‘Clone’ is available for most master information in BillQuick – clients, projects, employees, vendors, activities, and so on. The clone function duplicates the original record and all its data fields. Clone replaces the old ID with a new one you provide for most master information. When you clone a project, the Project Code, Phase and Name are replaced.
One shortcut that saves a lot of time is Clone Template. It is a master record that contains the essential data for a type of client, employee, project and so on. Because BillQuick copies all fields from the source record to the new record, using a clone template reduces editing and the time it takes to set up new master records. For example, a project clone record would probably not have an address or a percent complete value. However, you might create a template for a project manager and the most common contract type and service fee schedule for his projects.
By thinking a little ahead, your can save essential data in a record and then save many hours each year by cloning it. For example, you might create a Staff Employee Template, Manager Employee Template, Standard House Project Template, and so on.
Batch Cloning of Projects
Note: BilllQuick includes many ‘batch’ features. Be sure to check out How To Edit Multiple Records.
To save more time and effort, BillQuick includes the option to clone one record into many new project records. When you batch clone a source project record, key fields are handled like this:
Project Code is replaced with the Client ID
Project Phase is entered by you
Project Name is entered by you
Batch cloning is most helpful when you want to maintain separate project record for each fiscal year you work for a client. One common example is an accounting firm that keeps each tax year’s work separate because it tracks service profitability by tax year. Tax work often crosses over two fiscal years (and sometimes, three fiscal years).
Note: You do not need separate project records for each year. BillQuick’s date filters and predefined periods make it easy to report information for any period of time. Separate records are only called for when you prefer to track the scope of work that begins and ends across multiple years.
How To Batch Clone Projects
Using a clone template or a live project record:
- Click the Clone button on the Project screen (or from the Tools drop-down button).
- In the Cloning dialog, select the source project record to be cloned.
- Mark the ‘Clone for selected Client(s)’ checkbox.
- Select the clients for whom a new project record should be created. Hold down the Ctrl key and click to the left of each row to select it. You can scroll the list as needed.
- The Code field is grayed out. BillQuick automatically inserts the Client ID when it creates the new project record.
- Enter an optional Phase ID. In most cases, you would use this to enhance the overall Project ID (remember, the ID is made up of the Code + Phase data).
- Enter up to 50 characters for the project description.
- Click the OK button to create the new project records.