Practice Management
Key Features at a glance
? Maximise Time Control – review
all staff on one screen ? Minimise Administration – all
staff enter their own time
Financials Overview DRIVE has its own set of financial ledgers as part of the system, saving time in having to double post transactions into a separate accounting package and billing system. The package automatically updates information between the WIP, Financial and Billing ledgers as they are all part of the same system.
...integrated financials...
? Drilldown into individual
timesheets ? Review Full Year’s Timesheets
on one screen ? Review Non-Chargeable Time ? Email or SMS a staff member
who is late or missing time entries
The financial ledger is automatically updated when bills are raised and outlays posted through the purchase ledger are automatically updated onto the WIP ledger of each client and job.
? Time Sheet Monitoring ? Guaranteed Time Recording
Importantly, the security of financial information is maintained through advanced controls that are set to restrict access to sensitive client data. Access to financial information can be restricted to any level, even down to a partner's pc if required.
? Real-time Updating ? Warnings Issued to Staff
Automatically ? Tolerance & Frequency can be
Purchase Invoice/Payments
set by administrator ? User Friendly Weekly Input
Bank/Cash Processing
screen ? Fast keys for quick entry
Bank Reconciliation
? 10 Charge Out Rates along with
Grade Rates]
Journal Postings Nominal Accounts
? Inter-Department Transfer Rates ? WIP Surcharge & Discount % ? Set accountable hours and part-
time working
Accounts made easy
? Record time in hours and
Whether the practice has a number of entities associated with the financials, DRIVE will manage this process either by cost centre analysis or through a program called the Financial Data Broker.
minutes, decimal hours or unit values
Billing Manager
Dashboards
? Microsoft Word Billing
Financials
? Aged WIP Barchart
? Suppliers List
? Aged Debtors Barchart
? Purchase Invoices
? Aged Creditors Barchart
? Purchase Credit Notes
? Drilldown to Top 10 WIP,
? Purchase Recurring Invoices
Practice Management Overview
Templates
and Statements ? Default Billing Paragraphs
Debtors, Crediors ? WIP Recovery Analysis Tab
? Linked Outlay ? Income Charts By Office,
? Accrued WIP for later
Partners, Managers, Departments
allocation
? Bank Payments ? Bank Recurring Payments
? Take Super Profits
? Monthly Income Charts
? Staff Profit Allocations for
? WIP Code Analysis Chart
? Lodgements
bonus allocations
? Bank Transfers ? WIP Chargeable v Non
? Allocate Profits/Losses by
Chargeable Chart
Staff/WIP Code
? Bank Reconciliation ? Nominal Ledger
? Alerts when client is due for
billing
? Nominal Drilldown
? Cross-Client Billing
? Cost Centre Analysis
? Bill On Account
? Sub-Codes
? Recurring Bills
? Comparatives
? Nominal Ledger Automatic
? Budgets
Update
? Accruals
? Self-Defined Auto-Generate
Bill Number Sequence
? Prepayments
? Multi-User Billing
? Journals
? Multi-Currency Billing
? Practice Trial Balance
? Bill Backing Report
? Practice Profit & Loss Report
? Pro-forma & Vat Bill
? Practice Balance Sheet
? Email Billing and Statement
? Full Practice Management
Templates
Accounts (V2.1 or later)
? Extensive Notes input per time
Customer Quote “Our practice accounts are updated automatically through DRIVE postings. We post bills and it updates our debtors, vat return and trial balance in one posting routine. Duplication of entries into different packages has been replaced with one central database.”
Time/Expense Recording & Monitoring Unlike other Time Recording applications, time processing is an integral part of DRIVE and makes time recording more precise and easier to bill. Staff members can add timesheets directly while writing an email, sending a letter, logging a phone call or while creating any communication eliminating the need to open the Timesheet module. The Time Manager and Timesheet Monitoring are unique to DRIVE.
Billing Manager
Billing Manager Using a standalone billing system or manually producing client bills in Word can lead to costly mistakes and unnecessary inefficiencies. With DRIVE, bills can be instantaneously produced using predefined templates in Microsoft Word format. The system comes complete with a number of templates that are then tailored to suit the needs of each practice including replicating the look and feel of the company letterhead.
Dashboards
Dashboards A picture is often easier to understand than a flat report and a picture can translate financial data into meaningful information. DRIVE Dashboards will display practice data into graphical displays of Bar and Pie charts as well as ratio analyses. Users can have user defined dashboards depending upon their access level and relevance of information. Financials
Practice Financials partners or defined administration staff. ID and password is not enough to gain access to important and
? Expense control with grade
confidential information, the system will link to a specific machine ID.
limits and warnings
? 24/7 Input ? Pass & Review Options
Time Recording
Billing Manager
Dashboards
Financials
Relate Software
Practice Management Package
www.relate-software.com
Time Recording
as maintain your cash/bank accounts in the secure knowledge that the Microsoft SQL will only allow access to
? WEB Timesheets
This allows firms to split their transactions by entity type yet maintain a central database at the top level. This will ensure separate sets of debtors and separate Vat records.
