Invoice Number Fundamentals

BillQuick automatically assigns the next invoice number when you process a billing record on the Billing Review screen or generate a manual invoice.

When first setting up BillQuick a user typically enters the last printed invoice number from their old system. BillQuick increments this number by 1 (one) for each new invoice created.

The last invoice number is entered in curly brackets. You can view the last invoice number here on the Misc tab of the System Settings screen and on the Billing Review screen.

BillQuick invoice numbers can be more than numbers. You can add other numbers, letters and punctuation (e.g. dashes) to format it the way you want. For example, AQ2005-{1118} may be the desired invoice format and the last invoice number. The next number will print as AQ2005-1119, then AQ2005-1120, and so on.

An invoice number can be up to 10 characters long, including punctuation.

Changing Invoice Numbers

BillQuick also allows you to change the automatically assigned invoice number when you create a manual invoice, process a billing record into an invoice on the Billing Review screen, and on the Invoice Review screen. Several rules are required to ensure accuracy and quality information:

• Duplicate invoice numbers are not permitted. If you try to assign a number that is already assigned, BillQuick displays a message.

• An invoice number field cannot be left blank.

• Changing an invoice number to a higher number than the Last Invoice # does not change this number. If you assign "2020" to an invoice and the last invoice number was "1118", the next automatically assigned number will be "1119".

• Reversing an invoice does not turn back the invoice number, however, BillQuick does reuse the invoice number.

• On the Invoice Review screen, an invoice number can only be changed before the invoice is flagged as "Printed".

Invoice Dates, Invoice Aging and Changing Dates

BillQuick assigned a date (the system date) to an invoice when you process a billing record into an invoice on the Billing Review screen or you create a manual invoice.

Aging of invoices is based the invoice date. Thus, if you generate invoices a day or more before printing and mailing them and it is important to have precise aging, be sure to change the invoice date on the Billing Review screen before processing the billing record into an invoice or finalizing a manual invoice.

BillQuick -- On the Road with Twice the Punch

On the road again. . .

On July 25th and 26th BQE Software will participate in the New York CPA Business and Technology Show at the Hilton New York Hotel in New York City. BQE Software will be in both the Microsoft Small Business Accounting booth (#511) and the Intuit booth (#303). BillQuick adds vertical depth to both accounting solutions.

That's twice the BillQuick punch in one show!

Coming up in August, there's more road show activity. On August 23rd and 24th, BQE Software will participate in the Microsoft Small Business Accounting booth at the Illinois CPA Society's Business & Technology Solutions Show in Rosemont, IL. At the same time, BQE Software will be working with Microsoft at the Georgia Society of CPAs Southeastern Accounting Show. The GSCPA show is in Atlanta, GA, August 24th and 25th. Whew!

BillQuick + PayPal - Getting Paid Faster and With Ease

Speedy cash flow is as important to the survival and success of a professional firm - if not more so - as generating a profit. BillQuick already contains billing and other capabilities that help keep cash flow running at steady pace.

In version 6.0.104, available immediately, BillQuick kicks it up a notch.

Introducing PayPal Integration

With new capabilities in BillQuick and a PayPal account and email address, your clients can pay quicker. Quicker payments means faster cash flow which leads to lower costs.

PayPal allows you to process credit cards without a merchant account. And you don't need to record client credit card numbers, even for a short time, thus reducing risk to your firm and to your client. PayPal also allows your clients to transfer monies from their checking or other bank accounts too. PayPal is free for your client. Fees to your firm are comparable to low-cost merchant account.

The payment process is as easy as a click. A PayPal link to your account is embedded in all standard BillQuick invoice formats, allowing your client to click directly into PayPal (Internet connection required) and pay you. It takes less time than writing a check or whipping out a credit card.

BillQuick + PayPal. Fast, Easy Cash Flow.

BillQuick 2005 Upgrade Sales Ends Soon!

Time is fading fast!

Don't walk, RUN!

Get to your phone and order your BillQuick 2005 Upgrade today! It's the most powerful Time Billing and Project Management software available to date!

Don't know what's new and improved in BillQuick 2005?

Well, that's quickly and easily remedied. Here's 3 ways to get the scoop on BillQuick 2005.

1. Check out the list of new and improved features. We wanted to include all 150 features for the BillQuick 2005 family of software, but who has time to read a book.

2. Spend a few minutes with the BillQuick New Features demo (Flash). Let us show you the powerful, the subtle, the blockbuster, the. . .well, the features you asked for and inspired.

3. Download BillQuick 2005 and try it out for 30 days. You can run BillQuick 2005 with older versions without a hitch. (If you have questions about this, contact BillQuick Support at 310-602-4030 or Support@bqe.com.)

Still hesitant?

What is it worth to keep letters, reports and other documents -- and your email -- organized by client, project and/or project manager . . . AND view them from one BillQuick screen? $1,000 non-billable time saved in a year? $2,000? (It's more than you think.)

Check out BillQuick 2005's new Document Management function.

