File Linking

File Linking Video

File Linking Video

Watch this short video (< 3 minutes) to learn how this new feature works. It is available in BillQuick and Web Suite and lets you attach digital files to many records: projects, expenses, time, clients, employees, vendor bills and more. It might be a scanned receipt, project contract in a Word or PDF file, CAD drawings, correspondence, photos of a work site, special analyses in Excel files, or any digital file. Combined with other features like Project Journal, you gain effective, efficient management of projects and your client relationships. All the information you need is right at your fingertips.

Watch the Video

Create Vendor Bills from Time & Expenses

BillQuick makes it easy and quick to make time and expenses for a vendor into vendor bills. Once created, a simple click transfers the vendor bill to QuickBooks as a bill to be paid.

Here’s the steps to follow:

Expense Log

Expense Log

1. Enter time and expenses for the vendor. Be sure to approve the entries before creating a vendor bill.

Vendor Bills

Vendor Bills

2. Create the vendor bill. When you select a vendor, BillQuick determines if you have unbilled, approved time and expenses. If you do, you have the option to create the vendor bill from the entries or one that’s independent of any entries.

Vendor Time & Expense Selection

Vendor Time & Expense Selection

3. From the Vendor Time & Expense dialog, you select which items you want to include in the vendor bill. Depending on your procedures, you might choose expenses only or time and expenses to include in the bill. Check the box for each item or select all of them with a click.

Vendor Bills

Vendor Bills

4. BillQuick adds the items to the bill. Notice that you can quickly scan the T(ype) column and differentiate between hours worked and expenses for the bill. You can also see the total of all the items. If you decide to delete an item from the bill, highlight the row and press the Delete key. To delete the entire bill, click the Delete button. You need to confirm your decision before BillQuick executes it.

Send to QuickBooks

Send to QuickBooks

5. Finally, if you know the vendor record in BillQuick is already linked with QuickBooks, then click the Send To button and select QuickBooks. The vendor bill is immediately sent to QuickBooks. If this is a new vendor, or you prefer to synchronize all new and updated information in BillQuick to QuickBooks at the same time, you can use the QuickBooks Send menu on the Accounting menu.

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Manage Your Receivables or Else

Manage Receivables Video

Manage Receivables Video

Slow receivables reduce profits, reduce funds available for needed or desirable capital expenditures and resource improvements, and increases the costs of doing business.

Research from the U.S. Department of Commerce shows that after 90 days, 26% of accounts can be uncollectible. The same applies to unbilled work in progress – the older WIP is, the higher the collectability risk. In this economic climate it is not only prudent, it is essential that you bill promptly and closely manage receivables. Or else your uncollectible accounts, profits, funds, etc. will be severely impacted.

BillQuick contains many reports to help you track and analyze receivables and work in progress with at-a-glance Dashboard information, scheduled reports automatically delivered to your Inbox, and tracking of billing decisions and collections conversations right in BillQuick.

View the Demo

#3 of the Top 3 Things to Start Off Right

#3: Improve Your Marketing

“Down cycles are critical times to improve marketing. Not the big marketing investments, but the touch points like your voice on the phone and replacing your throwaway business card with one that will be kept for years. There’s more bang from little things. Improving touch points will do more to improve brand and overall marketing success now than higher investment marketing strategies.”

Michael Mango, Business Coach, Dallas, TX
DallasPCI@aol.com

First, look at your touch points with customers and prospects:

  • Web site
  • Emails & email signatures
  • Brochures & flyers
  • Letters & letterhead
  • Proposals
  • Business cards
  • Phone calls, voice mail greetings, automated phone attendant, on-hold music and commercials
  • Invoices & statements
  • Personal interactions
  • Company signs
  • People’s dress
  • Office and other visits

All touch points should be consistent with your ‘brand’. Your brand is essentially what you want clients, prospects and the market believe about you. It consists of stated and implied benefits that you deliver. Touch points influence how people perceive your brand. You can never control what people perceive, only influence it.

Second, get out from behind your desk and visit customers. Michael Mango emphasizes that calling clients is important. Getting face to face with clients in this economic climate is important. You won’t be spending hours with a client. These are busy people too. Schedule 15, 30 or 45 minutes. Meet for breakfast, coffee, lunch, or just drop by their office. Schedule a time to call and talk more.

Also visit past customers and re-launch your relationships. Apologize to them for not staying in touch. By the way, sending them a newsletter a few times a year, while important, is NOT staying in touch.

