10 Quick Tips for Better Time & Expense Tracking in BillQuick
Completing your timesheets on time doesn’t have to be a chore. BillQuick makes it easy for you to enter time, record expenses and attach receipts. You can also auto-populate your timesheets, run multiple timers concurrently and track time and expenses on-the-go via our free native mobile apps. And yes–all information is available in real-time so you can properly manage your projects and deadlines.
Here are 10 tips to help you improve your time and expense tracking process:
Tip #1: Enter time by picking a Date, Project ID and Activity ID, and then your hours. However, in the next row, skip picking the date and project because BillQuick repeats them for the next entry. So just select an activity and enter your hours. If needed, press the + key to increase your date by 1 day or press * key to decrease the date by 1 day.
Tip #2: In Expense Log, the Markup column typically accepts percentages. However, if you enter a dollar value and $ symbol (say $75), BillQuick will reverse calculate the percentage for you.
Tip #3: Use the right-click option to update bill and cost rates for selected time entries in Sheet View or Reviewer. BillQuick uses the current service fee schedule values (if available) to update these rates. Otherwise, it uses the default rates from the Employee screen.
Tip #4: Attach a receipt to an expense entry so as to get reimbursed for it. Just take a photo of your paper receipt and attach it to your expense entry using the Attachments option in Expense Log. You can also do it directly via the BillQuick Mobile app.
Tip #5: To record lunches on your timesheets, create a non-billable activity called ‘Lunch’. You can enter the lunches against this activity for the company’s ‘Overhead’ project.
Tip #6: If you use budgets, set the project rules for Budgeted Activities/Employees/Expenses Only so as to limit the drop-down lists in the time and expense entry screens to items in your budget. This saves a lot of time looking for the right IDs in the lists and also reduces errors.
Tip #7: You can restrict back-dated time entries in your company by going to the Settings menu > Global Settings > Time & Expense panel. Enter the desired number of days in the “Time Entry Should Not be Saved/Deleted if Older Than” field.
Tip #8: To prevent losing the description of a time or expense entry when you change its activity or expense code, respectively, use the Batch Change feature instead to maintain the updated description.
Tip #9: In Simple Time Card, use the Tools > Clear button to quickly clear entries (Project IDs and Activity Codes) on the grid when moving from one week to another.
Tip #10: If you are planning to use the Import feature to get the time or expense data into BillQuick, we recommend running the Optimize Database utility afterwards to clean up that imported data.
For more tips, please check out BillQuick Tips & Tricks Booklet 2016.