Here is a link to the accounts breakdown so that you know what 'Client Type' and 'Division' to put for each line item.
The breakdown also shows you where to find all the invoices / receipts, what account they get paid from and whether they are manual payments of direct debits.
When we set up a new job we need to set it up in both Harvest & Wrike.
Harvest is to track the time on the job, which is then used to invoice & wrike is to track the progress and status of a job.
One thing I forgot to mention in the video is that you should set the start date as 'today' in Wrike (don't worry about setting the end date). This just makes it easy to track how old a job is.
Once a week (ideally Thursday's) I pull a report out of Wrike and go through each job with Dylan.
The objective of the meeting is to:
IMPORTANT: I forgot to mention in the video that you have to click: 'Apply tax from Xero' which is in the top right corner - this will add GST to the job.
We use Harvest to track time and this allows us to efficiently invoice customers. You must start the timer before you begin the job and stop it when you are finished working on the job (sorry, I know this is telling you how to suck eggs...but you know how it is). Please also write a short description of the job you are doing eg: Retouching images as per clients instruction. Below is a video to show you how to track your time.
You can make an addition later, but it is best to keep your timers tracking in the background so it is more accurate. If you are idle for 10 minutes Harvest will pause tracking your time.
Let the account manager know and they will set one up for you.
We use Wrike to show the tasks assigned to you.
Wrike is a project management tool that keeps track of our projects. It allows the team to communicate about the projects, share links to files in Dropbox and change the status of files eg. from active to internal review. Please watch the following video for a short explanation on how Wrike works.
I'm glad you asked, we use dropbox to save our files and then periodically archive/back them up onto our external hard drive. It's likely you are already familiar with dropbox, so I won't go into detail. However the video is a good explanation on how we manage and store our files.
Generally files should be named as following:
Eg: BW_Hawaiian Burger Poster_A4_V0
Proofs should be named as following:
Eg: BW_Hawaiian Burger Poster_A4_Proof0
The first time you create a proof for internal reviewing will be called PROOF0A (zeroA). If there is a second internal proof this will be called Proof0B, followed by Proof0C, Proof0D etc. Then when the proof is ready to go to the client the Account Manager will be renamed as Proof1. The helps us to keep track of how many internal and external changes we had.
Then when we received changes from the client and prepare the next round of proofs call the files Proof1A (B,C,D etc) until the proof is ready to go to the client, at which point the Account Manager will change the name to Proof 2.
The version name of the file should correspond with the proof number. Eg: Once you start working on the the clients feedback you should 'save as' your file and call it .....V1 and any proofs will be called Proof1A...B...C and then changes to Proof2 when it gets sent to the client.
When a print ready proof is made we remove we remove 'proof' or 'version' and replace it with 'FINAL'. Eg: BW_Hawaiian Burger Poster_A4_FINAL and save it in the ‘Final’ folder.
Clear as mud? Alright great.
They are saved here or Dropbox(luc) > Resources > Fonts
It's probably easiest to find the font using the search function as the clean up is still a work in progress. You can also use typekit and if we need to purchase fonts, we generally use myfonts.com
Great question, one that often keeps us up at night. Unfortunately we are stuck in a contract with Ricoh for another 2 years. Cringe. The printer is difficult at the best of times. It's easier for me to show you on screen some of the magical ways you can get the printer to work.