Difference between revisions of "Freelance edition user manual"

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You may also create it if you are simply not sure yet you will get the project.
 
You may also create it if you are simply not sure yet you will get the project.
  
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1. There are two ways to create a quote:
 
1. There are two ways to create a quote:
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Then press the "'''New quote'''" button:  
 
Then press the "'''New quote'''" button:  
  
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In both cases, it will open the '''New quote''' page where you can specify all basic details for a new quote:
 
In both cases, it will open the '''New quote''' page where you can specify all basic details for a new quote:
  
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Confirm all details with the "'''Create'''" button.
 
Confirm all details with the "'''Create'''" button.

Revision as of 12:23, 12 July 2019

Contents

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 at the website www.protemos.com

Create account 3.png

2. Go to the Create Account page:

Create freelance account plus phone page.jpg

3. Select your account type:

Freelance account type selection.jpg

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.

3. 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:

Robot.png

4. 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.

5. Press the "OK, let’s get started!" button:

Let's get started.png

The system setup wizard will be displayed:

Wiz serv.png

6. 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:

Wiz next.png

Don’t worry if you select something wrong. You’ll be able to change these values in System settings.

7. Having completed all the entries, press the "Complete wizard" button:

Wizard completed.png

8. The following screen will be displayed:

Account is created.png

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:

Freelance ProZ.png

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:

My Profile.png

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:

Freelance settings.png

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:

Account info.png

Confirm the changes by clicking "Update" or call them off with the "Cancel" button after editing:

Update account.png

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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:

Company logo.png

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:

Account deletion.png

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":

Default settings.png

It will open the "Update account default settings" page:

Update account default.png

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:

System values.png

Each of them is described below.

Language pairs

Use this menu to add, update the language pairs you work with, delete, or disable them:

Language pairs page.png

  • "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 a 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:

SS services.png

"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:

Specializations Freelancer.png

"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:

Units.png

"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.

Currencies.png

"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.

Settings payment methods.png

On this page you can add various payment methods, update, disable, delete them or change the default settings.

Payment methods.png

"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:

Taxes.png

Each of them is described below.

Taxes list

To create a list of taxes, go to Settings=>Taxes=>Taxes list:

Taxes list.png

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:

New tax.png

Enter a name of the tax, select the type, and specify its sort order in invoices:

NT create.png

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:

Taxes default.png

You can add default percentage and absolute taxes for your clients.

To do that, please press the corresponding buttons:

Default taxies frelance.png

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:

Object codes.png

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":

Deadline reminders freelancer.png

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":

SMTP.png

For more details, please see the SMTP server configuration page.

Settings=>Integrations=>SmartCAT

Settings integration SC.jpg

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:

SmartCat Integration.png

"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:

SmartCat Links.png


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.

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.

Adding 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:

Clients new.png

2. Or you may go to Clients=>Clients list:

Clients menu.png

Then press the "New client" button:

New client button.jpg

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:

New client general info section.jpg

  • Use the Primary user section to enter the client’s contact person:

New client primary user section.jpg

Press "Save" to display the client entry.

This page is intended for viewing and entering various client data and has the following tabs:

Here you can also check all the client-related objects and add necessary tags to the client:

CV general 1.jpg

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:

Primary user.jpg

Use Default settings section to change your client's default payment settings :

Client default settings 2.png

  • 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:

Clients import from xls.jpg

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:

Clients export to xls.jpg

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:

Quotes menu new Q.jpg

2. Or you may go to Quotes=>Quotes list:

Quotes menu Q list.jpg

Then press the "New quote" button:

Quote create button.png

In both cases, it will open the New quote page where you can specify all basic details for a new quote:

FA new quote creation.jpg

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.

Quote details page

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:

1100px

CAT logs section

In this section you can upload CAT log files or enter them manually if needed:

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More info here.

Receivables section

Here you can enter receivables to indicate the amount to be charged from the client:

1000px

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:

Send new quote.png

For more info on quotes, please see the Quotes page.

Create SmartCAT-related quotes

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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:

Freelancer new project.png

2. Or you may go to Projects=>Projects list:

Freelancer projects list.png

Then press the New project button:

New project button.png

3. In both cases, it will open the New project page where you can enter your project information:

FA new project creation page.jpg

Press "Create" to save changes.

