Set Up Roles and Billing

The system enables you to set up billing rates for different levels of permissions and responsibility (called roles) within your firm. Each role can perform certain types of tasks, such as Data Entry or Reporting, and you can assign a default billing rate for all staff members to whom you assign a particular role.

You can add roles or edit the permissions and the rate for an existing role from the Set Up Roles/Billing screen.

Note: Only users with Administrator rights can set up roles and billing.

To add or edit roles and billing charges:

1.  Select Role/Billing from the Setup menu to open the Set Up Roles/Billing screen.

The screen lists all of the roles defined for your firm, with columns identifying the different permissions assigned to each role and the default rate at which time for staff members with that role is billed.

2.  Click a role to edit the information, or click the Add Role button to create a new role.

The Set Up Role/Billing dialog appears.

3.  Enter or edit the name of the role in the Role Name field.

This field is required.

4.  Select the check boxes for the permissions to assign to the role in the Rights list.

You can select any or all of the following:

o       Administrator: Provides the user with unrestricted access to all parts of the system on any menu.

o       User/Data Entry: Enables the user to enter tasks and expenses for any staff member, and provides access to all items on the Time Tracking, Scheduler, and Firm menus.

o       Payment/Invoice: Allows the user to create invoices and enter payment information for any staff member, and provides access to all items on the Billing menu, and to the Time Tracking, Scheduler, and Firm menus.

o       Manage Appointments: Enables the user to create appointments for any staff member from the Scheduler, and provides access to all items on the Time Tracking, Scheduler, and Firm menus.

o       Reporting: Allows the user to create client, staff, and firm reports, and provides access to all items on the Report menu, and to the Time Tracking, Scheduler, and Firm menus.

o       Setup: Lets the user set up client billing and options and tasks and expenses, and configure invoices, and provides access to specific items on the Setup menu, and to the Time Tracking, Scheduler, and Firm menus.

If no items are selected, users with this role are limited to entering tasks and expenses under their own names.

5.  Enter the default billing rate for the role in the Rate field.

When you set up tasks, the default hourly rates for the role are applied to the task. You can change the rate for any individual task within a role from the Set Up Billing by Role and Task screen.

6.  Click Save to create the new role or save the edits to an existing role.

The Set Up Role/Billing dialog closes and the Set Up Roles/Billing screen reflects your changes.