Practice Manager is job, workflow and resource focused. You can easily monitor progress through automated email notifications and real time reporting. You can also track team member's efficiency and productivity in real time. With value-based pricing you can price your jobs upfront and track your write-ons and write-offs. Because it is browser-based you can use it any time, anywhere on PC, tablet or phone.
Jobs
Jobs are the central focus of Practice Manager, they can be added individually, in bulk or even automatically. There is some initial setup required to create all the codes and settings that govern jobs, but the more default settings you create upfront the easier it becomes to manage, monitor and track jobs from beginning to end. Instead of the traditional method of placing time against a client in general, time is charged against specific jobs. You can also ensure each team member works on the jobs in the order determined by their manager so they are more focused, and less likely to get distracted. Simply put, a job is created, assigned, worked on, completed, invoiced and then another job takes its place. Automated emails are set up to follow rules (set up by your firm) to keep team members on track, and keep managers informed of progress.
Contacts
Contact details can be imported and some additional data and settings may be required. You can specify default resource allocation by client, so whenever a new job is added for a client, it automatically assigns the work for you. Dynamic fields allow you to record any additional information that is relevant for your client database.
Users
Each user is assigned a unique user profile. What you can do and see in the system is determined by the security roles assigned to you. You can set default as well as special chargeout rates to cater for different charging methods. The standard hours and billable percentages feed into various areas, such as job ordering, timesheet weekly views and employee efficiency reports.
Invoicing and Receivables
Invoicing in Practice Manager is very flexible. The invoice text comes through automatically from the Job Type description - including merge fields populated from the jobs. Team members can create upfront invoices with ease. The invoice management area allows for easy review and editing of draft invoices, bulk finalising, bulk printing and emailing. You can customise your billing templates to add your logo and format the text to suit your business needs. The Accounts Receivable area has a mini-dashboard that gives you a quick and easy glance at your receivables position. Entering transactions is easy, and payments are automatically allocated to outstanding balances according to an allocation method, that you can override if you want. Statements can be printed and emailed in bulk for a selection of clients based on the filtering available, such as overdue clients only.
Workflow
Resource allocation allows you to monitor who is working on what and what their progress is. It is also key if you want to use the job ordering feature. Job ordering allows you to create a priority list for each staff member so they know exactly what they are expected to work on and when.
Reporting
There are many reports available in Practice Manager and we recommend you browse the reports early on to add some to your Favourites tab. Reports have search filter options that you can use to narrow report results by date, partner, team member, client, and more. Most reports provide the ability to drill down for more details by clicking a particular row in the report. Although the reports are designed for online viewing and use, you can print them or export them to Microsoft Excel for further analysis. Use the Job Details report to customise your own report, by selecting the fields and filtering you require.