Got a few or a bunch of retainers to keep track of? Wish you could record and process client retainers? Wish you could save unapplied payments as retainers to apply later?

Well, quit wishing. We heard you and created Retainer History. Client and project retainer in one place.

Then there is Microsoft Outlook Integration, Estimates and . . .

That's enough freebies. Click on a link and invest a few minutes in your firm. See how BillQuick 2005 increases business productivity.

Don't miss out. The BillQuick 2005 Upgrade Sale ends Friday, July 29, 2005. Current users receive substantial discounts, especially members of the BillQuick Priority Support Club. Fax the order form mailed to you to (310) 784-8482 today. Can't find the order form containing your upgrade quote? No worries. Just contact a BillQuick Sales Rep at 800-245-5669 (outside the USA (310) 602-4020).

Do I Need to Upgrade to SQL Server?

Last month we discussed Microsoft SQL Server Desktop Engine (MSDE). While less robust than the full SQL Server product, MSDE shares many advanced, intelligent features with its big brother. For example, both databases contain the most advanced, most stable technology available. And MSDE is FREE from Microsoft. Moreover, BillQuick Pro and BillQuick Enterprise users can convert their Microsoft Access database file to MSDE with a few clicks. Upgrading to MSDE is a no-brainer. See last month's article.

The next question demands more planning and more thought, as well as some number crunching. Microsoft SQL Server is not free. Hardware may need to be optimized for maximum performance. And you may need to upgrade to BillQuick Enterprise (it is the only version that supports this advanced database system).

So, when do you need more functionality, more robustness for your firm? There is no black and white answer. It truly depends on your firm, your pattern of processing, and more. For example, some think it is simply a matter of how many BillQuick user licenses you need. Among BillQuick customers, some have over 100 user licenses and use BillQuick Pro with MSDE for their database, experiencing few speed bumps when processing. These users follow the common pattern of about 20% of licensed users utilizing BillQuick -- and accessing the database -- at the same time. Other customers with 10 or 15 user licenses require BillQuick Enterprise and Microsoft SQL Server.

The three dimensions of the picture you need to analyze are:

Number of BillQuick users

AND

What Actions They Are Taking

AND

When They Are Taking Them

The number of BillQuick users is easy - count the number of licenses you purchased for your firm.

Next, consider what users do with BillQuick. Entry of information and printing of reports demand less resources than editing and reviewing information. How much of each activity goes on in your firm.

Finally, consider how often high resource demand occurs. On Mondays and Fridays do staff and managers review information and print a lot of reports? Do you demand greater computer processing resources during the last week of the month as you prepare for and perform billing? Are these periodic peaks a hassle you prefer to avoid (enough stress in your day), or are these peaks costing you profits with unacceptable wait times (non-billable hours)?

The higher the demand across these three dimensions, the more you need Microsoft SQL Server and BillQuick Enterprise.

Monthly BillQuick Quizzer
Win $50!

Okay, no prelude this month. It's time for the good and the mighty to compete for 50 BillQuick Bucks.

Which  of the following statements about the new Estimate function in BillQuick 2005 is true?

1. Estimates can be used to create one or more invoices for a project.

2. Estimates can be exported to Excel.

3. Estimates support only service estimates containing activity estimate items.

4. Bill rates in service estimates may come from a selected Service Fee Schedule, Activity Code record, or manually entered.

5. A, B, C and D

6. A, B and C

7. A, B and D

8. All are true.

9. All are not true.

Hurry and send your answer to BQ-Quiz@bqe.com. You could be a winner!

Current BillQuick Release Information

BillQuick 2005 and QuickBooks 2005

BillQuick 2005 has been tested with QuickBooks 2005. Everything is A-OK.

Macintosh Compatibility

Quick reminder: BQE Software is compatible with the Macintosh in two ways: The Web i add-on module or by using Virtual PC.

Latest BillQuick 2005 Version

BillQuick 2005 v. 6.0.104. For details, see the BillQuick 2005 Update Log File.

The two new features in this update are:

1. Real-Time Sync with Microsoft Small Business Accounting

2. Integration with PayPal for faster receipt and processing of payments from clients. This includes new invoice templates with embedded PayPal links.

To check whether you have the latest version, select Help, About BillQuick, or click File, Get Update to have BillQuick check our website for you. If you need to download the latest version, choose File, Get Updates (and choose to download the file).

Latest BillQuick 2004 Version

BillQuick 2004 v. 5.0.102. Click to view the changes.

If you have Internet access but do not allow BillQuick to automatically download updates (you turned off AutoUpdate in the Other 2 tab on the Preferences screen), go to the File menu and select Get Updates. When you exit BillQuick, the update automatically installs.

If desired, you can download the latest BillQuick 2004 update from the BillQuick web site. Click Save when prompted. Next, run the setup program from the folder in which it was saved.

Happy BillQuicking!

Thanks from the 
BQE Software Marketing Team

May Success Follow You . . . Always