract amount, this field gets pre-filled by that entire amount. It accounts for the amount spent on the services provided by employees (Client Hours x Bill Rate). You can change this amount, the balance of which goes into the expense amount.
        = Contract Amount - Contract Expense Amount

      • Contract Expense Amount: Amount incurred on the expense part of the contract amount. When you enter the service amount of the contract, this field gets pre-filled with the balance, if any. It accounts for the billable expenses incurred by the employees (Cost Amount = Units x Cost Rate), excluding extra expenses. You can change this amount, with adjustments made to the service amount automatically.

        = Contract Amount - Contract Service Amount

    2. Click Calculate Contract Amount if you want Core to calculate the contract amount for the phase on a percentage of construction cost basis or unit cost basis. ( Core provides options to calculate the contract amount on a percentage of construction cost basis or unit cost basis.

      - If you choose the Calculation Method as Percent of a Total Amount, you must enter a Percent of a Total project value on which the fee is based (say construction cost) and have Core do the calculation. For example, 50% of 100,000 = $50,000.

      - If you choose the Calculation Method as Units x Rate, you must enter both the Units and Rate charged per unit, and have Core do the calculation. For example, 100 sq.ft. x $100 = $10,000. Typical units include square feet or square meters, e.g., 1,250,000 sq.ft.)

    3. You can also select the parent project attributes that should be inherited by the new phase. Then click Save & Done or Save & Add Another.

The newly added phase is displayed on the grid under the parent project. You can see the project hierarchy regardless of which level you are on; the current level is highlighted to indicate where you are in the entire hierarchy.

 

View Reports

To view a report:

    1. Open the Projects screen from the side menu > Projects.

    1. In the list view, click More > View Reports.

    2. Select a report from the Report List dialog. It opens in the viewer.

    3. Preview the report and then choose to export or print it.

 

Assign Groups

You can quickly assign a project to a group or view whether the selected project is a member of any existing group.

To assign a project to a group:

    1. Open the Projects screen from the side menu > Projects.

    2. In the list view, click  on a project row and select View Details.

    3. In the detail view, go to the General > Details tab and click Assign Groups.

    1. On the Assign Groups dialog, select the desired group for the project. By default, the All group is assigned and set as the default group for all projects.

Note: The default group is useful for reports. If there is a budget for a project P1, which is a member of both groups A and B but its default group is A, then P1 is listed against A on the budget reports.

    1. Click Update.

 

Group Projects

You can group projects based on shared or common attributes such as type, industry, location, etc. This is useful for filtering records in the lists and reports. In addition, groups save time and effort when setting up fee schedules and budgets. For example, you can group projects by category (say 1040 Tax Prep, Network Installation, Computer Drafting, etc.) for easier comparison of performance, write-up/downs, and so on.

To group various projects:

    1. Open the Projects screen from the side menu > Projects.

    2. In the list view, click  on a project row and select View Details.
    3. In the detail view, go to the General > Details tab and click Assign Groups.

    1. On the Assign Groups dialog, click Manage Groups.
    2. On the Groups screen, click Create New. (You can also go directly to this screen via side menu > Productivity Tools > Groups.)

    1. On the Create Project Group screen, enter the required information:
      • Name

      • Description

    1. Select the relevant options:
      • Add new projects automatically: Automatically adds all new projects to the new group as they are created.
      • Include all project in new group: Includes all existing projects in the new group.

    2. Click Save.

 

Assign Invoice Templates

You can assign a different invoice template to a project instead of the default set at the global level. Depending on the status of an invoice, you can also change its template from the Invoices screen, wherein you can then reflect that change in the related project.

To set an invoice template at the project level, watch this video or follow these steps:

    1. Open the Projects screen from the side menu > Projects.

    2. In the list view, click  on a project row and select View Details.
    3. In the detail view, go to the General > Billing Options tab and click Choose Template for any of the invoice templates:

      • Standard Invoice

      • Joint Invoice

      • Manual Invoice

    1. On the Choose Template dialog, pick a new template for the project after selecting the Show option.

    2. You can preview the sample template in the viewer. Click Done.

    3. The selected invoice template is assigned to the project. Click Save.

 

Set Automatic Billing

For hourly or fixed fee projects, instead of running billing reports and checking the billing records every now and then, you can use the automatic billing feature in Core. You can set up auto-billing for your projects. Based on their contract type, billing schedules, and billable time and expenses, they will be billed at the specified frequency. In case of fixed-type projects, you can create a billing schedule and set the 'reminder date' to coincide with the automatic billing 'start date'. We recommend setting up the Auto Approve rules for time and expenses for the projects that you want to auto bill so that the process is completely automated. That way you do not have to manually approve entries for billing.

The automatic billing feature differs from the recurring invoices in many ways. First, auto-bill is set at the project level while the latter is set at the invoice level. Unlike recurring invoices, automatic billing is dynamic because of the changing bill amount as you do not have a pre-defined fixed amount being billed to the client. When we set a schedule for a project and the schedule is due, then all the bills (approved time and expense entries, billing schedule, recurring bills, etc.) that can be processed for the project for the current billing period are processed as invoices. If there is nothing to be processed, no invoice is created. So Core bills the client according to the billing arrangement and rules set for the project with the automatic schedule.

To set up automatic billing for a project, watch this video or follow these steps:

    1. Open the Projects screen from the side menu > Projects.

    2. In the list view, click  on a project row and select View Details.
    3. In the detail view, go to the General > Billing Options tab and enable the Bill Automatically option.

