Freelance edition user manual
Contents
- 1 Get started with Protemos
- 2 My profile settings
- 3 System settings
- 4 Add clients
- 5 Add new quote
- 6 Add new project
- 7 Clients prices
- 8 Create invoices for clients and control their payment
- 9 Filters
- 10 Reports
- 11 Export data
- 12 Additional information
Get started with Protemos
To start working with Protemos, create your account in the system by completing the following steps:
1. Press the "CREATE PROTEMOS ACCOUNT" button on the website www.protemos.com
2. Go to the Create Account page:
3. Select your account type:
- Enterprise: select this option if you are going to assign jobs to in-house translators, freelancers or other companies.
If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.
- Freelance: This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.
The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.
4. Fill in all the boxes and tick the "I'm not a robot" checkbox.
Please read our Privacy policy and Terms of service. To do so, click the corresponding links (highlighted in blue).
If you accept the conditions, click the "Sign up" button:
5. After pressing the "Sign up" button, the account will be set up and you will see a welcome screen to start working with the system.
6. Press the "OK, let’s get started!" button:
The system setup wizard will be displayed:
7. Enter data for each menu entry:
- Services are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.
- Language pairs are your language pairs.
- Units are units to measure the volume of work. For example, hours, words, pages, etc.
- Specializations are your specializations.
- Currencies are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.
- Payment methods are the payment details. They will be used in the invoices the system will generate to send your clients.
To navigate in the menu entries, use a dedicated navigation menu:
Don’t worry if you select something wrong. You’ll be able to change these values in System settings.
8. Having completed all the entries, press the "Complete wizard" button:
9. The following screen will be displayed:
This means that your account has been created and you can start working with Protemos.
However, before you start working with the projects, add your clients in the system.
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Sign up with ProZ.com
If you already have ProZ.com account, you may create a new Protemos account with your ProZ.com credentials right away.
To do so, click the "Sign up with ProZ.com" button:
More details here.
My profile settings
On the "My Profile" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.
To do so, go to the My profile menu:
For more detailed information, please see the My profile page.
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System settings
You can change and set system settings in the Settings menu:
Each menu screen is described below.
Settings=>Account
On the "Account" page you can complete or update general information, upload the logo of your company, delete your account.
Account info
Here you can amend user account information.
To edit general information press the "Update" button:
Confirm the changes by clicking "Update" or call them off with the "Cancel" button after editing:
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Company logo image
Here you may upload a logo image which will be displayed
in all documents generated by the system: invoices, POs, quotes, etc.
Press the "Upload new" button to upload a logo:
Note: Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.
Account deletion
You can immediately and permanently delete all your account data and files from the server.
To do so, press the "Delete account" button:
More details here.
Settings=>Default settings
In the "Default settings" menu you can define the following settings:
Default currency: the currency you are using for balances and reporting. For more info, please see the Currencies page.
Default payment method: the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.
Default payment terms: standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.
Default PDF page size: here you can set the size of the PDF page for invoices generated by the system.
Default PDF page orientation: here you can set the PDF page orientation for invoices generated by the system.
Default PDF locale: here you may specify the default locale (language,date and time) of invoices for all newly created clients. You may also define it individually for a particular client.
To change any of the above settings, click "Update":
It will open the "Update account default settings" page:
Having completed all the entries, press the "Update" button.
For more info, please see the Account default settings change page.
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Settings=>System Values
This menu screen contains several submenus:
Each of them is described below.
Language pairs
Use this menu to add, update the language pairs you work with, delete, disable or enable them:
- "New language pairs" - opens the language pairs creation page where you can create various language pairs combinations of source and target languages.
- "Update" - opens the language pair update page where you can change languages for the particular language pair.
- "Delete" - deletes the language pair.
Note: You can’t delete the pairs of languages that you have already used in the system ("Yes" in the column "Іn use" and no "Delete" button), but you can disable them.
- Disable - disables the language pair. You can use this option if you don't want to see this language pair in the drop-down list when choosing a language, for instance, while creating a new project.
- Enable - enables the language pair (the button appears after you disable the language pair).
Services
Use this menu to add, update or delete the services you provide:
"New service" – opens the service creation menu. Here you can create as many services as you wish.
"Update" – opens the services update page where you can change the name of the particular service.
"Delete" – deletes the service.