4. The project page will be displayed with the following tabs:

FA project tabs.jpg

Project receivables

5. Next, enter the volume of work and the receivables from the client. To do so, go to the Finances tab:

New receivable 1.png

Press the "New receivable" button and choose the base:

New receivable base.jpg

The "Flat rate" - if you just need to enter the amount of receivable without entering volumes and rates.

The "Unit based" - if you have to enter the volume and rate for calculating the price.

The "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:

New unit base receviables.png

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:

FA project creation CAT log uploading.jpg

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:

Upload files 1.png

  • Use the Project Output section for uploading finalized files or links to files:

Project output files.png

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:

Project completion 1.png

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.

Create SmartCAT-related projects


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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:

CAT log conversion.png

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.

bprder

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:

Project prices 1.png

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:

Client new price.png

  • 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.
  • 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:

Project receviables.png

2. The list of all receivables will be displayed. Select the desired rows and press the "Invoice selected on this page" button:

FA client receivables list.jpg

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

Client invoice details section new.jpg

In this section you can do the following:

Send - opens the Client invoice sending 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.

Download as PDF - pressing this button downloads the invoice in PDF format.

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 Client invoice update page on which 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 page.

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:

  • 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:

Invoice taxes section.png

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:

Cl inv receiv section.jpg

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:

Cl inv linked payments sect.jpg

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:

Payments.png

It will bring you to the Client payments page.

In order to add a new client payment press "New payment":

Client new payment button.jpg

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:

FA new payment from client.jpg

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:

Clients invoices.png

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:

Quotes menu Q list.jpg

The following filter is provided for that list:

Quotes filter cr.png

  • 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:

Freelancer projects list.png

The following filter is provided for that list:

Projects filter.png

  • 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:

Clients menu.png

The following filter is provided for that list:

Clients filter 1.png

  • 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:

Project prices 1.png

The following filter is provided for that list:

Client prices filter.jpg

  • 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:

Project receviables.png

The following filter is provided for that list:

Client receivables 1.png

  • 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:

Clients invoices.png

The following filter is provided for that list:

Filter client invoices.png

  • 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:

Payments.png

The following filter is provided for that list:

Filter client payments.png

  • 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:

Freelancer reports.png

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:

GF.png

It will open Monthly finances by project balances, invoices and payments page.

You can select the period of time for reporting:

GF filter.jpg

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:

Rep MonFin by project balances.jpg

Monthly finances by invoices

This report shows the income dynamic based on client invoices:

FA Rep mon fin by inv.jpg

Monthly finances by payments

This report shows the income dynamic based on client payments:

Rep MF by payments.jpg

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:

Clients reports.png

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:

Clients balances.png

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:

Rep Clients by project balances filter.jpg

Monthly income per client by project balances

This report shows the income per client based on receivables in their projects:

Rep Cl Mon Inc by project balances.jpg

Monthly income share per client by project balances

This report shows how the income share of the client was changing each month:

Rep Cl Mon Inc share by project.jpg

Income share per client by project balances

On this report you may see the shares of income each your client brings over the selected period:

Rep Cl Inc share by project.jpg

Monthly income per client by project balances summary table

This table shows all income amounts per each client monthly:

Rep Cl Mon Inc by project balances summary table.jpg

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:

Invoices report.png

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:

FA Rep inc by invoices filter.jpg

Monthly income per client by invoices

Here you can see the income per client based on the invoices you issued for them:

FA Rep mon income by invoices.jpg

Monthly income share per client by invoices

This report shows how the share of invoices per clients was changing monthly:

FA Rep mon income share by invoices.jpg

Income share per client by invoices

This report shows the share of invoices per clients over the selected period of time:

FA Rep income share by invoices.jpg

Monthly income per client by invoices summary table

This table shows all invoice amounts per client and month:

FA Rep mon income by invoices table.jpg

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:

Payments report.png

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:

Rep cl mon income by payments filter.jpg

Monthly income per client by payments

Here you can see the amounts of payments per each client monthly:

FA Rep mon income by payments.jpg

Monthly income share per client by payments

Here you can see how the share of payments per client was changing monthly:

FA Rep mon income share by payments.jpg

Income share per client by payments

This diagram shows the share of each client in payments received over the specified period of time:

FA Rep income share by payments.jpg

Monthly income per client by payments summary table

This table shows all payment amounts per client monthly:

FA Rep mon income by payments table.jpg

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:

Data project list.png


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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