    1. Enter the required information:

      • Start Date: Represents the start date of the first billing cycle of the automatic billing schedule. It is the first day you want Core to automatically process an invoice for you. Depending on the billing frequency set, Core triggers the processing of the first automatic invoice on this date and includes the approved time and expense entries for the project covering that period. Then the next billing will occur exactly after the selected period (frequency) of the current billing and so on. Example: If you set the Start Date as  April 15th of this year and your billing frequency is Monthly, the first billing will occur on April 15th for the approved time and expenses of the entire calendar month from April 1st to April 30th. The second billing will occur after 30 days on May 15th covering the month of May (30 days). Then the third billing will occur again after 30 days on June 14th covering the month of June (31 days), and so on.

      • Frequency: This represents the frequency at which the automatic billing will occur. In other words, it determines how often or at what interval the billing cycle gets repeated, say weekly, monthly, etc. It generates the next bill date accordingly and determines the Billing From-To period on invoices. The billing continues till the End Date or indefinitely, as per your selection. Example: If you set the Start Date as  April 15th of this year and your billing frequency is Monthly, the first billing will occur on April 15th for the approved time and expenses of the entire calendar month from April 1st to April 30th. The second billing will occur after 30 days on May 15th covering the month of May (30 days). Then the third billing will occur again after 30 days on June 14th covering the month of June (31 days), and so on.

      • End Date: Date when the automatic billing should end, if at all.

      • Assigned Biller

    1. You can choose to process the invoice manually in the Invoices screen (by the assigned biller) or completely automate it.

    2. Click Save.

You can see all your automatic billings on the Recurring Invoices screen. You can edit the recurring schedule there as well.

 

Set Up Split Billing

You can enable or disable the split billing option for your projects (matters) and phases. This feature is commonly used in the legal industry wherein a single invoice is split among various parties and payment collected from them individually. It allows Core to distribute services and expenses logged against that matter to one or more matters/clients based on a percentage/amount or remainder rules. For example, you might want to split the invoice between a primary matter (root project in Core) and a secondary matter in a proportion of, say, 20% and 80%. All the time and expense entries are logged to the primary matter, but the billing is split among the clients of the other matters. The line item taxes and main taxes are included in the split billing percentage set at the matter level. You cannot do progress billing in case of split invoices wherein the time and expense entries are released after billing and then linked to existing invoices.

To set up split billing for a matter, watch this video or follow these steps:

    1. Open the Projects screen from the side menu > Projects (Matters in case of legal company database).


    2. In the list view, click  on a matter row and select View Details.
    3. In the detail view, go to the General > Billing Options tab and enable the Split Billing option at the bottom.

    1. Enter the required information:

      • Project: You can choose other matters or phases that are to be included in the split billing. The primary matter currently selected is already included in the split billing (100%) for the entire Service and Expense portion initially and so you need to add other matters. You can assign 0% to your primary matter and then split the invoice among the secondary matters. You cannot select a project multiple times for split billing.
      • Service %: Percentage of the service amount on the invoice that is allocated to the selected matter. The total Service % has to be 100%.
      • Expense %: Percentage of the expense amount on the invoice that is allocated to the selected matter. The total Expense % has to be 100%. Expenses are referred to as costs in the legal industry.
    1. Click Done. Keep adding more matters, as needed. The percentage values are balanced proportionately.

    2. When you have finished, click Save & Done.

After you set up your split billing, it is recommended to set the Joint Invoice template to Split Invoice on the Details tab. That way your split invoices are presented in the right layout. When billing this matter from the Invoices screen, Core splits the invoice amount among multiple clients.

 

Manage Project Structure

Core allows you to not only add phases to projects, but also reorder these phases in the project hierarchy or move any project to the parent project level, in case something changes. In the Projects detail view, you have a drop-down at the top that allows you to access any project or phase in the hierarchy and view its information. You can see the project hierarchy regardless of which level you are on; the current level is highlighted to indicate where you are in the entire hierarchy.

On the Structure tab, you can view the entire project hierarchy as well as details of each phase in a grid. Project managers can make informed decisions about things like percent complete or contract amount. They can also delete or merge multiple projects and phases.

Note: In case of a 'Main' project, it displays totals and the values are calculated based on the values of all phases.

To manage a project hierarchy, watch this video or follow these steps:

    1. Open the Projects screen from the side menu > Projects.

    2. In the list view, click  on a parent project row and select View Details.
    3. In the detail view, go to the General > Details > Structure tab.


    4. Select your Comparison view from the drop-down: Contract or Budget

    5. Review the project information in the grid and edit some of the values, if needed.

      • % of Project: Percentage of parent project's contract amount to be used as the contract amount for a phase. It is a calculated field based on the contract amount and can be less than 100% in total. It can be 0% for hourly projects, but not on fixed projects.

      • Amount: In case of Contract, this is the total consideration for the project (billable and non-billable Service Amount + non-billable Expense Amount). Although contract amount is required for fixed-type contracts, it is a good practice to set it for hourly projects as well. Contract amount for a parent project can be allocated to its child projects using the % of Project value. This field is editable here.

        In case of Budget, this is the proposed budget amount. This field is not editable here.

      • % Complete: Typically, a project manager enters or updates this value indicating the percentage of completion of a project or its phase. When you do percent complete billing, this value carries to the Invoices screen (and vice versa). Core uses it to compute the bill amount and earned value for the project. This column is available only when you select Comparison: Contract in the drop-down.

    1. Select a project or phase on the grid and then click Add Phase if you want to add a new project or phase to it.

    2. Hover over the project hierarchy in the grid and click  on the row to drag it up or down to reorder it. This affects how the project structure is displayed on reports and invoices, or while entering time against the project.

    3. You can select multiple rows and then click Actions > to either delete those projects (or phases) or merge them into one.

    4. You can also click More > View Reports to run some comparison and analysis reports on the projects.

 

Assign Rules to Projects

Rules control how a project behaves or gets billed in Core. Some of the rules are set up at the global level and pass on to all the projects. You can override those rules at the project level. In case of phased projects, you should set the rules at the parent project level so that they are pushed to all the phases too. You can then edit those rules at the phase level, if needed.