Note: You can’t delete services that you have already used in the system ("Yes" in the column "Іn use" and no "Delete" button), but you can disable them.
Specializations
On this page, you can add, update or delete the specializations you work with:
"New specialization" – opens the specialization creation menu. Here you can create every possible specializations you may wish.
"Update" – opens the specialization update page where you can change the name of the particular specialization.
"Delete" – deletes the specialization.
Note: You can’t delete specializations you have already used in the system ("Yes" in the column "Іn use" and no "Delete" button), but you can disable them.
Units
Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).
Here you can add, update or delete any measurement units you need:
"New unit" – opens the unit creation menu where you can create as many measurement units as you need.
"Update" – opens the unit update page. Here you can change the name of the particular unit.
"Delete" – deletes the unit.
Note: You can’t delete units that you have already used in the project ("Yes" in the column "Іn use" and no "Delete" button), but you can disable them.
Currencies
Use this menu to add currencies that will be used in the system.
For example, one client can pay in US dollars while others can choose euros.
On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.
"Add currency"- opens the menu, where you can add desired currency. You can add as many currencies as you need.
"Exchange rates history"- shows the exchange rates on the selected date.
"Set as default" - sets the selected currency as default. If you change the default currency,
all reports and project balances will be rebuilt and recalculated in the new default currency.
"Disable" - disables the currency.
"Delete" - deletes the currency. You can't delete the currency that is already in use in the system
but you can disable it in case this currency no longer needed.
Note: Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.
That’s why you can always see the correct summary in your default currency.
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Settings=>Payment methods
Enter your payment details here so the clients can pay you.
On this page you can add various payment methods, update, disable, delete them or change the default settings.
"Add payment method" - opens the menu where you can create a new payment method.
"Change default settings" - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.
"Update" - opens the page where you can renew payment method details.
"Disable" - disables the payment method.
"Delete" - deletes the payment method.
Note: You can’t delete payment methods you have already used in the system ("Yes" in the column "Іn use" and no the "Delete" button).
But you can disable them in case these payment methods no longer needed.
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Settings=>Taxes
You can define several taxes in the system, link them to the clients, and add taxes to your invoices.
This menu screen contains several submenus:
Each of them is described below.
Taxes list
To create a list of taxes, go to Settings=>Taxes=>Taxes list:
Here you may define the necessary number of taxes that will be used in the system.
You may add them whether as a percentage or flat amount.
To add a new tax, press the "New tax" button:
Enter a name of the tax, select the type, and specify its sort order in invoices:
Press "Create" to add the new tax to the list.
Note: Only the taxes, that are defined in this list, will be displayed in the drop-down list while assigning values to them.
For more info, please see the Taxes list section.
Default clients taxes set
To create a default clients taxes set, go to Settings=>Taxes=>Default clients taxes set:
You can add default percentage and absolute taxes for your clients.
To do that, please press the corresponding buttons:
You may add as many taxes as you need.
The system will be adding this set of taxes to each client when you issue invoices.
For more info, please see the Default clients taxes set section.
Note : Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.
For more info on individual sets creation, please see the Custom taxes set for individual client section.
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Object codes
On this page, you can set the number of your next invoice, project, payment etc.
To update the next object identification numbers or the object code prefixes press the "Update next IDs" or "Update code prefixes" button correspondingly:
For more details, please see the Object codes page.
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Settings=>Deadline reminders
The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "Update":
For more info on deadline email reminders, please see Deadline reminders settings page.
SMTP Server
By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.
To do this, click "Update":
For more details, please see the SMTP server page.
Settings=>Integrations=>SmartCAT
Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.
On this page, you can enable, update or disable SmartCAT integration for your account:
"Enable" - opens the SmartCAT intergation details page where you can enter your API credentials.
"Update" - here you can update the integration details if necessary.
"Disable" - disables the integration.
The "Update" and "Disable" buttons will appear after you enable SmartCAT integration for your account.
If you do not have SmartCAT account you can register it directly from the SmartCAT integration page.
Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.
To do so, please click on the corresponding links:
For more info on SmartCAT integration, please see the SmartCAT integration page.
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Linking users in Protemos with one ProZ.com account
- You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.
- In case you have several Freelance and(or) Vendor accounts in Protemos, you can link them all with your ProZ.com account, and switch between your accounts without re-login.
