1. Fred Lindsley & Carl Coe August 1st, 2019
Pro Tips for better Practice Management
Fred Lindsley & Carl Coe
August 1st, 2019

2. Agenda
Online Knowledge Base and Support Platform
Product Development Roadmap
Web Based ImagineTime
Client Portal
Quick Fixes and shortcuts - Common Problems and Solutions
How to address the unrecognized database message – error 3343
Using the right mouse click and forms toolbar for sorting and filtering
Applying hanging payments
Using standard billing explanations & Auto-date inserts on invoices and time entry – F4 key (2 slides)
Super Bill Tips and Tricks – Part 1 (the basics) of 2 part series
Create a simple master monthly bookkeeping invoice template
Setup a master template
Deploy a template for a particular client - how to get there.
Deploy a template for a particular client - what to do you arrive.
Switch templates: A peek at a more advanced template for year-end services
Practice Management Reports – The Essentials
Daily and Monthly Reports – how to access?
Staff Realization – Invoices and Production report
Client Invoiced Amounts with Costs by Code
Staff and Client Time Slip Activity & Expense By Code (2 reports)
Client Snapshot Report
Q&A

3. Product Roadmap Client Portal (Secure File Sharing) -August ’19
Client Import Template
Outlook Sender Integration
Secure, Easy-Share Links
E-Signature Integration
Firm to Client Messaging
Custom Domains
File Blocking
Print Driver
Client Request Workflows & Templates
Document Management - Sept ’19
File Locking
OCR (Optical Character Recognition)
File Audit Trails
Password-less Login
File Version Control
Workflow, Time, Billing, Reporting – Late ‘19 and early ‘20
Source: ICO, Dell, Microsoft

4. Quick Fixes and Shortcuts
Fred Lindsley

5. Unrecognized Database
Unrecognized Database? You may have to run the Network Repair Utility to Fix Error If users are still in the database and you get error 3343, you can request that one of the users still in the database to run the “Repair/Compact Database utility from the Setup/Utilities ribbon – general utilities option – see graphic on the left. Before attempting this, run the “Show Users” utility on the same ribbon to verify that only 1 user is in the database. Otherwise, use the network repair utility. The repair utility is installed with the program as shown on the graphic below from the Windows 10 start menu – Windows 7 is similar. Click on the Start Menu and scroll down to the “Repair ImagineTime Database” option. This utility can also be downloaded from the ImagineTime website support page under Fixes & Updates, Item #6. Before you start the utility, make sure all users have exited the database. Locate the database “Tbdata.mdb” using the browse button (see bottom right graphic) - if this data is not already filled in. Next, make sure the path to the MSAccess.exe is filled. To complete the repair, click on the button “Repair Selected Database” shown on the graphic at the bottom right.
Repair utility from within ImagineTime
How to Access the external Network Repair Utility

6. Use the right mouse click and forms toolbar for sorting and filtering Save time editing data by filtering and sorting subsets of data (e.g. selected client types) using these powerful tools. Scrolling to the next record using the navigation bar automatically saves any changes.

7. Apply Hanging Payments
When payments are received in advance of invoice processing, this utility allows you to post them to the outstanding invoices automatically. The default posting order is direct match, then date and reference. However, other posting options (see graphic bottom right) are available on the options tab of the Company Information/Setup screen (Setup/Utilities Ribbon).
Other Posting Options

8. Standard Billing Explanations – Slide 1 of 2
Open the Billing Dashboard (graphic on left) and click “More Format & Billing Options” to access the Standard Billing Explanations. The Standard Billing Explanations are accessed by 1.) clicking on the “Invoice Comments & Explanations Tab and then 2.) clicking the “Setup Standard Billing Explanations Button – see graphic on the right.
Step 2 – Access More Format & Billing Options
Step 1 – Open Billing Dashboard
Step 3 – Click Setup Standard Billing…
Step 3 – Set the Auto-Date Fields in Dashboard Options

9. Using Standard Billing Explanations – slide 2
The time entry and billing screens below show simple examples of how to use the Standard Billing Explanations by pressing the F4 key in the narrative text window followed by the {Enter} key.
After the Fact Time Entry Screen – Press F4 in the description field.
Super Bill Setup Screen for One Client – Press F4 in the Element Row Description field to access Standard Explanations

10. SUPERBILL
Fred Lindsley

11. Superbill Master Templates – the Basics – Slide 1 of 4
The billing screens and time entry screen below show simple examples of how to use the Standard Billing Explanations by pressing the F4 key in the narrative text window followed by the {Enter} key.
Step 1 - Open the Billing Dashboard (See slide 6) and click “More Format & Billing Options” to access the Super Bill Formats tab.
Step 2 – Master Template Setup Screen
Add rows to the master monthly template. Consider whether to use the Quick Edit Option.