Time Monitoring allows for the most up-to-date time records of any professional firm. Billing through DRIVE and Microsoft Word templates increases administration efficiencies as well as improved recovery. Graphical presentations improve partner/manager reporting.
DRIVE Practice Management contains a complete set of financial ledgers. Post the practice day books as well
line ? Mileage Rates
DRIVE's data manager allows firms to post transactions at a top database level and at the same time post an equivalent transaction to a lower copy of the database.
DRIVE Practice Management is the next generation of time and billing with financial management for accountants. The right combination of controlling time and early billing ensures that DRIVE users experience large savings within weeks of implementing the system.
? Letterhead Templates for Bills
Practice Management
Time Recording
Relate Software Ltd Albany House, 14 Shute End, Wokingham, Berkshire, Rg40 IBJ, England. Telephone: +44 871 284 3446 Email:
[email protected] Web: www.relate-software.com
WINNER
SOFTWARE SATISFACTION AWARDS2008
ACCOUNTING & FINANCE PRACTICE MANAGEMENT SOFTWARE
Relate Software Unit D6, Southcity Business Park, Whitestown Way, Tallaght, Dublin 24, Ireland. Telephone: +353 1 4597800 Email:
[email protected] Web: www.relate-software.com
+353 1 4597800 (ROI) +44 871 2843446 (UK)
[email protected] www.relate-software.com
Practice Management
...chasing timesheets is a thing of the past...
Practice Management
Time & Expense Recording Overview
Dashboard Overview
Time recording is essential in building a successful practice. Accurate timesheet information ensures better recovery, profitability and the ability to future plan.
DRIVE has a comprehensive graphical dashboard which can be used to display selected Key Performance Indicators (KPIs) of the practice. These easy to read charts show at a glance how the practice is performing at every level.
DRIVE contains a sophisticated timesheet monitoring system which can be turned on to help enforce compliance through a series of warnings and functionality locking. Managers can review all timesheets on one screen, quickly seeing the percentage of chargeable versus non-chargeable hours. From the Time Manager screen you can drilldown into individual timesheets to assess work for passing and review. DRIVE also has an option for online Web Timesheets for staff who are on lengthy projects outside the office.
...early and accurate billing in DRIVE helps improve cashflow...
Users can decide from a comprehensive list of charts which charts they would like to display on the desktop. The information is user defined so a partner may want to see Income by Partner/Manager on a monthly and YTD basis. Administration may want to view the top 10 debtors alongside the Aged Debtors Chart.
Billing Manager Overview
Income Analysis
...clear view of WIP and Income...
Time Manager - Units or Hours
Practice Management
80% of DRIVE users streamline internal processes by producing bills directly from DRIVE. Bills are generated and allocated against WIP. Once the user clicks print the system will merge with the Word template to produce a physical Word document file to a network folder. This file can be sent to clients via email, fax or post and is stored automatically as a linked document on Clients Debtors Ledger. DRIVE also creates an automatically prefilled email of a bill or statement. Once you have created and allocated your bill you can then click print or email. Print will preview the bill in Word whereas Email will create a pre-populated debtors email with the document file attached with the client email address as well as update the client communication record with the email. The email will also have a text template with accounts information in it.
Timesheet Drilldown
Simple Time Recording Partners and managers can often find it difficult and laborious to record time due to work pressures. The Generate Timesheet button on each communication makes it easier for partners to update or put a note into their timesheets as they are doing their daily work. Partner recovery rates improve greatly by this simple approach. The traditional time input screen allows for users to post daily into a weekly timesheet. This means that everything a person has done for the week is displayed to them and they can amend easily as required. Pass and Review options are available for certain access levels.
WIP Analysis
Ageing & Top 10's
Monitoring Alerts
Improved Billing Process With staff recording their time online in DRIVE it is vital that bills are raised early. Too many firms leave raising a bill until weeks after the work is done.
Hilary Haydon Chartered Accountants “Chasing timesheets is a thing of the past since we introduced DRIVE. We introduced their Timesheet Monitoring routine from day one and our WIP is the most up-to-date it has ever been in the history of our firm. If you do not update your timesheet you cannot use any other application. Users have just got used to updating at this stage.” Gordon Wilson
WIP write offs can be done during the billing process or as a separate routine. WIP recovery allocations can be made at a staff or WIP code level allowing accurate allocations of profits and losses as well as accrued records.
Highlight Important Figures ? Compare income strengths between partners, managers and departments. ? Highlight top 10 WIP, Debtors and Creditor balances alongside the ageing.
? View Non-Chargeable analyses.
www.relate-software.com
Customer Quote ““We now hand out charts to managers as part of our reporting pack which we discuss every Monday morning. The dashboards highlight figures in a way our previous reports did not."
www.relate-software.com
Raise your bills on DRIVE. This will automatically write down the WIP ledger for the client, raise print or email the bill to your client. The system will update the Debtors Ledger for your client as well as update your Vat return. It will also post an entry into the financial accounts for the practice.
Customer Quote “The RTF billing is so much faster than our old system. Billing has become faster and more efficient with clients receiving invoices by email. Drilldown on the debtors ledger will open the Word file to preview the actually bill that was sent o the client."
This is all done in one transaction and the time savings are substantial.
www.relate-software.com