Nurturing current and past customers means you listen more than talk. Ask questions and listen to the answers. Treat the conversation like it is a research call and they have millions of dollars to share if you only learn the right things. Focus on connecting, that is, learning about their business (again). What is keeping them awake at night? What are they working on?  By doing this, you not only nurture the client relationship, you will also likely learn about opportunities you can nurture in new business too.

Keep in mind you’re not calling or meeting with a client to add to work-in-hand. It is not a sales call. You are there to nurture the relationship, to show you care about their success, and in the case of past customers, rebuild credibility and trust. Of course, if there is a real opportunity for immediate business, go for it!

Finally, improve one of your most critical marketing procedures: Follow Up. Consistency rocks! Not following up on a client request, calling to stay in touch, missing a callback—any neglect of clients and prospects—is how you lose a client and never turn prospects into clients.

Build follow-up into your schedule. Nothing short of fire or an emergency should get in your way of a follow-up. Do it whether you feel like it or not. No excuses. For many firms, this can be the difference between just surviving the economic downturn and thriving in it.

Keep in mind this important fact about marketing: Gaining a client is not the end of marketing. Everything you do for a client is marketing. All those touch points, all the work you do for them, it’s all part of marketing.

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Customer of the Month – June 2009

Judy Ashley of Olson Lewis Dioli & Doktor, Architects and Planners
(www.oldarch.com)

Located in centuries-old Manchester-by-the-Sea, MA, Olson Lewis Dioli & Doktor is a full service, multi-discipline architectural firm whose design process is a collaborative one. They work in partnership with their clients, listening closely, to develop architectural solutions that fully support every client’s goals and aspirations. Their award-winning work raises a client’s expectations off the page and builds it into every detail. The firm is especially known for culturally sensitive architecture.

How has BillQuick helped you in your business?

Judy Ashley, Olson Lewis Dioli & Doktor, Architects and Planners

Judy Ashley, Olson Lewis Dioli & Doktor, Architects and Planners

“BillQuick gives me a very simple, cost effective solution to time tracking and billing. I replaced a very non-graphical, expensive finance system with BillQuick plus QuickBooks for financials.

“The web interface for user’s timesheets removed all the barriers and excuses the staff had for doing time sheets. The ability to track the cost of a project has improved our ability to quote projects profitably. I now have two plus years of solid cost data to base future project budgets on.

“Custom invoices allow me to meet the needs of multiple preferences for invoices…based on hourly, phase, not to exceed, etc. I have found a solution to any problem encountered. And when I need help, BillQuick’s tech support staff is VERY responsive. Everybody who answers the phone in Tech Support knows the products and stays on with you while you work thru a solution.

“Again…the tech support, custom invoices and reporting have allowed me to run my business the way I need to, not the way the software wants me to. BillQuick is a great value!”

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Will you be the next Customer of the Month?

To nominate a company, even your own company, please visit the Customer of the Month page.

#2 of the Top 3 Things to Start Off Right

#2: Collaborate and Partner

“My company has assets—knowledge, expertise, know-how, services—that we know benefit clients. But we also don’t have all the financial assets we need to reach potential clients. We don’t want to just survive, we want to grow. That’s why we collaborate and partner with other companies. Simon and Garfunkel’s old song, “I Am a Rock” is not the way to go.”

BillQuick Customer (Business Consultant), New Jersey

Like a new service opportunity, keeping your eyes open for a possible strategic partner is critical. Your potential collaborator in success has something you need AND you have something they need. You both have something that customers need. Strategic partnerships are all around you—local, state and regional industry, professional and business associations, accounting firms, law firms, consulting firms, competitors, software companies, web sites, and more.

For example, a QuickBooks consultant who specializes in the construction industry, or perhaps engineers and architects who work with contractors every day, might partner with a local association. Deep experience (or extensive research) holds high value. It also gives you credibility. However, if you view this opportunity as a scheme, a one-sided strategy to sell your services to a captive audience, then you’re in for a disappointment. Owners and managers who attend association meetings are skeptical. They expect a sales pitch.

So, be a contrarian: Be up-front and honest. Here’s an example from a BillQuick Customer and his “pitch” to a local association’s leaders.

“Your association members want to survive and be ready for the next up cycle. You want to help them. They expect you to help them; that’s why they’re members. They don’t want commiseration meetings. They want to walk away from every meeting smiling and thinking: I CAN DO IT! They want you to help them see the light at the end of the tunnel and know it’s not a train bearing down on them.

“And from my side, I need and want them as clients. I want to grow my business. But I’m not a fool. I know most members won’t simply hire me to consult or coach them out of the blue. I need to build credibility and trust. Some will join my group sessions—that’s one of the services I offer, group advisory sessions. It’s cheaper than one-on-one consulting and they learn as much from me as from the others in the group. But for most people, my help will come through their association. I know when the time is right, they will remember me.

