Table of Contents

0. Introduction
  0.1. Setup
1. Project Manager Portal – General Principles
  1.1. PM Dashboard
  1.2. Adding a Client
2. Client Portal
3. Provider Portal

1.2. Adding a Client

Menu item: Clients > Add Client

New clients can be added from this page. Most items are self-explanatory. Below is a list of fields that may need some clarification.

Client Short Name: The client name as it appears in system menus. Corresponds with DisplayName in QuickBooks.

Client Full Name: The client name as it appears on quotes, order confirmations and invoices. Corresponds with CompanyName in QuickBooks.

Business ID: An official number or code identifying the business.

Default PM: The account manager for the client. If a PM is specified here, his/her name and contact information (and picture, if a picture link is provided on the PM detail page) are displayed in the client portal under Our Details.

Category: Hercules allows you to group clients into categories. This may be useful when generating reports. When creating a project or adding a rate for a particular client, the client category is filled in as default in the category field of the project or rate.

Keywords: Can be used in searches.

Client Notes: The information you enter here will be displayed in a read-only field on project pages. This would be a good place to enter client-specific requirements that PMs need to be aware of.

E-invoicing in Use: Only relevant if Talenom is used for accounting.

Client’s Accounting ID: This field contains the ID that QuickBooks uses to identify the client. If a client is added when QuickBooks is connected, Hercules will check if a client by the same name exists in QuickBooks. If no client is found, Hercules will add the client to QuickBooks. In both cases the Accounting ID field will be populated with the QuickBooks ID of the client.
    NOTE: The number in this field should only be changed if the ID by which the client is identified in QuickBooks has changed.

Send Invoice: Depending on the accounting system selected in the System Settings, this drop-down menu offers the following options:

QuickBooks

1. Send invoice to accounting software, send PDF to client – Hercules sends the invoice data to QuickBooks. The client receives an email with the invoice attached in PDF format.

2. Send invoice to accounting software, no PDF to client – Hercules sends the invoice data to QuickBooks, but the client does not receive an e-mail.

3. Send payment confirmation to client – Hercules sends the invoice data to QuickBooks, and the client receives an email with a payment confirmation in PDF format.

Talenom

1. E-invoice sent automatically – Hercules sends the invoice data to Talenom with the instruction to send an e-invoice to the client.

2. Paper invoice sent automatically – Hercules sends the invoice data to Talenom with the instruction to send a paper invoice to the client.

3. PDF invoice sent to Invoicing Email – Hercules sends the invoice data to Talenom but the invoice, in PDF format, is sent to the client by Hercules.

No accounting system

1. Send PDF invoice to client – Hercules sens an email with the invoice attached in PDF format.

2. Send PDF invoice to BCC email for invoices only – Hercules generates an invoice PDF but the document is sent only to the BCC Email Address for Client Invoices entered in the Company Settings.

3. Send payment confirmation to client – Hercules sends an email with a payment confirmation attached in PDF format.

 
    NOTE: When sending an invoice or payment confirmation from Hercules, it is always possible to override the client setting. The option selected here is merely a client default.

Invoicing Email: The email address where invoices / payment confirmations are sent.

Invoice Language: The language used for PDF invoices / payment confirmations and associated emails.

VAT Number: The client's VAT ID number.

VAT Rate (%): The VAT rate that should be applied to projects for this client. Enter the number without the percent sign (e.g., '19' for 19%). This number is filled in automatically when the Billing Country is selected: When the billing country is equal to the country selected in Company Settings, the VAT Rate from Company Settings is copied here. Otherwise, it is set to zero. If necessary, the automatic selection can be overwritten.

Payment Terms (days): Used to calculate the due dat of an invoice. For example, if the number in this field is 30 and the date on an invoice is 20-Nov-2016, the due date will be 20-Dec-2016.

E-invoicing Address: Only relevant if Talenom is used for accounting.

Client Message on Invoice: Only relevant if Talenom is used for accounting.

Default Cost Center: Only relevant if Talenom is used for accounting.

Default Project: Only relevant if Talenom is used for accounting.

Default Cost Type: Only relevant if Talenom is used for accounting.

Default Project Type: Only relevant if Talenom is used for accounting.

Cash Discount Percentage: Only relevant if Talenom is used for accounting.

Accounts Receivable: Only relevant if Talenom is used for accounting.

Default Account: Only relevant if Talenom is used for accounting.

Block Reminders: Only relevant if Talenom is used for accounting.

Block Collection: Only relevant if Talenom is used for accounting.

Cash Discount Period: Only relevant if Talenom is used for accounting.

Delivery To: Only relevant if Talenom is used for accounting.