For more details, please see the Linking Vendor and Freelance accounts in Protemos with one ProZ.com account section.
Add clients
You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.
Add clients manually
There are two ways to add new clients manually:
1. Press the Client menu on the top panel and then click New client:
2. Or you may go to Clients=>Clients list:
Then press the "New client" button:
Enter information about your client in the displayed screen. It consists of two sections:
- Use the General info section to enter general information about the client:
- Use the Primary user section to enter the client’s primary contact person:
Press "Save" to display the client entry.
This page is intended for viewing and entering various client data and has the following tabs:
- On the General info tab you may view, update client info or "Delete" the client.
Here you can also check all the client-related objects and add necessary tags to the client:
Note: You can’t delete clients involved into recorded projects, invoices or payments.
In the Primary user section you can view and edit client's primary contact details:
Use Default settings section to change your client's default payment settings :
- On the Contact persons tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.
If the client has several contact persons, they can all be entered in the Contact persons tab.
- On the Prices tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.
- On the Taxes tab, you can create a custom taxes set for this client. Here you may also define which taxes set should be applied (whether custom or default one) for this particular client.
- On the Documents tab, you can upload and delete files related to the client.
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Import clients from Excel file
If you already have the list of clients, contacts, and prices, you can easily import it without the need to enter such information manually.
Go to the Client list page and press the "Import from Excel" button:
For more info on clients data import, please see the Import clients from Excel page.
On this page, you can also export all the displayed list of clients to Excel by pressing the "Export to Excel" button:
For more info on clients data export , please see the Export clients data to excel page.
For more info on clients, please see the Clients page.
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Add new quote
Quote is a potential project. Let's assume that your client has sent you translation request, but first, he would like to know how much it will cost, time frames for implementation etc.
In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.
You may also create it if you are simply not sure yet you will get the project.
Create quote
1. There are two ways to create a quote:
Press the Quotes menu on the top panel and then click New quote:
2. Or you may go to Quotes=>Quotes list:
Then press the "New quote" button:
In both cases, it will open the New quote page where you can specify all basic details for a new quote:
Confirm all details with the "Create" button.
2. It will bring you to the "Quote" page. On this page you can do the following:
- Send - opens the Quote sending page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.
- Mark as sent - if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.
- Convert to project - by pressing this button you begin creating a new project with this quote.
- Cancel - if the client doesn't accept this quote conditions, you may press the "Cancel" button to remember that rejection.
- Download as PDF - pressing this button downloads the quote in PDF format.
- Update - opens the Update quote page on which you can edit the quote.
- Delete - deletes the quote.
Note: The "Send", "Mark as sent", and "Download as PDF" buttons are not displayed in quotes with no receivables entered.
Files section
Here you can upload the files you received from your client or add links (file URLs) to external files by pressing the corresponding buttons:
CAT logs section
In this section you can upload CAT log files or enter them manually if needed:
More info here.
Receivables section
Here you can enter receivables to indicate the amount to be charged from the client:
More info here.
Delivering the quote
Having checked all the quote data, you can send the quote to the client. Go to the Quote details section and press the "Send" button:
For more info on quotes, please see the Quotes page.
- You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the Creating SmartCAT-related quotes in Protemos section.
- You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the Creating Protemos quotes from SmartCAT projects section.
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Add new project
After setting up the system and entering the clients in it, you can start new projects.
For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request
from English to French asking to complete it in 2 weeks. Let’s add this project in the system.
Creating project
1. To create a project, click the Projects menu on the top panel and then press the "New project" button:
2. Or you may go to Projects=>Projects list:
Then press the New project button:
3. In both cases, it will open the New project page where you can enter your project information:
Press "Create" to save changes.
4. The project page will be displayed with the following tabs:
Project receivables
5. Next, enter the volume of work and the receivables from the client. To do so, go to the Finances tab, press the "New receivable" button and choose the receivable type:
- "Flat rate"—if you just need to enter the amount of a receivable without entering volumes and rates.
- "Unit based"—if you have to enter the volume and rate for calculating the price.
- "CAT log based"—if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.
You can add the purchase order number sent from the client in the PO number box. If the client has not provided such number, you may leave this box unfilled.
Enter the necessary information in the corresponding fields and press "Create" to add the receivable:
You can enter several receivables for a project.
For more details, please see the Create receivable page.