To set rules for a project:

    1. Open the Projects screen from the side menu > Projects.

    2. In the list view, click  on a project row and select View Details.
    3. In the detail view, go to the General > Assignment tab and select Show: Rules from the drop-down.

    1. Click Add Rule.

    2. On the Add Rule dialog, select all the rules you want to apply to the project:

      • Always show in Create Batch Invoice screen: Adds a project to the Invoices screen for billing whether it has un-billed, approved time and expenses or not. This allows you to include, for instance, completed and yet-to-start projects on a joint invoice. When the project status is changed to 'Completed' or 'Canceled' and there is no WIP, this rule is automatically turned off in Core. In other words, projects with status other than active are not considered for billing even if they have the 'Always show in Create Batch Invoice screen' rule applied.
      • Auto approve expense entries: This rule ensures that expense entries get automatically approved for the project. This option auto approves the entries when they are entered. You can set this option at the global level for all projects.
      • Auto approve time entries: This rule ensures that time entries get automatically approved for the project. This option auto approves the entries when they are entered. You can set this option at the global level for all projects.
      • Automatically email invoice when processed: Core emails all the invoices of the project automatically when they are processed without any extra step or prompt. So if you make any errors in billing, you cannot revise the invoices.
      • Automatically link expense entry attachments to invoices: Core allows you to link the expense entry-related PDF attachments automatically to the processed invoices of the project. It considers only the expense entries that are associated with the invoices. You can set this rule at the global level for all projects.
      • Automatically link time entry attachments to invoices: Core allows you to link the time entry-related PDF attachments automatically to the processed invoices of the project. It considers only the time entries that are associated with the invoices. You can set this rule at the global level for all projects.
      • Exempt item tax 1/2/3: Exempts activity and expense item taxes (Tax 1/2/3) at the project level when entering time or expenses. However, if you manually enter these taxes in Time Entries or Expense Entries, this rule is then ignored.
        If this tax exemption option is selected at the client level, then all the projects of that client are tax exempted irrespective of the rule set here. Therefore, we recommend making specific tax exemptions at the project level instead of the client 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 this rule at the global level for all 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 this rule at the global level for all invoices.
      • Include billable expenses in the contract amount: Includes billable expenses as part of the contract amount. Otherwise, billable expenses are not part of the contract and are added on top of the contract amount. 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.
        Spent = Client Hours x Bill Rate x (1 +Taxes/100) + [Units x Cost Rate]
        In case of an expense entry, when it exceeds the contract amount and this rule is checked, the entry becomes billable and the Extra flag is checked. You can set this rule at the global level for all projects.
      • Link vendor bill attachments to invoices: Core adds the attachments of the vendor bills automatically to their linked time and expense entries, which can then be transferred to the related invoices. 
      • Main Expense Tax excludes Tax 1/2/3: 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 set this rule at the global level for all projects.
      • Main Service Tax excludes Tax 1/2/3: 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 set this rule at the global level for all projects.
      • Memo is required for expense entry: You can check this rule if you want all employees to enter memos for their expense entries on the project. This is usually required in government contracts. You can set this rule at the global level for all projects.
      • Memo is required for time entry: You can check this rule if you want all employees to enter memos for their time entries on the project. This is usually required in government contracts. You can set this rule at the global level for all projects.
      • Prevent expense entry after reaching allocated units: Core evaluates the expense entries wherein when expense units entered exceed the allocated units, you are prevented from entering more expenses. Core prevents all non-billable expense entries after the project has exceeded the allocated units. This evaluation is done only within the date range specified in the Allocation & Forecasting screen and for fixed-type projects.
      • Prevent time/expense entry for the project: Locks out additional time/expense entries for a project. You can activate these rules if there is a temporary issue or dispute with a client about the project, such as lack of payments. You can apply them to any project regardless of its contract type. Although new entries cannot be added, you can update existing entries.
      • Prevent time and expense entry after reaching contract amount: Locks out additional time and expense entries after the total amount charged to a project (amount spent) equals or exceeds the contract amount. When checked, an evaluation is performed when time and expense entries are recorded to a project, where the Total Amount Spent [billable and non-billable services + non-billable expenses] is compared with the Contract Amount. When the amount spent exceeds the contract amount, you are prompted accordingly.
        Use this rule when a strict contract limit is in place and you must negotiate additional authorization before continuing. This rule applies to fixed-type projects, but does not apply to indirect time and expenses made via vendor bills. Although new entries cannot be added, you can update existing entries.
      • Prevent time entry after reaching allocated hours: Core evaluates the time entries wherein when hours entered exceed the allocated hours, you are prevented from entering more hours. Core prevents all time entries (billable and non-billable) after the project has exceeded the allocated hours. This evaluation is done only within the date range specified in the Allocation & Forecasting screen and for fixed-type projects.
      • Project class supersedes vendor class: You can override the selection of class at the vendor level by the class set at this project level.
      • Restrict time and expenses to budgeted activities/employees/expenses: If a budget is assigned to a project, this rule restricts its time and expense entries to only the employees/expenses/activities that exist in the budget. This restriction applies in the Time Entries and Expense Entries screens when the View By: Project mode is selected.
      • Send as joint invoice: A single joint invoice is created for the project and its phases. They automatically get combined into a single invoice in the Invoices screen.
      • Show account summary on invoice: This option allows you to display account summary at the bottom of your 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 of the project. 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 in Global Settings automatically sets the rule for all projects.
      • Show retainer summary on invoices: This option allows you to display a retainer summary at the bottom of your invoices. It is checked by default at the global level if your company uses retainers. However, phased invoices do not display any retainer summary. 
      • Skip automatic expense entry evaluation: If this rule is checked, Core stops evaluating expense entries of fixed-type projects against the contract amount (expense amount). Otherwise, it compares the Contract Amount and Total Amount Spent [billable and non-billable services + non-billable expenses] of a project. When Amount Spent > Contract Amount, you are prompted and the non-billable entries are converted into billable entries. However, you can continue to log expense entries and manually adjust their billable status.
      • Skip automatic time entry evaluation: Core stops evaluating time entries of fixed-type projects against the contract amount. Otherwise, based on the comparison between the Contract Amount and Total Amount Spent [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 their status to billable. You can set this option at the global level for all projects.
      • Use bill rates from Activity Items screen: When a fee schedule is not assigned to a project or no matching combination is found, Core uses the bill rates from Activity Items. However, if the activity item has a zero dollar value, then it fetches the employee's default bill rates.
      • Use project memo on invoices: When checked, the project memo is carried forward to the invoice memos and displayed on the invoices. You can control whether this memo is carried to First Memo or Second Memo of the invoices screen by using that option in Global Settings (Show project memo on invoices at the bottom).
      • Use rates by classification: Allows Core to retrieve rates by job classification as set up in the fee schedule when entering time. However, you can override that in the Time Entries screen. The new rates are retrieved in this order:

