Budgeting / Invoicing / Expense Tracking / Time Tracking / Reconciliation At ScienceFirst by john mckelvey

Budgeting / Invoicing / Expense Tracking / Time Tracking / Reconciliation At ScienceFirst

no other clients request specific documents for reconciliation

do we actually have to produce merck binders or is that just a legacy schering practice we simply do to make our difficult clients happy?

can we just print the reports from harvest along with the scanned receipts and put that into a binder for our difficult Merck clients?

1. By Deliverable Budgeting Tool [excel]

deliverables clearly defined

hours estimated for each SF employee

quotes sourced from vendors

out of pockets estimated

budget summary page pdf'd and added to pdf of proposal

budgeted profit automatically calculated

no longer using Karim's project budget template

2. Proposal [word, excel, pdf]

value proposition written

sciencefirst "boilerplate" page added

budget summary page from by deliverable budgeting tool added

john copied on submission of proposal

documents saved neatly on server by budget / proposal creator

3. Estimates in Harvest

john to add estimates on harvest when proposals are sent to clients

by deliverable budgeting template file to be attached to estimate in harvest

estimates in harvest to replace "unbillable bills" reporting

5. Invoicing From Harvest

"free-form" invoices, not hours / expenses to date

NEED to think of a way to produce final invoice in harvest, since

6. Expense Tracking in Harvest

AMEX CHARGES - each SF card holder to enter their expenses / scanned receipts into harvest

VENDOR BILLS - john or direct report to enter vendor bills in harvest and scan receipt

T-Mobile, PGI, other strange cases

7. Reconciliation

cross reference of project manager AmEx vs. Harvest

review of time logged to job in Harvest

NEED a cross reference of vendor bills listed in harvest vs. QuickBooks report?

4b. New Project In Harvest

new project to be added when proposal accepted by client

lists project name, code, project manager, team members, hours budget by person

will be used as a record to bill project expenses to

Client Specific Reconciliation Needs

Merck

4a. Client Specific Documents

to be filled out as soon as client approves proposal

if no proposal needed, to be filled out immediately after by deliverable budgeting template

purpose: to obtain PO#, satisfy client needs / NOT for real budgeting

total dollar amount from by deliverable budgeting template to be used. hours for SF staff to be "backed in to"

clients that expect specific documents: Merck, Novartis, Pfizer. The rest will take a proposal with budget attached

QuickBooks Project Records

NEED a way to sync Harvest with QuickBooks for new jobs

1a. pass through cash flow

5a. Evaluate for Change Orders

review of budget vs. actual in Harvest by partners and project managers