CAT logs
6. If necessary, you may upload a CAT log file to your project.
To do so, go to the Cat logs tab and press the "Upload CAT log" button:
For more info on uploading of CAT log files, please see the Project details, CAT logs tab page.
The project has been created.
Project input/output files
7. You may upload all the necessary files or links to the files (URLs) into the system.
This will allow you not to lose them after you close the project.
To do that, go to the Files tab:
- Use the Project Input section to upload the files or links to files that you have received from your client by pressing the corresponding buttons:
- Use the Project Output section for uploading finalized files or links to files:
Project completion
8. Now you can complete the project.
You may send the translated files to the client or client’s manager by email.
9. Having delivered all the files, go to the Project details tab and press the "Complete" button:
Congratulations! You have completed the project.
Note: The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using Filters.
For more info on projects, please see the Projects page.
- You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the Creating SmartCAT-related projects in Protemos section.
- You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the Creating Protemos projects from SmartCAT projects section.
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Create CAT log conversion schemes
Use this menu to add CAT log conversion schemes for the CAT tools you are using.
To do so, go to Projects=>CAT log conversion schemes:
It will bring you to the CAT log conversion schemes list page where you can:
- Add templates by pressing the "Add template" button;
- Update, delete, or clone templates by clicking the necessary template name in the list.
For more info on templates, please see Weighted word count templates page.
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Clients prices
To display the list of all clients' prices, go to Finances=>Prices:
It will open the Client prices page.
Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete a particular client's price:
- New price - opens the New client price creation page. On this page, you can create prices for a definite client, service, language pair and specialization.
Note: Here you may also create general prices without reference to the particular client or type of service, specialization etc.
- Import from Excel - opens the Import clients from Excel page where you may import the list of all clients' prices from Excel.
- Export to Excel - exports the list of clients' prices to Excel.
- Update - opens the Update client price page. Here you can update the price for the client.
- Delete - deletes the price.
For more info on clients' prices, please see the Clients prices list page.
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Create invoices for clients and control their payment
1. To create an invoice for a client, go to Finances=>Project receivables:
2. The list of all receivables will be displayed. Select the desired rows and press the "Invoice selected on this page" button:
3. The system will create an invoice and will display its page.
For more info on client invoices, please see the Client invoice creation page.
The Client invoice page consists of the following sections:
Client invoice details section
In this section you can do the following:
Download as PDF - pressing this button downloads the invoice in PDF format.
Please click "Actions" to see the following functions:
Send - opens the Send invoice page which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.
Resend - this button appears after the invoice has been sent. Pressing it sends the invoice one more time.
Mark as sent - if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.
Discount and Extra Charge - you may add a discount and an extra charge to the invoice by pressing this button.
Write off - this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.
Mark as unsent - this button appears if the invoice has been sent. Pressing it deletes the date of sending.
Update - opens Update invoice page where you can edit the invoice.
Delete - deletes the invoice. This button disappears after you link the invoice with the payment.
For more info on action buttons, please see the Action buttons section.
Client invoice taxes section
In the taxes section of a client invoice page, the set of taxes is displayed according to the system and client's profile settings:
- Default clients taxes set - is displayed by default.
- Custom taxes set - will be displayed if you apply and define a custom taxes set for the particular client.
- No taxes - will be displayed if you apply the custom taxes set, but don't define any tax values for the client.
But in any case, you can add new percentage and absolute taxes, edit or delete the displayed ones by pressing corresponding buttons:
For more info, please see the Taxes in individual client invoice section.
Client invoice receivables section
Here you can view, add and remove receivables in unsent invoices.
To add receivables press the "Add receivables" button:
For more info on how to add receivables, please see the Add and remove receivables page.
Client invoice linked payments section
If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:
For more info on client linked payments, please see the Create linked payment page.
Alternatively, payments can be created on the Client payments page.
The difference is that on the Client invoices page you can enter the payment covering only the invoice itself, while on the Client payments page, you can enter the payment covering multiple invoices.
To find out how to create payments on the Client payments page, please read the section below.
Clients payments
As mentioned above, this is the alternative way to enter the payment.
So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:
1. Go to the Finances=>Payments menu:
It will bring you to the Client payments page.
In order to add a new client payment press "New payment":
It will open the New payment from client page.