        1. Employee + Activity + Classification match
        2. Employee + Classification match
        3. Classification match
        4. No change
    3. After selecting the rules in the grid, click Add and select the relevant option. Core allows you to apply the current assignments to the selected project or to the project and all its phases (if parent project is selected). This is helpful in easily adding or removing assignments to phases when doing so for the parent project as you do not have to repeat these steps for each phase. If this Add to Project and Phases option is not used, then assignments added or removed only apply to the currently selected project.
        
      Note: This option is to be used independently for each type of assignment (say rules, contacts, activities, etc.); in other words, if used for one assignment type, it is not applied for all the other types.)

      • Add to Project

      • Add to Project and Phases

You have successfully added the relevant rules to the selected project.

 

Assign Contacts to Projects

Project contacts can be the contacts of the clients, employees or vendors associated with a project. When adding a contact, you are presented with a list of people not yet assigned.

To add a contact to a project:

    1. Open the Projects screen from the side menu > Projects.

    2. In the list view, click  on a project row and select View Details.
    3. In the detail view, go to the General > Assignment tab and select Show: Contacts from the drop-down.

    1. Click Add Contact.

    2. On the Add Contact dialog, select the relevant contacts for the project.

    3. After selecting the contacts, click Add and select the relevant option: (Allows you to apply the current assignments to the selected project or to the project and all its phases (if parent project is selected). This is helpful in easily adding or removing assignments to phases when doing so for the parent project as you do not have to repeat these steps for each individual phase. If this Add to Project and Phases option is not used, then assignments added or removed only apply to the currently selected project.
        
      Note: This option is to be used independently for each type of assignment (say rules, contacts, activities, etc.); in other words, if used for one assignment type, it is not applied for all the other types.)

      • Add to Project

      • Add to Project and Phases

You have successfully added the relevant contacts to the selected project.

 

Assign Team Members to Projects

Team members of a project can be the employees and vendors who can log their time and expenses against it. When adding a team member, you are presented with a list of people not yet assigned. You can copy the assignments from associated budgets also.

To assign a team member to a project:

    1. Open the Projects screen from the side menu > Projects.

    2. In the list view, click  on a project row and select View Details.
    3. In the detail view, go to the General > Assignment tab and select Show: Team Members from the drop-down.

    1. Note: Parent projects with the Main status appear grayed out in the drop-down list.

  1.  

    1. Click Add Team Member.

    2. On the Add Team Member dialog, select the relevant information:

      • Type: Individuals or Groups

      • Employee or Vendor

    3. Select the team members on the grid and click Add to select the relevant option: (Allows you to apply the current assignments to the selected project or to the project and all its phases (if parent project is selected). This is helpful in easily adding or removing assignments to phases when doing so for the parent project as you do not have to repeat these steps for each individual phase. If this Add to Project and Phases option is not used, then assignments added or removed only apply to the currently selected project.
        
      Note: This option is to be used independently for each type of assignment (say rules, contacts, activities, etc.); in other words, if used for one assignment type, it is not applied for all the other types.)

      • Add to Project

      • Add to Project and Phases

    4. You can enter a classification for each member on the grid. Click Done.

(Job title or classification of a team member or employee. It allows you to set up a different title other than the default one. This gets reflected in the time entries, invoices and reports of a project. Example: Allen Marcello is the Senior Engineer as per the Employees screen; however, you can classify him as the General Manager for a specific project.)

Note: You can also use the Copy from Budget option from the More menu to copy the assignments from the associated budget, if any. You are prompted to replace the existing assignments when copying.

  1. You have successfully added the relevant team members or employees to the selected project. Now only these assigned team members will appear in the drop-down lists of the time and expense entry screens and can log time against the project.

  2.  

Assign Activities to Projects

When adding an activity, you are presented with a list of activities not yet assigned to the project. You can copy the assignments from associated budgets also.

To assign an activity item to a project, watch this video or follow these steps:

    1. Open the Projects screen from the side menu > Projects.

    2. In the list view, click  on a project row and select View Details.
    3. In the detail view, go to the General > Assignment tab and select Show: Activity Items from the drop-down.

    Note: Parent projects with the Main status appear grayed out in the drop-down list.
    • Show: Individuals or Groups

    1. Click Add Activity Item.

    2. On the Add Activity Item dialog, select the relevant information:

    3. Select the activities on the grid and click Add to select the relevant option: (Allows you to apply the current assignments to the selected project or to the project and all its phases (if parent project is selected). This is helpful in easily adding or removing assignments to phases when doing so for the parent project as you do not have to repeat these steps for each individual phase. If this Add to Project and Phases option is not used, then assignments added or removed only apply to the currently selected project.
        
