Supplier receipts

Supplier receipts differ from normal receipts as the project crew items need to be assigned to the receipt during its creation.

When suppliers send an invoice for a crew service a supplier receipt is created to pay the outstanding amount. As the PCI’s from the project are added to the receipt the sum total will be automatically calculated and updated, this allows you to check the suppliers invoice against your project data and be sure there are no mistakes.

A bank transfer can be added directly to a receipt to pay the supplier and send notification at the same time.

How to create a client login

You can create an account for clients to login to Squidweb and check their projects, documents and invoices.

Here is a short guide of how to create the account for the client and send them their welcome link.

Bank transfers

Bank transfers can be sent alongside the creation of receipts in SquidWeb to pay incoming invoices quickly and easily.

All bank transfers made from SquidWeb are stored and accessible from the bank transfers page. Transaction reports can also be taken directly from SquidWeb and turned into a compressed file to be processed in accounting software.

SquidWeb wiki Bank transfers

Contract and documents

Mobile users can find a copy of their contract, view their monthly working hour values and download all of their personal documents via the app, this short guide will show you where these features can be found.

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Closing a project

After the project is finished and all project documents have been returned, the hours must be checked and added to the PCI’s so the invoice can be created and the crew can be paid correctly.

SquidWeb wiki Projects

Exporting invoices & debtor accounts

This video will show you how to export your invoices and debtor accounts from SquidWeb to LEXWARE.

SquidWeb supports other 3rd party accounting software, but the same process will apply.

SquidWeb also will let you export files into your accounting software directly from the invoices page.

SquidWeb wiki Exporting invoices

Planning calendar

The Planning calendar provides a daily break down of all project crews working over a 7 day period. The week is organized into columns, one for each day of the week. The columns are then further organized into crew containers, ordered chronologically with the earliest project crew at the top.

Each crew container displays all the details of a single project crew as well as how many of the crew members are booked, requested or missing. All containers are linked to the project they represent, clicking on a crew container header or crew member will open that project directly.

Booking with crew calendar

Working with the project page and the crew calendar side by side will help you book a crew quickly and easily.

The crew calendar can be filtered to show only the crew local to your project and with the right skills for your team.

SquidWeb will alert you if you are double booking a crew member.

Crew Planner

The Crew Planner page is the all in one tool for all the staff in your company.

Crew calendar, Profiles, Ratings, Bookings, Vacations accounts and more!
The Crew Planner has everything you need to organize and plan the whole team.

The MainPanel displays the crew calendar,  an interactive and color coded crew planners dream, and the SidePanel is filled with all the information you can legal access about which ever member of the crew is selected.

Warnings

The SquidWeb invoice warning system alerts you when an invoice is overdue and provides incremental reminders to notify the client to pay the outstanding amount.
The report can be  created and sent directly from the invoice list and emailed to the contact or robots can be set up to trigger the email.

The intervals at which these warnings are triggered is defined in company settings or individually for each client in the claim management, any invoice that has not been paid at the end of the first set period will be marked in the invoice list “Payment” column and the first warning report will be sent. This will continue until the invoice is marked as paid or all warning steps have been exhausted. The payment column has 5 due date positions: 3 for payment reminders and 2 for legal action.

The dates at which the warnings are due may also be manually edited for each invoice by selecting the “change due dates” option from the invoice list action menu:
This is also useful for example when a payment agreement has been made with a client where the standard due date intervals do not apply. Setting the expected date for each payment reminder will avoid unnecessary communication being sent to a client.

Full details on how the invoice warning system works can be found in our tutorial video here:

SquidWeb wiki Payment status