Core Mobile on Android

Overview

Core has a smart mobile app for Android phones that you can use to manage your business on the go. Using this app, you can enter time and expenses into your company database remotely, submit and approve entries, create invoices and bills, and even run reports. Core Mobile is built on highly optimized APIs.

Your mobile settings are applied globally on the remote server, thus reflecting in the web application also. In addition, the web app settings such as Employee Control, Project Assignments, Custom Labels, Security Permissions and Global Settings are applied on the mobile app. Click to watch this video overview of the Core Mobile app.

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The Core Android app provides offline support for few actions such as viewing records that have already been downloaded. It does not provide offline support for the add, edit and delete actions in any of its screens. A working Internet connection is required to do so. The search applies against both the records that have been downloaded by the app and records that are on the server not yet downloaded.

The Core Android app is available for free and can be downloaded on your smart phones with the below Android operating systems.

Common Gestures

ICONS/GESTURES DESCRIPTIONS

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Search data and items

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Alerts and notifications

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Add or create an item

Quick tap list item

Display detail view

Long tap list item

Batch selection of rows

Slide row right to left

Single delete action

Call_1x.png

Call contact

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Email contact

InfoDetail_1x.png

Contact BQE

Menu_1x.png

Display side menu

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Run a timer

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Pause or stop a timer

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Convert timer into a time entry

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Quickly reply a message

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Download items

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Display share options for a report

 

Core Android Features

Basic Tasks

Enter Time in Time Card

Advanced Tasks

Use Visit Tracking for Time Entries

Record Expenses from Receipts

Track Mileage for Expense Entries

Convert Mileage to Expense Entries

 

Core Android Features

The Core Android app includes the following features:

Sign Up/Sign In

  • Create and validate account
  • Create new company file
  • Support for Two-Factor Authentication (2FA)
  • Forgot Password option
  • Login via different sample companies
  • Switch company
  • User settings and visits retained on logout

Dashboard

  • Add dashboard widgets
  • Create and edit dashboards
  • Manage multiple dashboards: private or public
  • To-Dos (create and edit)
  • Time Entry Workflow (submit/approve/reject)
  • Details of workflow items

Master Lists

  • Clients

    The Clients screen provides these options:

    • List view (with info bars) and detail view
    • Create and edit clients
    • Create clients from phone's contacts or address book
    • Delete (slide right to left) and batch delete clients (long press the list items)
    • Add and edit multiple contacts, addresses, and communications
    • Performance widgets
    • Client transactions
    • Add and edit documents
    • Add and edit notes
    • Add and edit to-dos
    • Add custom fields
    • Search and filter data
    • Offline support
  • Employees

    The Employees screen provides these options:

    • List view (with info bars) and detail view
    • Add and edit employees
    • Create employees from phone's contacts or address book
    • Add multiple contacts
    • Delete and batch delete employees (long press the list items)
    • Performance widgets
    • Attach documents
    • Add notes and to-dos
    • Convert to vendors
    • Custom fields
    • Search and filter data
    • Offline support
  • Vendors

    The Vendors screen provides these options:

    • List view (with info bars) and detail view
    • Add and edit vendors
    • Create vendors from phone's contacts or address book
    • Add multiple contacts
    • Vendor transactions
    • Currency and terms
    • Delete and batch delete vendors (long press the list items)
    • Performance widgets
    • Attach documents
    • Add notes and to-dos
    • Convert to employees
    • Custom fields
    • Search and filter data
    • Offline support
  • Projects

    The Projects screen provides these options:

    • List view (with info bars) and detail view
    • Create and edit projects
    • Add and edit phases
    • Delete and batch delete projects (long press the list items)
    • Performance widgets
    • Project transactions
    • Project assignments including rules and contacts
    • Add and edit documents
    • Add and edit notes
    • Add and edit to-dos
    • Add custom fields
    • Search and filter data
    • Offline support
  • Activity Items