      Note: This option is to be used independently for each type of assignment (say rules, contacts, activities, etc.); in other words, if used for one assignment type, it is not applied for all the other types.)

      • Add to Project

      • Add to Project and Project Phases

    1. You can change the Billable status for each activity item on the grid, if needed. Click Done.

Note: You can also use the Copy from Budget option from the More menu to copy the assignments from the associated budget, if any. You are prompted to replace the existing assignments when copying.

  1. You have successfully added the relevant activities to the selected project. Now only these assigned items will appear in the drop-down lists of the time entry screens for the project.

  2.  

Assign Expenses to Projects

When adding an expense, you are presented with a list of expenses not yet assigned to the project. You can copy the assignments from associated budgets also.

To assign an expense item to a project, watch this video or follow these steps:

    1. Open the Projects screen from the side menu > Projects.

    2. In the list view, click  on a project row and select View Details.
    3. In the detail view, go to the General > Assignment tab and select Show: Expense Items from the drop-down.

    1. Note: Parent projects with the Main status appear grayed out in the drop-down list.

    1. Click Add Expense Item.

    2. On the Add Expense Item dialog, select the relevant information:

      • Show: Individuals or Groups

    3. Select the expense items on the grid and click Add to select the relevant option: (Allows you to apply the current assignments to the selected project or to the project and all its phases (if parent project is selected). This is helpful in easily adding or removing assignments to phases when doing so for the parent project as you do not have to repeat these steps for each individual phase. If this Add to Project and Phases option is not used, then assignments added or removed only apply to the currently selected project.
        
      Note: This option is to be used independently for each type of assignment (say rules, contacts, activities, etc.); in other words, if used for one assignment type, it is not applied for all the other types.)

      • Add to Project

      • Add to Project and Project Phases

    1. You can change the Billable status for each item on the grid, if needed. Click Done.

Note: You can also use the Copy from Budget option from the More menu to copy the assignments from the associated budget, if any. You are prompted to replace the existing assignments when copying.

  1. You have successfully added the relevant expenses to the selected project. Now only these assigned items will appear in the drop-down list of the Expense Entries screen for the project.

  2.  

Add Custom Fields

Using custom fields, you can track extra characteristics and attributes of your projects. You can even customize these fields in the Custom Labels screen. For example, if you want to add the name of your company’s principal or in-charge in the Projects screen, you can easily do that by changing the field label to Principal or creating a new custom label.

To add a custom field, watch this video or follow these steps:

    1. Open the Projects screen from the side menu > Projects.

    2. In the list view, click  on a project row and select View Details.
    3. In the detail view, go to the General > Custom Fields tab click Add Custom Field.

    1. Select the type of field you want depending on the purpose, say Text Box.

    2. On the Add Text Box dialog, enter the required information:

      • Name

      • Type

      • # of Characters

    3. Check Show in List View if you want this field to appear under the Show/Hide Columns list and show up on the grid. Click Save.

Note: You can display a maximum of three custom fields on the list view per screen.

 

Add Budgets

Core allows you to assign an existing or a new budget to your projects and phases. Budgets created in the main Budgets screen are standalone and can be assigned to multiple projects. You can also create projects from them and have them assigned to the projects automatically. However, you can create unique, custom budgets for your projects and their phases from the Projects detail view. This custom budget is not visible in the main Budgets screen unless you detach it here and save it as a new budget. Similarly, you can edit an existing budget and save it as a custom budget. You can assign budgets to main as well as standard project types.

To add a budget to a project:

    1. Open the Projects screen from the side menu > Projects.
    1. In the list view, click  on a project row and select View Details.
    2. In the detail view, go to the General > Billing Options tab. In case of a phased project, make sure you have the right project selected from the drop-down: parent project, phase or sub-phase.


    3. To assign an existing budget to the project, select one from the Budget drop-down. If you want to create a unique budget for the project, select Use Custom Budget instead.

    4. Go to the Budget > Details tab and enter relevant information. Check Include Phases if you want to add or view budget details for the project and all its phases. ( You can check this option if you want to view and manage a cumulative budget for your project and its related phases. This allows you to view the cumulative (total) data of a parent project along with its phases in the grid as well as KPIs. In case of 'Main' parent projects, Core automatically shows cumulative data. In case of 'Standard' parent projects, you can choose to view the cumulative data or just that of the selected project/phase.)  

      • Fee Schedule: You can assign fee schedule rates to a budget by using the detail line items of an existing fee schedule to reproduce the budget details.

      • Miscellaneous Amount: It represents an additional amount or any buffer amount on top of the budgeted services and expenses for any unplanned contingencies that might occur.



    1. On the Budget > Services tab, click Add and enter information in the top row of the grid. In case of phased projects, you must expand the hierarchy first.

      • Resource: Resource could be an employee, an outside consultant or a contract employee. You can select an individual or a group.

      • Activity

      • Hours: Hours budgeted for the selected activity-resource combination. By default, the Budget Hours are the same as the Cost Hours. It provides managers with a powerful tool to keep their projects within budgeted hours.

      • Cost Rate: Cost Rate of a service or activity item. It is the per hour cost of service provided less any taxes. The cost rate is brought forward from Activity Items or can be entered here manually. Typically, this rate is used if you want to base your budget on the cost to the company and not the billable value.

      • Bill Rate: Per hour bill rate assigned to a service item. The bill rate is brought forward from Activity Items or can be entered here manually.

      • % Complete: Percentage of the budget used up or completed for the service item. When you create an invoice using this budget, it uses this percentage to calculate the total amount. You can enter a decimal value as well.

