Getting Started With Billings Pro

Getting Started with Billings Pro

!

2010 Marketcircle Inc. All rights reserved. 1

Table of contentsObjective 3

Audience 3

Requirements 4

Overview 5

Installing and configuring Billings Pro Server Admin 7

Installing Billings Pro and connecting to your database 28

Working with Timecard 33

Installing and configuring Billings Pro Touch on your device 35

Help and other resources 36

Index 37

!


ObjectiveThe purpose of this document is to help you with installing and configuring Billings Pro Server Admin, Billings Pro, and Billings Pro Touch.

AudienceThis document is for individuals who want to set up Billings Pro and Billings Pro Server to work in their environment. Whether you are new to Billings Pro or a Billings 3.6 user who wants to upgrade to Billings Pro, this document has information about how to get started.

!


Requirements★ Billings Pro Server: Mac OS X running Snow Leopard (10.6 or higher)

★ Billings Pro: Mac OS X running Snow Leopard (10.6 or higher)

★ Timecard: Timecard uses web standards and can run on any modern browser. The Timecard interface works well on any of the following desktop browsers:

✴ OS X: Safari, Chrome, Firefox

✴ Windows: IE8, Chrome, Firefox, Safari

✴ Linux: Firefox

✴ Mobile browsers: Mobile Safari, Blackberry browser (used by Blackberry Torch), system default browser used by Android phones. All webkit based browsers are supported, including the ones on iPhone, iPod Touch, and iPad.

The Timecard interface may also work on some other browsers not listed here.

★ Billings Pro Touch: We support all iPod Touch and iPhone models running iOS 4. The application size is 12 MB.

!


OverviewThe Billings Pro system consists of multiple components. These include Billings Pro for the desktop, Billings Pro Server Admin, Timecard, and Billings Pro Touch.

★ Billings Pro is the client application used on a desktop computer for your time-billing and invoicing needs. This application is designed for managers or senior executives who wish to have access to their company’s financial data. Billings Pro must be installed on every machine that wants to access the information on Billings Pro Server. There is no limit to the number of clients.

★ Billings Pro Server Admin is the server component of the system and the central repository for all your billing information. Billings Pro Server Admin is an application to administer and allow multiple users to connect to a Billings Pro database. Billings Pro and Billings Pro Touch synchronize with the central server every 5 minutes ensuring that there is consistent information throughout the environment. Only 1 server per environment and 1 database per server can exist.

★ Timecard is a web interface that allows for quick entry of timed, expense, and mileage slips. It is designed for your staff members who don't need access to the company’s confidential financial data, but want to be able to add their work done into Billings Pro. Using Timecard, workers can remotely add slips via a browser and send them for approval. All slips created via Timecard must be approved before they are invoiced.

When you log in to Timecard, you are connected directly to the server. All the data you enter into Timecard is automatically sent to the server. This data is made available to Billings Pro and Billings Pro Touch when they sync with the server.

Working from Billings Pro Server Admin, you can add workers and allocate their privileges. When you make a new project in Billings Pro, you must link the workers who will be on the project. When those workers log in to Timecard, they will see their list of projects. For each project, they will see their slips that they have not marked for approval yet.

★ Billings Pro Touch is the iPhone companion application for Billings Pro. The application is designed for managers or senior executives who wish to access their company’s financial data.

Using Billings Pro Touch, a manager/administrator can add clients, manage projects, and create slips when mobile. Billings Pro Touch provides the convenience of recording important business data when you are on the move and updating the Billings Pro database when your Touch device syncs with the server.

!


In order to use this system effectively, it is very important to understand the target user that is recommended for these applications. Billings Pro Server Admin, which is the server component, must be installed and configured on the server machine by an administrator. Billings Pro and Billings Pro Touch have important financial data; hence, they must be used by managers/executives. Other staff members, who don't need to know the financial data, can be given access to Timecard only.

The following diagram illustrates how Billings Pro works.

The Billings Pro system

!


Installing and configuring Billings Pro Server AdminNote: You must be logged into your computer as an administrator.

Installing Billings Pro Server Admin

1. Download Billings Pro Server Admin on your server machine.2. Run the installer.

Billings Pro Server installer

3. When installation is complete, click Close.Billings Pro Server Admin launches automatically and the setup assistant is displayed. If not, you may launch Billings Pro Server Admin from your Applications folder.

!


http://www.marketcircle.com/downloads/


There are 3 different ways of getting started.