    The Activity Items screen provides these options:

    • List view and detail view
    • Create and edit activity items
    • Delete and batch delete activity items (long press the list items)
    • Add and edit documents
    • Custom fields
    • Search and filter data
    • Offline support
  • Expense Items

    The Expense Items screen provides these options:

    • List view and detail view
    • Add and edit expense items
    • Delete and batch delete expense items (long press the list items)
    • Add and edit documents
    • Custom fields
    • Search and filter data
    • Offline support

Time Entries

  • Sheet view with info bars and detail view
  • Time Card view for daily/weekly/biweekly time entry
  • Create and edit time entries
  • Copy and paste time entries
  • Delete and batch delete time entries (long press the list items)
  • Add and edit documents
  • Submit (with disclaimer alert) and approve time
  • Timers with auto-fill option for recently-used projects and activities
  • Time entries from to-dos of employees, projects and vendors
  • Time entry rates by classification
  • Visit tracking with map views, auto project match, start/stop time, and local notifications. The mobile app tries to find a match between your GPS location and project location in Core, and suggests a possible time entry.
  • Custom fields
  • Offline support
  • Smart push notification/alert feature for Time Card monitoring

Expense Entries

  • List view with info bars and detail view
  • Create and edit expense entries
  • Copy and paste expense entries
  • Delete and batch delete expense entries (long press the list items)
  • Add and edit documents
  • Submit (with disclaimer alert) and approve expenses
  • Custom fields
  • Expense entry rates by classification
  • OCR scanning of receipts: allows you to pre-fill your expense sheet with the details directly from the receipt. You can then select the relevant project and expense item along with markup, etc. Core Mobile remembers your selection next time.  
  • Mileage tracking: Records all your drives and allows you to classify them as personal or business expenses.
  • Offline support

Reviewer

  • List view and detail view
  • Review time and expense entries
  • View existing documents with entries
  • Submit  (with disclaimer alert) and approve entries
  • Filter data

Invoices

  • List view and detail view
  • Create, edit and delete invoices
  • Add and edit documents and notes
  • Custom fields
  • Preview invoices
  • Submit and approve invoices
  • Search and filter data

Payments

  • List view and detail view
  • Enter invoice and retainer payments
  • Trust Fund Accounting

Vendor Bills

  • List view and detail view
  • Create, edit and delete vendor bills
  • Memos
  • Add and edit documents
  • Submit and approve bills
  • Preview and email vendor bills
  • Search and filter data

Checks

  • List view and detail view
  • Documents
  • Custom Labels

Personal Time Off

  • List view and detail view
  • Create, edit and delete PTO requests
  • Submit and approve PTO requests
  • Add and edit documents
  • Create time entry from approved PTO
  • Memos
  • Search and filter data
  • Offline support

HR

  • Benefits List
  • Benefit Assignment and Usage
  • Salary History
  • Employee Reviews
  • Employee Journals
  • Employee Incidents
  • Review Templates
  • Dashboard widgets

CRM

  • Leads and Prospects
  • Opportunities
  • Follow-Ups, Notes, To-Dos, Documents
  • Proposals and Quotes
  • Campaigns
  • CRM dashboard widgets

  • Resource Library

Messages

  • List view and detail view
  • Receive, send and delete messages
  • Add attachments
  • Search data
  • Offline support

Reports

  • List view and preview
  • Standard, memorized, custom and favorite reports
  • Customize reports
  • Search data
  • Share and email reports
  • Offline support

Settings

  • Time entry
  • Expense entry
  • Projects
  • Accounts
  • Visit tracking: It allows Core Mobile to track your visits and let you convert them into time entries. Using the visit coordinates, when an address match is found, the mobile app suggests that as a probable project location to you.

