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AE Project Status
The AE Project Status report is a bird’s-eye-view version of the job ticket’s AE Job Snapshot tab, comparing each AE’s open jobs and their financial status.
If your client uses the Projectr web app, they can approve change orders remotely. If not, click here to approve the selected change order for them. The initials of the staffer who approved it appears with the date/time it was approved.
📌 Art directors need Jobr to see what clients want now. Great design is easy. Managing people, projects, expectations, and deadlines is hard. You may have gotten into this business because you're an artist, but as soon as you land your first big gig, you'll find yourself in a much different role: project manager. Jobr makes managing projects fast and easy.
Jobr is built into Clients & Profits. Just start your web-server and go. And you can try it now for 60 days, risk free. Use the trial with your own clients, jobs, costs, and billings and give Clients & Profits a serious run for your money. There's no limit to what you can do during the trial, either. And the data you'll add will become your actual, working database if you decide to buy the program later.
💡 Try Jobr, love Jobr
The AE Project Status is a ideal (although spreadsheet-y) way to watch a job’s progress from start to finish — but from the business side.
The idea here is to keep each job’s estimate ahead of its costs. If costs are coming in too high or too fast (or both), it’s easy for an AE (or project manager) go suddenly be over budget. By watching a job’s progress regularly, either here or from the job ticket, you’re inviting fewer ugly surprises.
This feature also serves as a super-convenient billing review. By using the status codes to find finished jobs that are ready to be billed (which depends, of course) on how you set up your status codes), you’ll be able to see which jobs can be billed now — you can even schedule the next billing. At the very least, you can change the finance status to notify the accounting department that a job is ready to bill. 📍See demo : AOS-215
✳️ When a change is requested (by either the client or the agency, it doesn’t matter), a change order can be added then printed. The printed change order resembles an estimate. Unlike the estimate, it only shows the cost and description of the change being requested. The client signs off on a change order just like they sign off on an estimate, giving the authorization to exceed the job’s estimate. A new change order is printed automatically when it is saved.
📎 When reviewing a specific job, AEs can use the job ticket window’s AE Snapshot to see how the job is progressing.
🔹To see & use the AE project status report, choose Jobr > AE Project Status.
HERE'S HOW IT WORKS
• The AE Project Status is not limited to just AEs; anyone who works with clients & numbers will find it useful.
• Jobs can be selected by production or finance status, as well as for one AE, client, team, or project.
• For each job you’ll see it’s up-to-the-minute estimate, billings, open orders, unbilled, hours, and more.
• You’ll see % of estimate remaining, both for billing and for hours.
• Rush jobs are highlighted in the table with warning mini-icon.
• Also, you can focus your attention on rush jobs by using rush jobs only option, which hides non-rush jobs.
• The Est Hrs vs Act Hrs graph compares the total estimated hours & actual hours for the jobs displayed.
• The Est vs Billed graph compares the total estimate & total billed-to-date for the jobs displayed.
• When you click on a job, you’ll see its clip notes numbered in the Clip Note toolbar button; to see a job’s clip notes (or add a new one), click on the button.
• Click on the status note icon to change the selected job’s status note.
• Double-click on a job to update it’s status, status note, key dates, next steps, and priority.
• Right-click on job (one job, or several jobs) to drill-down into its costs, time, POs, expenses, and billings.
• Anyone can add a new To Do for a selected job.
• AEs can open new jobs by clicking the Insta-Job toolbar button.
• PRO TIP: AEs can schedule a job’s next billing by clicking the Set Next Billing toolbar button.
• Certain staff members can be restricted from using the AE Project Status in their user permissions.
✳️ Double-clicking on a job opens the Job Traffic/Deadline window, but you’re limited here to just updating the job’s status, which is accessible to staff members with the right user permissions.. In any case, you can’t edit the job’s deadlines, timeline, or calendar from the AE Project Status — this is a traffic function that’s done from the Daily Job Status Report, the Production Calendar, and the Resource Worksheet.
It’s reflected only in deadline windows and reports. Simply unselect a resource to remove them from a task deadline if something changes
⚠️ Jobs are only sorted in job-number order.
Listen to a podcast about how to get the most out of Clients & Profits's most useful project management features (5:06 mins)
When the Clients window is opened, the last-used client is displayed automatically.
1️⃣ Choose My > My Clients.
The Clients window opens, displaying the previously viewed client.
2️⃣ Enter a client number in the Find Number field, then click 🔎
3️⃣ Choose My > My Clients.
The Clients window opens, displaying the previously viewed client.
4️⃣ Enter a client number in the Find Number field, then click 🔎
5️⃣ Choose My > My Clients.
The Clients window opens, displaying the previously viewed client.
6️⃣ Click Save.
You can find clients by organization name, cost center, or by sequence (i.e., the order in which clients were added). Click the previous and next buttons to browse clients sequentially. You can alternately view a client by choosing it from the Show drop-down menu.
Click here for step-by-step instructions.
1 Click on a job to select it, then click the status note mini-button in the column heading, or
2 Click on a job to select it, then click the Update Job Status toolbar button
1 Click on a job, then click on the Set Next Billing toolbar button
2 Then, enter the billing amount, the invoice date, and any special instructions
3 Lastly, choose a name from the to be billed by drop-down menu (i.e., the person who’ll add the invoice)
4 To send this info to the billing person, click Notify Now
5 Click Save
Your next billing info will be saved on the job ticket (you’ll find it in the billing information tab of the Edit Job window) and will be emailed to the billing person. The next billing will automatically scheduled.
📎 When an approver approves a request (or approves it with changes, or rejects it entirely) you’ll get a confirmation emails. In addition, you’ll see its status change in the Reviews & Approval table.
TIPS
📌 By default, clients can only either approve or reject a request. As an option, clients can also approve a request with changes. If enabled, a client can describe the changes they want as a condition of approval, which makes the request as approved. But it's easier for these approvals to be lost in the cracks, or just overlooked this way. The approve w/changes option is enabled in homeBase preferences.
📌 If your audit trails and journals don’t equal the financial statements, posting may have crashed during the month. Use the verify G/L account balances utility to recover the correct totals.
FAQs
💬 Can I delete a task from the Add/Edit window? No. To delete a task, close this windowFrom the Task Table window, click on a task then click the Delete toolbar button. A task can be deleted from the Task Table as long as it isn’t used on any job.
💬 Can I change the staff member's initials? Yes, the Re-number utility will change all of a staff member's time entries, job tasks, etc. automatically. If the staff member also has a vendor account (which is used for expense report reimbursements) it will be renumbered as well.
SEE ALSO
How to do estimates
Task Table FAQs
EXPLAINERS
Media Vendors
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