      • Tax 1/2/3: Up to three taxes can be assigned per service line item. They are summed and used to calculate the bill amount for the activity. Example: If activity GEN:TECH has a Tax 1 value of 5% and Tax 2 is 10%, when a time entry is made for GEN:TECH, 15% is added to the service amount billed.

      • Start Date: This is the start date attribute for the service line item of the budget. When importing budget into task allocation, this date becomes the allocation Start Date. The start and end dates of the budgets are also used as filters for reporting purposes.

      • End Date: This is the end date attribute for the service line item of the budget. When importing budget into task allocation, this date becomes the allocation End Date. The start and end dates of the budgets are also used as filters for reporting purposes.

    2. Click Done to save the item. You can add more service line items here.

    3. Similarly, go to the Expenses tab and click Add to enter information in the top row of the grid. In case of phased projects, you must expand the hierarchy first.

      • Resource: Resource could be an employee, an outside consultant or a contract employee.
      • Expense: It is referred to as Cost in the legal industry.
      • Units: Quantity budgeted for the selected expense-resource combination. By default, the Budget Units are the same as the Cost Units. It provides managers with a powerful tool to keep their projects within budgeted values.
      • Cost Rate: This is the default per unit cost of the expense item less any markups and taxes for proper expense tracking. If the cost of an expense varies, this can be left blank. Then, when you log expenses, you can enter the actual cost there. It passes on to the Budget Cost Rate.
      • Markup%: Percentage increase or decrease in the cost of an expense to determine the charge amount. If the markup percentage varies for an expense, leave this field blank and enter it when you log expenses. Do not enter the percentage as a decimal. Example: To increase the cost rate by 10.5%, enter 10.5, not 0.105.
      • % Complete: Percentage of the budget being used up or completed for the expense item . When you create an invoice using this budget, it uses this percentage to calculate the total amount to be charged. You can enter a decimal value as well.
      • Tax 1/2/3 Up to three taxes can be assigned per expense line item. They are summed and used to calculate the bill amount for the expense. Example: If expense A has a Tax 1 value of 5% and Tax 2 is 10%, when an expense entry is made for A, 15% is added to the expense amount billed.
      • Start Date: This is the start date attribute for the expense line item of the budget. When importing budget into task allocation, this date becomes the allocation Start Date. The start and end dates of the budgets are also used as filters for reporting purposes.
      • End Date: This is the end date attribute for the expense line item of the budget. When importing budget into task allocation, this date becomes the allocation End Date. The start and end dates of the budgets are also used as filters for reporting purposes.
    1. Click Done to save the item. You can add more expense line items here.

  1. You can check the total budget and cost amounts back on the Budget > Details tab. You have an option to edit and then copy an existing budget to a detached, custom budget by using More > Save as Custom Budget. Alternatively, you can convert a custom budget to a regular budget using More > Save as New Budget, which is then available for other projects too and resides in the main Budgets screen.

  2.  

Preview Project Transactions

Core allows you to preview project-related transactions such as invoices, retainers, and vendor bills directly from the Projects screen. This is useful for project managers who need to drill-down into the details of some transactions.

To preview a project transaction:

    1. Open the Projects screen from the side menu > Projects.

    1. In the list view, click  on a project row and select View Details.
    2. In the detail view, go to the Transactions tab and select the relevant Show option.
    3. Click  on a transaction row and select Preview. It opens in the viewer.

    4. Preview the transaction and then choose to print or export it, if required.

 

Add Billing Schedules to Projects

You can create and add billing schedules to your projects. This allows you to plan your billing in advance and get reminded about the scheduled billing. This feature is very useful if you prefer milestone billing. You can set the milestones in the billing schedule by adding line items accordingly.

To add a billing schedule to a project, watch this video or follow these steps:

    1. Open the Projects screen from the side menu > Projects.

    2. In the list view, click  on a project row and select View Details.

    3. In the detail view, go to the Billing Schedule tab and click Add.

    1. Enter the required information in the top row of the grid.

    2. Click Done. See Billing Schedules for further details.

 

Add Documents

You can view all the documents of the project and its phases, if any, on this screen.

To add a document to a project record:

    1. Open the Projects screen from the side menu > Projects.

    2. In the list view, click  on a project row and select View Details.

    3. In the detail view, go to the Documents tab and click Add.

    1. On the Add Documents dialog, select the relevant tab, depending on the type of attachment .

      • Computer: To attach files stored on your computer, enter its Description and drag your file or click to browse to that location.

      • Hyperlink: To attach an external link, enter its Description and then insert the hyperlink.

      • Dropbox: To link files stored in your Dropbox account, enter its Description and then browse for it.

      • Google Drive: To link files stored in your Google Drive account, enter its Description and then browse for it.

      • OneDrive: To link files stored in your Microsoft OneDrive account, enter its Description and then browse for it.

      • Box: To link files stored in your Box account, enter its Description and then browse for it.

      • Resource Library: To link company resources, select the resource from the library. This option is available only with Core CRM.

    1. Click Add.

  1. Core pre-fills some of the information about the attached documents in the grid. You can send the documents to your clients, employees or other contacts for getting their digital or electronic signatures (eSignature via DocuSign) using the eSign option from the  row-action menu. Core automatically adds the signed documents to the Documents folder of the entity (record) as separate attachments.

  2.  

Add To-Dos

You can view all the to-dos of the project and its phases, if any, on this screen. To add a new to-do task for a project, watch this video or follow these steps:

    1. Open the Projects screen from the side menu > Projects.

    1. In the list view, click  on  a project row and select View Details.

    2. In the detail view, go to the To-Dos tab and click Add.

    3. Enter the required information in the top row of the grid:

      • Description

      • Start/End Date

      • Assigned To

      • Priority: level ranging from low to high

    1. Click Done.

 

Add Notes

You can view all the notes of the project and its phases, if any, on this screen. Project category notes created in Invoices or Invoice Collections screen also show up here.