Other

  • To-Dos
  • Workflows: submittal and approval
  • Grouped notifications and reminders
  • Localization
  • Custom Labels (for contacts and addresses)
  • Communication types
  • Add attachments to notes
  • Integrated cloud storage like Box, Microsoft OneDrive, etc.
  • Attachments save as PDFs
  • Push notifications for workflow items, etc.
  • Custom field filters in list views
  • Task allocations
  • Live Call Support
  • Dark theme for app UI
  • Calendar events: You can view Core Calendar as well as integrating calendar events in a list view and be able add and edit existing entries. You also get the option to automatically sync the Core Calendar events to your phone's native Calendar app so that those events are accessible directly from within the app.

 

Enter Time in Time Card

Time Card is the simplest and easiest way to enter your time in Core Mobile on a weekly basis. It requires a minimal amount of data entry and allows you to reuse the commonly performed activities on various projects. You can add, edit, and submit time entries from here.

To enter time:

    1. Log into your Core Android app and go to the side menu > Settings > Time Card.
    2. The week view shows entries for the currently selected week. You can tap the < left and > right arrows to navigate to the relevant week.

      time_card_android_1.png
    1. Each row in the Time Card displays the project, activity, and description in the header and includes a cell for each day of the week. Core uses the project and activity that is currently in the Time Entry screen. Tap on a cell to open a pop-up.

    2. Enter or edit Hours and then tap Save to save the entry.

    3. Close the modal or press > (Next) to save the entry and move to another cell on the right.

    4. You can press More Options > to view and edit more fields of a time entry.

    5. If you want to add another row for a new project/activity/description, tap + Add New at the bottom.

    6. On the Add New pop-up, enter Project, Activity Item, and Hours.

      time_card_android_2.png

    1. Press Save. The Total Hours at the bottom displays the total hours entered in the current week. 

    1. The overflow menu at the top provides various options to filter the displayed entries, show/hide weekends, show/hide submit status, and select a resource.

    2. You can long press on the screen and select the relevant time entries.

      Time_card_android3.png

    3. When rows are selected, all the included entries can either be submitted or deleted in batch by pressing the Submit or Delete button, respectively.

    4. As a manager, you can choose to select a resource to change your time card to reflect that of another employee or vendor (as per your security permissions).

 

Use Visit Tracking for Time Entries

The Core Android app uses the GPS-backed technology called Visits Location Services and motion sensors to track your stops such as visit to a job site or your office. If you stop for more than 5 minutes, it then collects the coordinates and allows you to record time entries from the visits. The benefit is that you can track your locations on the job sites and also the time spent on the job. The result is better accountability, productivity and efficiency. Visits are not editable, but when you create time entries out of them, you can edit that information. You can also merge multiple trips to a single entry.

To use visit tracking for time entry, follow these steps:

    1. Log into your Core Android app and go to the side menu > Settings.

    2. Under Time Entry, open the Visit Tracking Options and turn on Start Tracking Visits.

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    3. Next, set the Default Project (or Engagement) and Default Activity (Task) for the time entry. These are used only when you create time entries out of visits. You can change it later, if needed.

    4. After turning it on, all your visits are tracked by it within the tracking start/stop time set by you. Go to the side menu > Visits to see a list of all the tracked visits.

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    5. Tap the visit that you want to record. It displays the Visit Detail such as address, date, duration, etc.

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    6. Tap Convert to Time Entry. It takes you to the New Time Entry screen where you can add more information or edit it.

      • Project: It uses the default project from the settings.

      • Activity: It uses the default activity item from the settings.

      • Description: filled based on the selected activity item

      • Hours

      • Billable/Overtime status

      • Memo: optional

    7. Tap Save on the top-right. You can just save, or save and submit the time entry for approval.

Record Expenses from Receipts

The OCR-based scanning of receipts allows you to pre-fill your expense sheet with the details directly from the receipt of, say, a restaurant, an air ticket, a gas station, etc. You can then select the relevant project and expense item along with the markup, etc. Core Mobile remembers your selection next time. You can choose to disregard purchase taxes, tips, etc. when creating expenses from receipts. The idea is to make the entire process of entering expenses easier and faster for Core Mobile users.