Billings Pro Server first run

!


a) Start from scratch.

If you are new to Billings, you must create and setup a brand new database.

1) Click Start from scratch. Click Continue.

2) Specify the backup location and schedule, or, you could use the default settings. Click Continue.

!


3) Specify the network settings. (For more information about Switchboard, please see “How does Switchboard work?” on page 19.) Click Continue.

4) Enter the details of the first worker. Click Continue.

5) Enter the credentials for other workers. Note: When you are in trial mode, you

can set up as many workers as you wish. At the completion of the 31 day trial period, you must purchase and enter licenses for all workers that need access. Sometimes, for example, you may set up 20 workers in the trial mode and

!


choose to buy licenses for only 10 workers. When you add 10 licenses in Billings Pro Server, they will be assigned to the first 10 workers you’ve set up. If you want to assign the license for any other worker, you may de-activate certain workers which will force the existing licenses to be assigned to the active workers.

6) Click Finish.Billings Pro Server Admin window opens. The server is automatically turned “On” for you.

!


b) Restore a backup.

You can create a new database from a backup made from either Billings 3 or Billings Pro.

For example, if you were using Billings 3 and your company decides to buy Billings Pro, you can create a backup of your Billings 3 database and restore it using Billings Pro Server to get started. If you made a backup of your Billings Pro database via Billings Pro Server Admin and you wish to move to a new server machine, then you can simply restore the backup on the new machine.

Note: If you are making a backup of your Billings database, you must create the backup from the latest version of Billings (v 3.6.1).

1) Click Restore a backup.

!


2) Choose your backup file and click Continue.

3) Specify the backup location and schedule. Click Continue.

!


4) Specify the network settings. (For more information about Switchboard, please see “How does Switchboard work?” on page 19.) Click Continue.

5) When done, click Finish.Billings Pro Server Admin window opens. The server is automatically turned “On” for you.

!


c) Migrating from Billings 3.

Migrating your Billings 3 database will move all of your Billings information to Billings Pro. Note: Only migrations from the latest version of Billings (v 3.6.1) are supported. For example, you can migrate a Billings 3 database existing on a Mac designated as the server machine to Billings Pro.

1) Click Migrate from Billings 3.

2) Click Continue.3) Specify the backup location and schedule. Click Continue.

!


4) Specify the network settings. (For more information about Switchboard, please

see “How does Switchboard work?” on page 19.) Click Continue.

5) Enter the details of the first worker. Click Continue.

!


6) Set up additional workers, if required. Click Continue.

7) When done, click Finish. Billings Pro Server Admin window opens. The server is automatically turned “On” for you.

!


Configuring Billings Pro Server Admin

Note: You must be logged into your computer as an administrator. You'll be required to authenticate before making any changes on Billings Pro Server.

1. The General pane

The General pane of Billings Pro Server Admin gives you a quick overview of the basic configuration of the application. By default, the General pane always shows up first upon completion of the first run. It displays details about your Billings Pro database, devices using Billings Pro Touch, URL to access Timecard, scheduled backups, and trial expiry date.

The General pane also has a control bar to turn Billings Pro Server "On" or "Off."

The General pane of Billings Pro Server

!


2. The Database pane

Billings Pro can only have 1 shared database per server. All clients including Timecard and Billings Pro Touch connect to the same database. The Database pane of Billings Pro Server Admin gives you more information about the Billings Pro database hosted on the server. Working from this pane, you have options to create a backup of your database, replace your database with a backup, delete database, and delete offline.

The Database pane of Billings Pro Server

!


3. The Network pane

If you have not configured the network settings during the first run, you must do so now. Users who wish to configure access to server over the internet or VPN should specify certain settings. For example, consider you are working from home or on the road and want remote access to Billings Pro Server/Touch Server. If you've configured the network settings, then Billings Pro can connect to Billings Pro Server and your device can connect to the Touch Server automatically. Keep in mind that local access is always enabled when the server is running.

In order to configure network settings, you must set up a Marketcircle Switchboard account.

How does Switchboard work?

Switchboard is a free service for Billings Pro to connect to Billings Pro Server and devices to connect to Touch Server remotely. The primary purpose of Switchboard is to communicate the IP address of the server machine to Billings Pro. Hence, Billings Pro can easily connect to the server even if your server has a dynamic IP address that changes frequently. The same principle is used by Billings Pro Touch to connect to the Touch Server. The following diagram illustrates how Switchboard works.