“I don’t give sales pitches. That’s my promise to you. Now’s the time to give, not take. That’s good marketing, for you and for me. Whether I speak at a local meeting or the association sponsors an online webinar or I’m talking with a member at a meeting, it’s all about giving. I teach them how to survive until residential and commercial real estate picks up again. I share insights from my experience. I help them become better managers and owners—and to be ready for the next downturn long before it comes.”

Learn from this business coach and consultant. When you see an opportunity to collaborate with another organization, remember three key rules:

  1. Only seek marketing partnerships with organizations that you would have no problem referring your best customer to.
  2. It must be Win-Win-Win. Partners’ mutual self-interests must benefit each other, but most important, the collaboration must first and foremost benefit the customer.
  3. Document your understanding. Sometimes this might be a written agreement. More often you will know you’re dealing with honest, forthright people. Emails, letters, a proposal or a simple ‘Letter of Understanding’ may be all that’s needed. They make sure everyone is on the same page.

Ideal Bill Rate

Ideal Bill Rate Demo

Ideal Bill Rate Demo

Many firm owners, principals and managers do not take into account all the key elements that make up an ideal bill rate. Watch the video and learn about the key elements and how to compute the ideal rate using information that is readily at hand. You will realize that not only profit margin but also the utilization rate is essential in determining the idea bill rate.

#1 of the Top 3 Things to Start Off Right

“I have one simple thing to recommend: See the opportunities!
They are always there in any environment.”

Betty Van Dyck, Being in Balance, LLC, Dallas, TX
BillQuick Certified Advisor, QuickBooks Certified ProAdvisor, Sleeter Group Certified QuickBooks Consultant
betty@beinginbalance.biz

Betty hits the nail on the head. Surviving and thriving in the current economic climate depends first and foremost on a positive attitude. Without it, everything around you is oppressive. You spiral inward, rolling into a ball hoping to survive. But with a positive attitude, with the belief that you will survive AND thrive (now and more when the business cycle turns up again), opportunities come alive.

Where might opportunities arise?

Say you receive a phone call one day saying contracts with a government agency or business are being put on hold. Other calls from prospects and clients say all proposals are shelved indefinitely. Or maybe you read about downsizing of important functions at agencies and businesses.

Rather than circle the wagons, a positive attitude helps you conceive of a new service. Perhaps you see a way to leverage your assets—technology, people, experience, expertise and more—across multiple organizations, being able to deliver services remotely and/or at a lower cost. Maybe you think of a way to collaborate with the remaining staff at a client’s or prospect’s office.

After conceiving the idea and working through the main features of the new service, you pull back a little bit and self-manage your enthusiasm. Time to do market research! The best and lowest cost way to do that: Research calls.

Call clients, prospects and potential customers of your service. Ask if you can talk to them about a service you are considering that will help customers continue with important functions but at a lower cost. Tell them you want their help to get it right. Then meet—at their office, at your office, at Starbucks or anywhere convenient to them. One professional said that he drove a company owner 30 miles to the airport because that was the only time he had available.

Don’t limit yourself to the details of the service as you see it. Ask questions: How do they do it now? What changes with the delays or cancellations of contracts? What do they expect as benefits? Learn all you can from the client’s point of view.

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On-Staff QuickBooks Trainer

Mark Khurshid

Mark Khurshid

BQE Software is proud to announce that Mark Khurshid, a long-time Certified BillQuick Trainer and Consultant, is now a Sleeter Certified QuickBooks Trainer. Congratulations, Mark!

Mark now provides custom and standard QuickBooks training to BillQuick customers. He provides online, live BillQuick and QuickBooks trainings together or separately. You choose the combination or separate sessions.

Need or want an onsite QuickBooks trainer? BQE Software can help you there too. Through its partnership with the internationally recognized Sleeter Group and its own group of BillQuick Advisors, BQE Software can refer independent consultants to you for QuickBooks training and consulting.

To schedule a session with Mark or to request the QuickBooks expert nearest you, contact BillQuick Sales at (888) 245-5669 or Sales@bqe.com.

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Go Green! New PDF BillQuick Manual

The BillQuick 2009 Reference Guide is now GREEN! You can purchase a copy of the BillQuick 2009 manual in PDF format for only $29.95. No shipping and handling. Immediately download the PDF and begin using it. Extensive hyperlinks move you through over 500 pages of reference information, Working with . . . chapters and How Do I . . . mini-tutorials.

Save time! Save effort! Save a Tree!

Order a copy Today!

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