ArchiOffice - Project Management Software FAQ

Contacts - Time/Expenses - Projects - Billing - Calendar - Reports - General - Support

1) How do I fill out a time slip?

ArchiOffice® expects all employees to fill out time and expense slips throughout the day. Simply select the Time/Expense button (which is in view no matter where in ArchiOffice® you are). Then select the New button. We recommend employees put in as much detail as possible in their slips. Certainly, you must create a separate slip for each different project you are charging time (or expenses) to during the day.

2) Can any employee bill time to any project?

ArchiOffice® only allows those employees who are active on a project to create a slip for it. The project administrator has the ability to determine who can bill time to their projects. When creating a new slip, you only see the projects for which you are listed as “active.” In addition, once a project is selected, only the Phases and Codes assigned to that project are visible.

3) What categories for tracking time are provided with ArchiOffice®?

ArchiOffice® requires each time slips to have an employee name; project name, phase and code; the date, and an amount of time. It will automatically determine the correct billing rate for that employee on that particular project. If the employee is not given sufficient privilege, they will not be able to see their billing rate or the value of that slip. ArchiOffice® assumes that each slips is billable. In the event a slip is for a no-charge item or needs to be put on hold, the employee can mark it as such.

4) How does tracking expenses work?

The office administrator will set up ArchiOffice to include the list of expenses your firm needs to track. These are also linked to the Chart of Accounts in your General Ledger program. Creating an expense slip is similar to how a time slip is created except you select the expense type; and quantity. ArchiOffice® will provide the default price (which can be modified).

5) I notice you provide phases as well as job codes for your time slips, why is that?

Every project is broken up into Phases (like “Schematic Design”). Additionally, we provide an unlimited amount of Job Codes so that you can determine if a slip is part of “Basic Services” or for an Additional Service. You can customize the Phases and Codes to suit the way your company does business. An employee might create 2 different slips for a project during the day. One might be for a task that was considered a part of their Basic Services. The other slip might be for a special task which the firm wants to bill – or show within the invoice – as an additional service.

6) How does the employee get an overview of the hours worked during the day or week?

In the slip creation window there is an area where the employee can see every slip they have created for that day as well as the total number of hours (and value if they have the correct privilege). Additionally, we provide a summary view which allows an employee to see the current week, or any other week, of slips and easily access the detail information. The summary view analyzes the number of hours the employee has on a daily basis and compares it to the actual amount they are required to have. If they are deficient, they will see it displayed in bold red text how many hours shy they are.

7) How does the employer monitor employees time sheets online?

ArchiOffice® has a sophisticated filtering tool which allows users to isolate slips based on Employee name, Project name, Date range or all three combined.

8) What types of reports are available to track employee time and productivity?

ArchiOffice® lets you print out both detail and summary reports. You specify the search criteria and report type. With the click of the mouse, you can print out Weekly Time Cards for some or all employees. Print out Periodic totals for employees categorized by Project and Month. Print out a report showing employee leave categories only (such as vacation and sick days).

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