When you create a new Switchboard account, your server registers with Switchboard and communicates its IP address and ports. When you login to Billings Pro by entering the Switchboard credentials, Switchboard communicates the appropriate IP address of the server back to you. Hence, Billings Pro is now able to establish a connection with the server.

Switchboard eliminates many problems introduced by dynamic IP addresses. If there are networking issues, Switchboard helps to alleviate those issues by diagnosing and

!


informing you about what is causing the failure—for instance, the server may be unreachable as port mapping has failed.

It is important to note that Switchboard does not keep any of your data. It only keeps track of your server machine's IP address to help you to connect to your server even though your server's IP address has changed.

To sign up for a new Switchboard account

1. Working from Billings Pro Server Admin, click Network.2. Click Sign up.3. Enter the appropriate details. Keep in mind the following:

• The Switchboard ID is associated with the Billings Pro database on the server for which a remote access is to be established. For example, you could base your Switchboard ID to match your company name. You'll be required to share the Switchboard ID with workers. This ID, along with their username and password, will let them log in using Switchboard. Note: Switchboard ID's can only comprise of the following characters: alphanumeric, plus ( + ), minus ( - ), underscore ( _ ), at ( @ ), and dot ( . ).

• The admin must set up a password. The server needs to authenticate with Switchboard when the IP address is to be updated; hence, a password is required here. It is not recommended to share this password with workers.

• Enter your contact details to be used if you have a problem with Switchboard.4. Click Sign Up.

If you already have an existing Switchboard account, you must enter those details for logging in.

To login to your Switchboard account

1. Working from Billings Pro Server Admin, click Network.2. Enter the Switchboard ID.3. Enter the password.4. Click Log in.

Once you are logged into Marketcircle Switchboard, you'll be able to see information about the last IP update. Clicking the date will force Billings Pro Server to communicate the IP address of the server with Switchboard.

The "Current Status" will display diagnostic information about Billings Pro Server and explain if there are any problems. For more information about the possible network statuses, choose Help > Billings Pro Server Admin Help and search for ‘network status.’

!


Once you enter details for Switchboard, we recommend that you stay logged in always. There is no need to logout unless you want to change your account. Billings Pro Server will communicate information with Switchboard pertaining to the specific Switchboard account you are currently logged in as. If you logout of Switchboard, your Billings Pro Server will no longer be able to communicate with Switchboard.

To specify advanced settings

1. Click Advanced.2. Specify the local address for connecting to the server over a VPN.3. If your router supports automatic port forwarding, select the "Enable automatic port forwarding" checkbox. Otherwise, you must open the public ports (7113, 7116, 7117, and 7118) manually.4. Click Save.

The Network pane of Billings Pro Server

!


4. The Licenses pane

Licensing is done on a per-worker basis. One Billings Pro license is required for every "active" worker and this grants the worker access via Billings Pro, Timecard, and Billings Pro Touch. All licenses must be added in the Licenses pane of Billings Pro Server Admin application.

To add licenses

1. Working from Billings Pro Server Admin, click Licenses.2. Click Add License.3. Enter the serial number and license code. Click Add License.

If you have not purchased licenses yet, click Purchase License and you'll be taken to the Marketcircle store.

The Licenses pane of Billings Pro Server

5. The Workers pane

Workers include managers and staff members in your organization. The Workers pane of Billings Pro Server Admin allows you to add/manage workers and allocate certain privileges. Billings Pro has a maximum limit of 50 workers.

To add a worker

1. Working from Billings Pro Server Admin, click Workers.2. To add a worker, click the + button.

!


3. In the sheet that opens, enter a name and password. Click OK. Note: We recommend that you set up a password for the worker, but it is optional.4. Select the checkboxes for applications you want the worker to use. Note: We envision that a manager who deals with important financial data must have access to use Billings Pro, Billings Pro Touch, and Timecard; whereas, a staff member who does not need any confidential financial information must be given access to Timecard only.

Important: • Worker names can be composed of letters, decimal digits and punctuation and

spaces. The set of letters includes, but is not limited to, Latin upper- and lower-case letters, A-Z and a-z. Letters with diacritical marks (eg "À"), and letters from other alphabets that are supported by Mac OS X, are supported automatically.