2. Enter the payment received from the client and select the invoices that payment covers from the list:
Press "Save" to add the payment to the system.
Now you have entered and completed the payment in the system.
For more info on client payments, please see the Create client payment page.
Clients invoices list
You may view the list of all the invoices in Finances=>Invoices:
This way you can track all the invoices from your clients and control their payment.
For more details, please see the Client invoices list page.
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Filters
Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.
Quotes filter
Go to Quotes=>Quotes list menu on the top panel to display the list of quotes:
The following filter is provided for that list:
- Quote code - displays only the quotes with the code containing the entered value.
- Quote name - displays only the quotes with the name containing the specified text.
- Description - displays only the quotes with the description containing the specified text.
- Statuses - displays only the quotes with the specified status (Active, Rejected, Converted to project).
- Start date - displays only the quotes which were started in the specified period of time.
- Deadline date - displays only the quotes with deadlines in the specified period of time.
- Client - displays only the quotes for a specific client.
- Receivable PO - displays only the quotes containing the entered PO number determined by the client.
- Has receivables - displays quotes with or without receivables in accordance with the filter value applied (Yes, No).
- Is sent - displays sent or unsent quotes in accordance with the filter value applied (Yes, No).
For more info on quotes filter, please see the Search quotes with filter page.
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Projects filter
Click the Projects=>Projects list menu on the top panel to display the list of projects:
The following filter is provided for that list:
- Project code - displays only the projects with the code containing the entered value.
- Project name - displays only the projects with the name containing the specified text.
- Client - displays only the projects for a specific client.
- Statuses - displays only the projects with the specified status (Active, Completed, Canceled).
- Start date - displays only the projects which were started in the specified period of time.
- Deadline date - displays only the projects with deadlines in the specified period of time.
- Completion date - displays only the projects which were completed in the specified period of time.
- Description - displays only the projects with the description containing the specified text.
- Specialization - displays only the projects with the specified specialization.
- Receivable PO - displays only the projects containing the entered PO number determined by the client.
- Overdue - displays overdue or not overdue projects in accordance with the filter value applied (Yes, No).
- Free of charge - displays projects marked or unmarked as free of charge in accordance with the filter value applied (Yes, No).
- Has receivables - displays projects with or without receivables in accordance with the filter value applied (Yes, No).
For more info on projects filter, please see the Search projects with filter page.
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Clients filter
Click the Clients=>Clients list menu on the top panel to display the list of your clients:
The following filter is provided for that list:
- Code - displays only the clients with the code containing the specified symbols combination.
- Company name - displays only the clients with the company name containing the specified symbols combination.
- Primary user - displays only the clients with the primary user name containing the entered symbols combination.
- Email - displays only the clients with the email containing the specified symbols combination.
- Country - displays only the clients from the specific country.
- Types - displays only the clients of the specified type (Company, Individual).
- Assignable - displays only clients that can or cannot be assigned to projects in accordance with the filter value applied (Yes, No).
- Note - displays only the clients with notes containing the specified symbols combination.
- Tag - displays only the clients with tags containing the specified symbols combination.
For more info on clients filter, please see the Search clients with filter page.
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Clients prices filter
Go to Finances=>Prices to display the list of all clients' prices:
The following filter is provided for that list:
- Client - displays only the prices for the selected client.
- Service - displays only the prices with the selected service.
- Language pair - displays only the prices with the selected language pair.
- Specialization - displays only the prices with the specified specialization.
- Unit - displays only the prices with the specified measurement unit.
- Price range - displays only the prices within the specified price range.
- Currency - displays only the prices with the specified type of currency.
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Clients receivables filter
To display the list of all the clients' receivables, go to Finances=>Project receivables:
The following filter is provided for that list:
- Receivable code - displays only the receivables with the specified symbols in the code.
- PO number - displays only the receivables with the entered PO number.
- Client - displays only the receivables for the selected client.
- Project name - displays only the receivables for the projects with the specified name.
- Project statuses - displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).
- Project deadline date - displays only the receivables for the projects with the deadlines within the specified deadline range.
- Is invoced - displays receivables which have been or have not been invoiced in accordance with the filter value applied (Yes, No).
- Has PO number - displays receivables with or without PO number in accordance with the filter value applied (Yes, No)
For more info on clients receivables filter, please see the Search receivables with filter page.
