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File Linking in BillQuick 2009
Effective, efficient management of projects as well as client
relationships demands that information be at your fingertips.
For over a decade BillQuick has delivered real-time information
to managers and staff. With the expansion of the BillQuick
Family to include Web Suite (browser-based) and Agent Workflow
Automation years ago, job cost, budget comparison,
profitability, realization, performance, A/R and other
information became available anytime, anywhere.
But what about information that is not generated through
BillQuick? What about the supporting information for projects
and expenses and so on?
Previous versions of BillQuick provided tools for capturing
qualitative information about projects (Project Journal) and
organizing digital files (Document Management). In 2009,
BillQuick added File Linking.
(Click to enlarge)
Increasingly, firms want to Go Green!
(paperless or at least, less paper). They scan letters,
contracts, correspondence, vendor invoices, received purchase
orders, expense receipts, and reports. In addition, using Word,
Excel, AutoCAD, Visio, tax software, accounting software and
many other software applications, they generate letters,
reports, correspondence and more. Even a small project may
have 5, 10 or 25 important documents associated with it. And it
wastes time when you have to look for them.
File Linking allows you to link files to many different
BillQuick records, including:
-
Project records
-
Expense entries
-
Vendor bill
records
-
Purchase order
records
-
Client records
-
Time entries
With a quick click, you can open the File Linking window,
navigate to the file you want to link, then save it. Note the
special feature (checkbox) in the screen shot above. It allows
you to move all linked files in a single location for the user
(it is a User Preference). Of course, you can also keep files in
specific folders or define a policy that directs where files
should be copied before linking.
 If
you use a shared folder or a project-specific folder
organization, BQE Software recommends that you create a folder
structure that is recognizable by anyone in your firm.
BillQuick's Document Management feature allows you to define a
consistent folder structure using client ID, client name,
project ID, project name and project manager ID information as
all or part of a folder name.
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