• The set of decimal digits is 0-9.• The set of punctuation includes the following used in English: ! " # % & ' ( ) * ,

- . / : ; ? @ [ \ ] _ { }• Other punctuation marks, as defined by Unicode, will also be accepted. The '`'

and '^' symbols are notable exceptions.• Symbols are not supported. Categories of symbols include currency,

mathematical symbols, musical notation.

To edit the details of a worker, select the worker and click the "Edit name or password" button.

The Workers pane of Billings Pro Server

!


6. The Backup pane

If you have not configured automatic backups during the first run, you can do so now. It is recommended that you always maintain a regular backup of your Billings Pro database. Hard drive failures and other random occurrences can wipe out the data you were working with, but if you're backing up regularly, you can protect yourself from this. We provide an easy and quick backup procedure that enables you to schedule automatic backups for your database.

To schedule automatic backup for your database

1. Working from Billings Pro Server Admin, click Backup.2. Specify a backup directory. The default backup directory is "Billings Pro Server Backups." You can also set the backup directory to any other location where the Billings Pro Server user has write permissions.3. Select a backup schedule to specify how frequently you want your database to be backed up.

Billings Pro Server Admin creates backups for your database in the backup directory according to the schedule you've set up.

The Backup pane of Billings Pro Server

!


7. The Admin Email pane

You can set up an email alert to notify the admin when Billings Pro Server encounters a problem. Working from the Admin Email pane of Billings Pro Server Admin, you can enter the appropriate settings required to send an email.

To set up email alerts

1. Working from Billings Pro Server Admin, click Admin Email.2. Select the "Email a notification when Billings Pro Server encounters a problem" checkbox.3. Enter the appropriate details. Pointing your mouse pointer on each text field displays tooltips explaining what information should be entered in that field.4. Once you've entered all the connection details, click Test Settings. This will send out a test message to the address you've entered in the "Send To" field. If the server is successful in sending a test message, you'll see a green status indicator saying "Test email sent."

The Admin Email pane of Billings Pro Server

!


8. The Touch Server pane

To be able to use Billings Pro Touch on your device, you must configure certain Touch Server settings.

To configure Billings Pro Touch Server

1. Working from Billings Pro Server Admin, click Touch Server.2. Turn Billings Pro Touch Server "On."3. On your device, launch Billings Pro Touch and connect to your database.

The Touch Server pane of Billings Pro Server

!


Installing Billings Pro and connecting to your databaseInstalling Billings Pro

1. Download Billings Pro on your client machine. 2. Run the installer.

Connecting to your database

Note: Ensure that Billings Pro Server is turned “On” and kept running so you can connect from the client machine.

1. Launch Billings Pro. The Login in to Billings Pro window opens.

To log in using a Switchboard ID

2. Enter your Switchboard ID, worker name, and password. 3. Click Log in.

The Billings Pro Setup Assistant opens. The setup assistant provides options for specifying your identity, adding clients, setting up taxes, entering your billing and timing preferences, and subscribing to the Marketcircle newsletter.

The Billings Pro Setup Assistant shows up only to the first user who logs in to Billings Pro for the first time. If you access either Timecard or Billings Pro Touch for the first

!




time without logging in to Billings Pro, then you won’t see the setup assistant until you log in to Billings Pro on your Mac.

Note: 1. If you don’t have a Switchboard account, then click the pop-down menu and select

Advanced Setup.

To log in via the Advanced Setup

2. Click the pop-down menu and select your Bonjour server, or, manually enter the hostname or IP address of the server.

3. Enter the worker credentials. Click Log in.

!


!


!


!


Working with TimecardTimecard is a web interface that allows for quick entry of timed, expense, and mileage slips. It is designed for your staff members who don't need access to the company’s confidential financial data, but want to be able to add their work done into Billings Pro. Using Timecard, workers can remotely add slips via a browser and send them for approval. All slips created via Timecard must be approved before they are invoiced.

When you log in to Timecard, you are connected directly to the Billings Pro Server. All the data you enter into Timecard is automatically sent to the server. This data is made available to Billings Pro and Billings Pro Touch when they sync with the server.

Working from Billings Pro Server Admin, you must set up workers and allocate certain privileges to them. When you make a new project in Billings Pro, you must select who will be working on the project by linking workers to the project. When those workers log in to Timecard, they will see their list of projects. For each project, they will see their slips that they have not yet marked for approval. The workflow is as described below.