To add a new note for a project:

    1. Open the Projects screen from the side menu > Projects.

    1. In the list view, click  on a project row and select View Details.

    2. In the detail view, go to the Notes tab and click Add.

    3. Enter the required information in the top row of the grid:

      • Category

      • Description

      • Date

      • Status

    1. Click Done.

 

Send Projects

In Core, you can send project records to your accounting program, such as QuickBooks Online, MYOB AccountRight and Xero.

To send a project record to your accounting program, watch this video or follow these steps:

    1. Open the Projects screen from the side menu > Projects.

    2. In the list view, click  on a project row and select View Details.

    3. In the detail view, click Actions > Send To on the top-right.

    1. Select the relevant option from the drop-down, say QuickBooks. Your data is sent.

 

Save Project Templates

When you are creating a new project, you can base it on an existing template. You can save an existing project as a template. Be sure to give a special ID to each project template.

To save a project as a template, watch this video or follow these steps:

    1. Open the Projects screen from the side menu > Projects.

    2. In the list view, click  on a project that you want to use as a template and select View Details.

    3. In the detail view, click Actions > Save as Template.

    1. On the Save Template dialog, enter the required information:

      • Name

      • Description

    2. Click Save.

This template is now available in the list when you create projects from a template. You cannot delete project templates that have phases; you must delete the phases first.

 

Enter Opening Balance

This option allows you to specify an opening balance for an existing or older project. It is an alternative to creating historical manual invoices for projects migrated from another system to Core. Older balances can be brought forward and you can enter historical data here. All your income is sent to the default income account. However, if you want to specify details and accounts for different items, you should then use the Invoices screen.

You need the following information before entering the opening balances in Core:

    • Start date and other figures from the trial balance, balance sheet and income statement
    • Most recent bank statement
    • Check and deposits outstanding on or before your start date (not cleared)
    • Unpaid bills (vendor bills), open invoices and value of inventory

To enter or edit opening balance for a project, watch this video or follow these steps:

    1. Open the Projects screen from the side menu > Projects.

    2. In the list view, click  on a project row and select View Details.

    3. In the detail view, click Actions > Opening Balance.

    1. On the Opening Balance dialog, enter the required information:

      • Balance As Of date: This is the 'up to' date of the historical data that is being entered here. It represents the date of the opening balance.  

      • Services Billed

      • Expenses Billed: Expenses are referred to as costs in the legal industry.

      • Payments, Discounts and Retainers

    2. Click Create. The opening balance is added to the project accounts.

Note: You cannot update the opening balance that has payment associated with it.

 

Clone Projects

You can clone or duplicate projects to save time in creating new ones, whether they are single projects or parent projects with phases. For example, as an accounting firm, you may deliver tax preparation services to hundreds or thousands of clients every year. If you want to save time in creating similar projects in Core, use its Clone feature. For the accounting firm, this means cloning ‘1040-2020’ project to all tax preparation clients in one go! You can create standard project templates, say for residential projects, and then clone them whenever a new job comes up. The variations can be fine-tuned later.

While cloning phases, the phase ID, name and description of the source project hierarchy passes on to the cloned hierarchy. You can change some of the attributes of the new project, while the rest of the data and settings are inherited from the source projects. Core adjusts the start and end dates of task allocations of the new projects based on their start date. Core creates a copy of the budget or estimate when cloning projects with an assigned budget or estimate. The new budget or estimate is automatically assigned to the new project and given the same name as that of the new project.

To clone a project record, watch this video or follow these steps:

    1. Open the Projects screen from the side menu > Projects.

    1. In the list view, select a project on the grid that you want to clone and click to select Clone.

    2. On the Project Clone dialog, select the Project Type: Parent or Phased: Parent Project allows you to clone the selected project (whether single or parent) into a standalone, root project. You can choose to include the source project hierarchy (phases and sub-phases) into the cloned project structure.

      Phased Project allows you to clone the selected project (whether single or parent) into a child project under another existing project. You can choose to include the source project hierarchy (phases and sub-phases) into the cloned project structure. .

    3. Enter the required information:

      • Project ID/Phase ID (if you have set up auto-increment for project IDs, then this is pre-filled based on that)

      • Project Name/Phase Name

      • Client: You can select multiple clients when cloning a project. However, selecting multiple clients is possible only when cloning parent or standalone projects, and not phases. / Parent Project: This is an existing project under which you want to clone the new project, Thus it becomes the parent project for the cloned project.

    4. Select the attributes of the existing project that you want to copy to the new project.

    5. Click Clone.

The new, cloned project displays in the grid. Start date of the cloned project is always the current date by default.

 

Merge Projects

In certain situations, you might want to combine multiple projects into a single project. Sometimes, two people may have created the same project and later realized the mistake. Or you may have similar projects in different locations and at some point want to combine them into one. Core allows you to do that by moving all the time and expenses, invoices, payments, accounts and any transactions linked with the project to the destination project. Attachments, notes or any other data linked with the source project are moved to the destination project. This merge feature also handles joint invoices. Example: When you merge two projects (say P1 with bill value of $100 and P2 with bill value of $200) having a joint invoice associated with them (Invoice # 1001 = $300), a merged project is created (P1), while separating the joint invoice into two invoices (Invoice # 1001 = $100 and Invoice # 1001-2 = $200).

Note: You cannot merge projects that are included in split billing.

To merge projects, watch this video or follow these steps:

    1. Open the Projects screen from the side menu > Projects.

    1. Select the project on the grid that you want to merge with another and click  on that row to select Merge. You can also access it via the Actions menu.