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Clients invoices filter
To display the list of all the clients' invoices, go to Finances=>Invoices:
The following filter is provided for that list:
- Code - displays only the invoices with the code containing the specified symbols combination.
- Creation date - displays only the invoices created within the specified date range.
- Due date - displays only the invoices with the due date within the specified date range.
- Client - displays only the invoices of a certain client.
- Overdue - displays only the invoices which are overdue or not in accordance with the filter value applied (Yes, No).
- Has linked payments - displays only the invoices with or without linked payments according to the filter value applied (Yes, No).
- Fully covered - displays only the fully covered or partially/not covered invoices in accordance with the filter value applied (Yes, No).
- Is sent - displays only the invoices which have been sent or have not been sent according to the filter value applied (Yes, No).
For more info on clients invoices filter, please see the Search invoices with filters page.
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Clients payments filter
To display the list of all the clients' payments, go to the Finances=>Payments menu:
The following filter is provided for that list:
- Code - displays only the payments with the code containing the specified symbols combination.
- Client - displays only the payments from the specified client.
- Creation date - displays only the payments created within the specified date range.
- Paid at date - displays only the payments received within the specified date range.
- Has linked invoices - displays only the payments with or without linked invoices according to the filter value applied (Yes, No).
- Is fully covered - displays only the payments which are fully covered or partially/not covered with invoices according to the filter value applied (Yes, No).
For more info on clients payments filter, please see the Search payments with filters page.
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Reports
There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.
Click the Reports menu on the top panel and choose the required item:
Each of these menu screens is described below.
General finances
These reports show income dynamics and how finances by projects, invoices and payments change over months.
To view the General finances reports, go to Reports=>General finances:
It will open Monthly finances by project balances, invoices and payments page.
You can select the period of time for reporting:
On this page, you can see the following reports:
Monthly finances by project balances
This report shows the income dynamic based on receivables in your projects:
Monthly finances by invoices
This report shows the income dynamic based on client invoices:
Monthly finances by payments
This report shows the income dynamic based on client payments:
For more info on general finances reports, please see the General finances reports page.
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Clients
This menu screen contains several submenus:
Each of them is described below.
Income by project balances
To view the Income by project balances reports, go to Reports=>Clients=>Income by project balances:
Here you may see your finances reports for each client based on the receivables.
All amounts are converted to the default currency of your account.
You can select the period of time and clients for reporting:
Monthly income per client by project balances
This report shows the income per client based on receivables in their projects:
This report shows how the income share of the client was changing each month:
On this report you may see the shares of income each your client brings over the selected period:
Monthly income per client by project balances summary table
This table shows all income amounts per each client monthly:
For more info on these reports, please see the Finances per client by project balances reports page.
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Income by invoices
To view the Income by invoices reports, go to Reports=>Clients=>Income by invoices:
Here you may see your finances reports for each client based on the client invoices.
All amounts are converted to the default currency of your account.
You can select the period of time and clients for reporting:
Monthly income per client by invoices
Here you can see the income per client based on the invoices you issued for them:
This report shows how the share of invoices per clients was changing monthly:
This report shows the share of invoices per clients over the selected period of time:
Monthly income per client by invoices summary table
This table shows all invoice amounts per client and month:
For more info on these reports, please see the Monthly income per client by invoices reports page.
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Income by payments
To view the Income by payments reports, go to Reports=>Clients=>Income by payments:
These reports show how the clients were paying you.
All amounts are converted to the default currency of your account.
You can select the period of time and the clients for reporting:
Monthly income per client by payments
Here you can see the amounts of payments per each client monthly:
Here you can see how the share of payments per client was changing monthly:
This diagram shows the share of each client in payments received over the specified period of time:
Monthly income per client by payments summary table
This table shows all payment amounts per client monthly:
For more details, please see the Monthly income per client by payments reports page.
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Export data
On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.
Let’s take the Projects page as example:
If you press "Export to Excel", you will get the file with exported data and will be able to use it for backup, analysis,
import or any other purpose you might need.
For instructions on how to export the required data to excel, please click the corresponding link:
Additional information
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.
If you experience issues, we recommend using the modern browser. We are improving the system all the time.
That’s why its user interface may change and look a little bit differently from the one described above.
However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.
Attention! Some links on this page may refer to the features of the Enterprise account type.
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