A. Add a worker on Billings Pro Server

1. Launch Billings Pro Server Admin and click Workers.2. To add a worker, click the + button.3. In the sheet that opens, enter the details and click OK.4. Select the checkboxes for applications you want the worker to use. Note: We envisage that a manager who deals with important financial data must have access to use Billings Pro, Billings Pro Touch, and Timecard; whereas, a staff member who does not need any confidential financial information must be given access to Timecard only.

B. Link workers to a project in Billings Pro

1. In Billings Pro, create a new project or open an existing project.2. Click the Workers tab.3. Select the workers who will be working on the project. This will enable them to access and add slips to the project via Timecard.

C. Log in to Timecard from your browser.

1. Go to https://switchboard.marketcircle.com.2. Enter your Switchboard ID. Click Access Switchboard.3. Enter your worker name and password. Click Log In.4. Under Timecard, click Visit Timecard.5. In the alert window, click "Continue" to trust the certificate and proceed.6. In the Timecard window, add/edit/manage timed, expense, or mileage slips as

required.

!


https://switchboard.marketcircle.com

https://switchboard.marketcircle.com

OR

1. Go to https://serverIP:7118/timecard

serverIP must be replaced with the IP address of the server machine or the server name.

Alternately, an admin user can go to the General pane of Billings Pro Server Admin, click the link under “Timecard”and share the link with workers who need access to Timecard. The worker can enter his/her credentials and connect to Timecard from their browser.

In the main window, the worker will see all the active projects that he/she has been linked to. Clicking on the project name displays slips that have been set up and assigned to the worker, if any. There are buttons to create timed, mileage, and expense slips. You must create slips for the work you are doing and send them for approval upon completion.

!


https://serverIP:7118/timecard

https://serverIP:7118/timecard

Installing and configuring Billings Pro Touch on your deviceBillings Pro Touch is the iPhone companion application for Billings Pro. The application is designed for managers or senior executives who wish to access their company’s financial data.

Using Billings Pro Touch, a manager/administrator can add clients, manage projects, and create slips when mobile. Billings Pro Touch provides the convenience of recording important business data when you are on the move and updating the Billings Pro database when your Touch device syncs with the server.

To be able to sync information with the server, Billings Pro Touch must be paired to Billings Pro Server. The application synchronizes with the server the same way as Daylite Touch synchronizes with Daylite Touch Server.

Installing Billings Pro Touch and connecting to your database

1. Download Billings Pro Touch from the App store onto your device and follow the on-screen instructions.

2. Launch Billings Pro Touch.

Connecting to Billings Pro Server

3. There are 3 different ways to connect to your database.• If you are connecting locally and have access to a Wi-Fi network, simply select

your server, enter your username and password. Tap Connect.

!


• If you have set up a Switchboard account, then select the Switchboard option. Enter your account name, username, and password. Tap Connect.

• If you wish to use a remote server, select Remote server. Enter your host name, username, and password. Tap Connect.

Click here for more information about using Billings Pro Touch.

Help and other resourcesThere are a number of resources available to help you learn more about Billings Pro and to provide answers when you have technical questions.

• Apple Help offers step-by-step instructions and tips for making the most out of Billings Pro. While using Billings Pro on your Mac, choose Help > Billings Pro Help. Working from Billings Pro Server Admin, choose Help > Billings Pro Server Admin Help.

• The support website and knowledge base has up-to-date articles and movies that can help you solve technical difficulties. Visit http://www.marketcircle.com/billingspro/support/.

• Visit http://forums.marketcircle.com/groupee to share ideas, tips, and questions with other Billings users. Marketcircle engineers, designers, and support staff also share their knowledge on the forums.

• The Support Documents page on our website has Billings Pro documentation that you will find useful.

!


http://www.marketcircle.com/support/BillingsProTouchUserGuide.pdf

http://www.marketcircle.com/support/BillingsProTouchUserGuide.pdf

http://www.marketcircle.com/billingspro/support/




http://forums.marketcircle.com/groupee

http://forums.marketcircle.com/groupee

http://www.marketcircle.com/help/documents.html

http://www.marketcircle.com/help/documents.html

Indexaudience 3

Billings Pro 28

Billings Pro Server Admin 7

Billings Pro system 5

Billings Pro Touch 35

email alert 26

first run 8

licenses 23

migrating from Billings 3 15

network access 20

objective 3

restoring a backup 12

requirements 4

scheduling automatic backups 25

starting from scratch 9

Switchboard 20

Timecard 33

turning Billings Pro Server On/Off 18

workers 23

!