    2. On the Merge Projects dialog, choose whether you want to merge the selected projects into an existing project or a new project.

    3. If you select Existing Project, choose a project from the drop-down into which you want to merge the selected projects. The destination project will have its settings retained, such as project manager and contract type.

    4. If you select New Project, select the Project Type:

      • Parent Project

      • Phased Project

    1. Enter the required information:

      • Project ID/Phase ID

      • Project Name/Phase Name

      • Client

      • Manager

    2. Click Merge. Confirm this action and click Submit.

The merged project displays on the grid.

 

Batch Update Projects

You can update projects individually or in a batch. Making batch changes to the project records is a non-reversible process. When you update parent projects for settings such as status, contract amount, fee schedule, manager, taxes, etc., Core prompts you to implement the changes to their phases as well. Batch update also allows you to reset the values to none if the field is not required.

To batch change any project information, watch this video or follow these steps:

    1. Open the Projects screen from the side menu > Projects.

    1. Select the project records on the grid that you want to delete and click Actions > Delete to delete them. In case of phased projects, Core deletes the phases first and then the parent projects. You cannot delete projects that are in use; if no longer needed, make them inactive instead.

    2. Otherwise, click Actions > Batch Update to make batch changes to the selected projects. Using the  menu, you can select the total number of records without scrolling all the way to the end of the list, total number of records in view or none of the records.

    3. On the Batch Update screen, select the relevant fields and enter new values for them.

Note: If needed. enter a similar memo for multiple projects in one go. You are given an option to either add the new memo to the start of the existing memo (Append Top), end of the existing memo (Append Bottom) or just replace the existing memo (Overwrite).

    1. Check the disclaimer at the bottom and click Update.

    2. To edit a single project, click  on a row and select View Details.

    3. In the detail view, enter more details or make your changes.

    4. Click Save.

Note: There are certain limitations to batch updating field values. For example, batch updating the Class field here does not update accounting with the new values. Also, you cannot associate a new client to project phases; you can change the client for the top-level parent project.

 

Change Online Payment Account

BQE Software has created partnership with AffiniPay and Stripe 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, including credit cards, debit cards, bank accounts or ACH transfers. 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. ePayments can be used for regular invoices, statements, retainer invoices as well as late fee invoices. Check out the AffiniPay ePayments or Stripe ePayments FAQs.

To change the online payment account for a project:

    1. Open the Projects screen from the side menu > Projects.

    1. In the list view, select the projects on the grid whose payment option you want to change.
    2. Click Actions > Online Payments.
    3. On the Change Online Payment Account dialog, select the Account that you want to associate with the selected projects for the online payments. You can also remove any associated accounts by selecting None from the drop-down.
    4. Click Update.
    5. Alternatively, select a project on the grid for whom you want to enable ePayments and click  to select View Details.
    6. On the General > Billing Options tab, select the Online Payment Account from the drop-down and click Save & Done. 

( Core allows your clients to make online payments using the ePayments feature. It is inherited from the client record, but you can select another online payment service account here for the project from the drop-down. You can also set it up at the Global Settings level for all clients and projects.

Core allows you to select multiple online payment accounts. However, you cannot choose two payment services with the same payment method.)

 

Show/Hide Columns in Grid

You can configure the fields or columns that appear on the grid in the list view. You can hide or show columns, and sort the order of columns according to your requirements.

To do so, watch this video or follow these steps:

    1. Open the Projects screen from the side menu > Projects.

    1. In the list view, click More > Show/Hide Columns on the action bar.
    2. Select or un-select the column names in the drop-down list, say Start Date.
    3. Next, click the column name you want to sort the data by, say Client.
    4. Click once for ascending order ( A-Z) and twice for descending order ( Z-A).

Note: You can resize the column widths on the grid and then reset them, if needed (More > Reset Column Widths).

 

Expand/Collapse Sub Projects

Core allows you to indicate if you want to see the project list view expanded to reveal the hierarchical phases of the parent projects or as collapsed. This preference is remembered for the logged user.

To expand or collapse the project hierarchy:

    1. Open the Projects screen from the side menu > Projects.

    1. In the list view, click More > Expand Sub Projects or Collapse Sub Projects, as needed.

The list view grid will display the projects accordingly.

 

Export Projects

In Core, you can export projects to the Comma Separated Values file format. Core exports data from all available columns and not just the columns visible in the grid.

To export the project records to a .CSV file, watch this video or follow these steps:

    1. Open the Projects screen from the side menu > Projects.

    1. In the list view, click More > Export as CSV.

    2. A .csv export file is created and saved on your system at the default download location, say your desktop. Click to open the spreadsheet.

 

Manage Project Templates

You can view and manage all your available project templates from a single screen in Core.

To manage your project templates, watch this video or follow these steps:

    1. Open the Projects screen from the side menu > Projects.

    1. In the list view, click More > Project Templates on the action bar.
    2. On the Project Templates screen, you can view all the templates and take the relevant action. See Project Templates for further details.

 

Apply Filters

When using the filter search or applying filters, Core intelligently updates the info bars to reflect the values of the filtered list. Besides filtering data using the standard fields on a screen, you can also use the custom fields for that, if you have set them up.

To view selective data on the grid, watch this video or follow these steps:

    1. Open the Projects screen from the side menu > Projects.

    1. In the list view, click  on the right.

    2. On the Filters panel, select a filter from the drop-down and specify individual records or range.

    3. Click Add Filters to specify more filters.

    4. When you have finished, click Apply Filter . You can see selective data now.

    5. In the list view, you can remove the individual filters by clicking  on each. To disable applied filters temporarily or remove all filters, click next to the Filters icon and select Disable Filters or Clear All, respectively.

 

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 Projects screen from the side menu > Projects.

    1. In the list view, click  on the top-right.

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

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