Do you work in a legal or financial consultancy? Keep reading if you want to know how Teamleader Focus can help you. This article contains tips, links, and a potential workflow. These are, of course, suggestions. If you couldn't find what you're looking for, please check out our support centre or contact our support team!
These are the modules we'll be looking at:
Companies and Contacts
Calendar and Timesheets
Companies and Contacts
On every company and contact page you have access to all the information of your customers:
Extra info that you or your colleagues might have entered (ie. custom fields about special needs, size of the customer etc...)
Incoming or outgoing emails tracked to Teamleader Focus
Info about the deals
Pro-tip: involving colleagues
If you would like to notify a colleague and ask them a question, you can by entering the @ symbol in the notifications box in the bottom of the page. You will be able to select the name of one of your colleagues, who will receive a notification with your message.
You can upload files (contracts, legal information, DPA’s etc…) to the pages of all your contacts, companies or projects. Do so via the ‘Files’ widget in the bottom-right corner of the page. Sync documents with your Dropbox team account to share files among your colleagues.
Calendar and Timesheets:
Your calendar obviously let's you know what meetings and tasks you have scheduled, but in Teamleader Focus it serves the additional purpose of tracking time. After you've planned your schedule and finished an item, you can just click through via the agenda and mark it as finished.
If you already use an external agenda like Google Calendar, Outlook or ICloud, be sure to integrate it in you Teamleader Focus account. Items scheduled in Teamleader Focus or the external agenda will be synchronized to the other tool so you never have to miss out on a meeting again.
Next, you will find out how these tasks and meetings are related to the projects in Teamleader Focus.
The projects module is the module you will eventually use most, as you probably provide a long term service to your customers. A project can be created when you engage in a long-term relation with a customer that requires a layered set-up of the tasks you perform for them involving multiple colleagues. Planning phases will help you divide the project into different parts. Under these, you can add tasks and meetings and assign them to colleagues. When all tasks and meetings within a phase are done, be sure to close the phase. This way, it should always be clear what is being worked on by whom and when. Once all phases under a project are closed, the entire project will be considered over.
If your projects have a recurring a structure, you can work with project templates to avoid having to create the same phases and tasks over and over again.
In a project Budget spent displays your customer's budget and how much billable hours are spent. Budget management on projects is a way to keep track of the predetermined budget you and your customer have agreed upon. By allocating resources and estimating time on billable tasks & meetings, you'll know if you are going over budget. You can find this functionality under the 'Project info' tab in the header of your project.
Keep track of your costs and potential revenue via the Profit feature in every project. Take a look at the Details in order to see where most of your costs come from, so you can tweak where needed. You can find this functionality under the 'Project info' tab in the header of your project.
From your project list overview, you can easily switch to the cross-projects timeline. The cross-projects timeline provides you with a visual timeline overview of all your projects. It lets you continuously evaluate how occupied your business is and shows you which projects need your attention.
If you need to involve third parties in the project who aren't users in your Teamleader Focus account, you can grant them external access to a project. They will receive a link to Cloudproject, where they can follow-up on the phases and tasks and documents added to the project. You can find this functionality under the 'Project info' tab in the header of your project.
User access to projects
It's possible not all Teamleader Focus users in your account need to have the same access rights to projects. You can choose the type of access you want to give each user to projects.
Ideally, after finishing a project you will want to invoice it to your customer. Here you have two options:
invoice the initial budget you filled in when creating the project
invoice the time you spent on the project (this is the tracked time when you finished those tasks and meetings) together with the external costs
To choose one or the other, follow these steps:
- Navigate to your project
- Click on the tab Project info
- Go to 'Invoices'
- Click the + button.
Here you will be given both options and will be able to see what amount it is for each of them. You can, of course, still adjust this amount manually.
Once it’s done, a pending invoice will be created so that you can still review all the details. After that, just book it and send it to the customer!
Pro-tip: Invoicing per day worked instead of per hour
1. Register your prices per day as an article.
2. Create a work type that has '0' as an hourly rate.
3. Create a phase with 'time & material' as invoicing type.
4. Track your worked hours and add the article for the price per day + expenses as an extra cost (via the slider below when time tracking).
5. When invoicing, you will have to delete the worked hours, but you will have the correct price per day.
6. Add a time tracking report as attachment for your invoice to give the customer an overview of what was worked on.
Pro-tip 2: The financial forecast
Users of our Boost-package can also take a look at the financial forecast to manage their invoices. The financial forecast allows you to see for the current month and the upcoming 2 months how much money will be coming in. Read everything about it here.
Do you have tips you'd like to share with us? Feel free to contact our support team!