To make an expense entry from a receipt:

    1. Log into your Core Mobile app and go to the Expense Entry screen.

    2. Tap the + icon on the bottom-right to add a new expense entry.

    3. Next, tap 'Create from Receipt' to add the expense from a receipt.

    4. Tap the camera icon to capture a photo of the receipt or 'Choose File' to choose an existing receipt image from your photo library.

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    5. In both cases, Core Mobile uploads the image to the AWS server and scans the receipt using the OCR technology. It pre-fills the expense entry with the data read from the receipt:

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      • Employee: logged-in user

      • Quantity: 1

      • Total Cost

      • Charge Amount

      • Date

    6. You must enter or select the rest of the data for the first time:

      • Project

      • Expense

      • Description: filled based on the selected expense item

      • Markup % : filled based on the selected expense item

      • Credit Card

      • Billable/Reimbursable/Extra status

      • Memo: optional

    7. Tap Save (or Save and Submit). The receipt gets attached to the expense entry.

In future, the app gets smarter and guesses the project, expense item and description with matching attributes based on the merchant address.

Track Mileage for Expense Entries

Mileage tracking is a highly powerful and useful feature in Core Mobile. It is used for automatic mileage tracking for reimbursement of expenses and tax purposes. Mileage tracking works similarly in the background, without user intervention and records your drives using the Drive Detection Technology. The Core Location technology determines your device's geographic location and uses your Wi-Fi, GPS, Bluetooth and cellular hardware to gather data. The Core Motion technology reports motion and environment-related data. After providing the required permissions and setting up options, you are ready to go!

Note: You can merge multiple mileage records to a single entry.

To use mileage tracking for expense entry, watch this video or follow these steps:

    1. Log into your Core Android app and go to the side menu > Settings.

    2. Under Expense Entry, turn on Start Tracking Mileages.

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    3. Now from the side menu, press Mileage Tracking.

    4. On the Trips list view, press Options on the top-right.

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    5. Under Other Options, select a default Project and Expense. These defaults are then used for all mileage-based expenses.

    6. Set the Accuracy Mode (High or Balanced) and Unit System (Metric or Imperial) for the tracking.

    7. Set the Rate per mile value, say $0.58.

You are ready to track your mileage!

Convert Mileage to Expense Entries

The primary and most important goal of tracking your drives is to allow you to convert them to mileage expenses. In Core Mobile, you can easily create mileage expense entries from previous drives. It memorizes the project association with a particular drive so that it is automatically applied on the next drive. You can also categorize drives as business or personal.

To convert mileage to an expense entry:

    1. Log into your Core Android app and go to the side menu > Mileage Tracking.

    2. You must have already turned on Mileage Tracking in the app along with the options.

    3. In the list view, you can see all the trips made along with the approximate mileage and potential value. Press All Trips In... to select your filters such as Trip Dates (This Week, Last Week, This Month, etc.) and Trip Types (Business, Personal, etc.).  

    4. Press the relevant trip to see its details.

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    5. You can edit some details, if needed.

    6. Press Create Expense to convert the trip to an expense entry.

    7. On the Add Expense Entry screen, enter or change the expense details.

      Screenshot_20190909-120050_Core.jpg

      • Employee

      • Project: The default project is set in the Options area and is pre-filled in that case. For future drives to the same destination or the same to-from addresses, Core automatically uses the memorized project.

      • Expense: The default expense item is set in the Options area and remains the same for all drives.

      • Units

      • Cost Rate: This cost rate comes from the expense item used in the entry, but can be changed.

      • Markup

      • Charge Amount

      • Status: Billable and Reimbursable

      • Memo

    8. Press Save at the top-right. You are prompted to Save the expense entry or Save and Submit the entry.

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