12. Superbill Basics – Slide 2 - Import template & create/modify details for specific client.
Opening the billing dashboard and selecting type Super Bill bill type for the first time on a new client generates a setup message.
Step 2 – The blank “Standard” template appears if this client does not have any active templates.
Step 1 – Open Billing Dashboard and select the Super Bill bill type.

13. Superbill Basics – Slide 3 - Import previously used monthly template & create/modify details for specific client.
Select “Monthly” from the Choose Template drop down at the top left displays the super bill setup instantiated for this particular client. In other words, the master template has been modified for this client’s monthly rates. This template can be changed from one period to the next to accommodate new circumstances.
The invoice we created using this template.
Invoice line item row options.
Invoice line items
Explanations for the current line item.
Time that will be cleared on this invoice.

14. Superbills – Slide 4 – A peek at a more advanced template.
The idea here is to wet your appetite for more information that will be covered in future webinars. This is an advanced template for year end tax and accounting services for the same client. It displays a subtotal and an additional section for services outside the engagement scope. The additional services can be shown in detail or paragraph form.
The Result
A Flexible Tool: This invoice clears all slips (removes from work in progress) for the first two rows – “CYRE” and “T1120S”. Therefore, it does not matter that the slips are on hold as shown at the bottom right.
The 5th row “Bill “Excluded Codes – Released Slips” only bills and clears the slips that have the hold box unchecked.

15. Reports
Fred Lindsley

16. Daily and Monthly Report – Staff & Client Performance Reports: 1 of 3 slides
Here we are going over a sample of some of the more powerful practice management report built into ImagineTime. Each report has a variety of options, sorts and filters. The first report display shows “Staff Realization – Invoices & Production.
This report has two sections. Section 1 shows the realization for amounts invoiced during Section 2 does not consider what was invoiced, but rather compares the value of the recorded time to the write downs and write ups for the period.
Section 1
Section 2

17. Daily and Monthly Report – Staff & Client Performance Reports: 2 of 3 slides
The Staff Time Slip Activity by Code shows the areas where the staff spent the most time and compares total chargeable time to non-chargeable time. It also shows any billing adjustments charged to the staff for the period. Year-to-date figures are also shown.
The Firm Chargeability report displayed at right shows each staff chargeable and non-chargeable time for the
Selected period.

18. Daily and Monthly Report – Staff & Client Performance Reports: 3 of 3 slides
The Client Invoiced Amounts with Costs by Code is one of the more popular practice management reports within ImagineTime. Here we show just two examples of the many variations that can be displayed.
Invoiced Realization by client including work code breakdown and key analytics
Invoiced Realization by staff – very useful for evaluation of staff performance by client – can be used in conjunction with the “Staff Realization – Invoices & Production Report.

19. Practice Management Reports: The Client Snapshot Report – hold partners accountable.
The Snapshot report is an extremely useful report for analyzing both partner and client performance. It shows a snapshot for a selected period of current account receivable aging, time slip production, write-off/write-downs as well as an analysis of invoice and payments including bad debt write-offs and the average number of dates to collect an invoice.
The example shown below is sorted by realization percentage. A variety of sort orders are available. You will notice in the example below that the realization percentage means nothing when it takes over 100 days to collect an invoice, or there are a large number of bad debts. For example, Mastiff Kennel Club looks like a great client, while Sparke Plenty doesn’t shine due to the days to collect an invoice.

20. Client Portal
Jason Goldfinger

21. Is Secure?
s don’t simply move from your outbox to the recipient’s inbox; they are transported across multiple mail servers.
En route, any sensitive data included in those s is vulnerable to a data breach.
Image Source:

22. Q&A