Catégories

Digital transformation

Digital transformation has been part of our daily life for over 20 years.

Our software enables transformation by optimizing processes, working methods, and procedures within organizations.

Project monitoring report

By Digital transformation, Reports

This report gives you a lot of information to monitor your projects at several levels and give you performance indicators of several types.

To obtain significant data in this report, you must carry out several elements with your Collabox: 1- do the invoicing 2- make your service offers 3- follow your projects and the timesheets related to them.

You have several display options, according to your needs: by project managers / by projects / by types of projects. You can choose a period. You can also choose to filter by delivery dates or by transaction dates.

Movable timesheet

By Agenda, Digital transformation, Timesheet

After the new display of contacts on cell phone, we continue and we optimize the timesheet. Indeed, it has had a makeover when you are on your cell phone. On the road, in a restaurant or in a meeting, it has never been easier to enter your hours into the timesheet. Gone are the days when you forget to keep track of your hours, Collabox takes care of it for you.

Geolocated timesheet

By 10 advantages of working with Collabox, Digital transformation, Employees, Timesheet

A new feature has just appeared in the Collabox  : the geolocation of the timesheet! This addition allows you to know where your employees enter their hours. This control tool is very useful to know if  the little latecomer from the office still between his hours on the bus or at the office. 

How to activate or deactivate geolocation?

Whether you want to enable or disable this option for your organization, the path is the same, you will only have to check the box or not. To do this, you must display the settings of the organization by clicking on “Organization”.

Organization

To activate the function, all you have to do is check the “Geolocation of timesheets” box. However, don’t forget to save the changes!
screen-shot-2016-11-10-at-14-23-23

Do you want to consult the geolocation data of your employees? Nothing could be simpler, since the report by employees tells you so. We even thought about giving you a Google Maps link to view the entries on a map. 

To access the report, you must first click on the “Reports” icon in the navigation bar at the top of the page. 

Then you must at least choose an option in the category “Report by employees” like “Include details of hours” in the example below. Don’t forget to check “Include geolocation”! 

screen-shot-2016-11-10-at-14-24-30

Here is an example of an employee report of timesheet entries. As you can see in the right column, entries with geolocation have a location link.
screen-shot-2016-11-10-at-14-25-46

If you click on the link, you will see the position where the entry was made on the map.

screen-shot-2016-11-10-at-14-27-02

Types of timesheets

By 10 advantages of working with Collabox, Digital transformation, Employees, Timesheet

Collabox offers you the possibility to choose between 4 types of timesheets:

  1. Standard timesheet
  2. Techno timesheet
  3. Weekly timesheet
  4. Express timesheet

We offer you a quick overview of their different characteristics so that you find your favorite.

1. The standard timesheet

This timesheet is designed for people who like to stick with their habits. Its design is reminiscent of traditional timesheets, while offering the advantages of digital. Detail your different tasks there! Take a tour of the standard timesheet

Example of a standard timesheet

2. The techno timesheet

This timesheet template features a new “drag and drop” design that will appeal to techies. The more modern aesthetic of its new graphical interface retains all of the standard timesheet options you like and use.

Example of a techno timesheet (“click-and-drag” design)

3. The weekly timesheet

With this timesheet, enter your hours per week rather than per day. It is perfect for generalists who want to register tasks with large blocks of time. It is also ideal when working on a project where the steps do not need to be detailed.

Example of a weekly timesheet

4. The express timesheet

Although timesheets all complement each other on desktop or mobile, the express timesheet is best suited for the interface of phones. And as the name suggests, it complements itself very, very quickly. Fill it in just 3 clicks!

Note: At any time you can switch from the express timesheet to the detailed timesheet (standard or techno) by clicking on the blue link Detailed timesheet .

Express timesheet

See how to complete your express timesheet

The same day is already selected for you by default. To start your time recording, go to the first step with the button Following.

Express timesheet: home page

1) Select the project you worked on.

Express timesheet: project selection

2) Choose your service.

Express timesheet: choice of a service

3) Enter the number of hours worked. Don’t forget to save!

Express timesheet: registration of hours worked

You can then repeat these steps to list other projects you worked on during the day.
Note: The entries in the express timesheet will be concurrent in the standard or techno timesheets, that is, they will all start at midnight. This data conversion is perfect if you don’t need to know when or how long your employees have been working on a particular project.


Have you made your choice? Contact us to change your timesheet, we will be happy to tell you how to proceed!

Subcontractor certificate in Collabox

By Accounting, Digital transformation, Purchase Orders, Subcontractor certificate, Suppliers

In Quebec, general construction contractors doing business with subcontractors need to obtain from the subcontractor a certificate from Revenu Québec stipulating that it is in order, when the contract reaches a certain sum. They can keep the reference number of this certificate in Collabox and monitor the expiry date to ensure that they obtain a new certificate when necessary.

If you are in this situation, here is how to proceed in Collabox:

You must first enter the certificate number and the due date in the supplier form (the supplier being your subcontractor). If the provider has already been created, you can simply update it by adding this information. Otherwise, complete a new form. 

Create a supplier

Click on the icon  Configuration.


Collabox horizontal menu

Go to the section  Suppliers

Collabox vertical menu, section  Configuration

Click on  Add a supplier. 

Page  List of suppliers

Fill out the form and click on  Record .

Page  Adding a supplier

Update a supplier

Click on the icon  Configuration.

Collabox horizontal menu

Go to the section  Suppliers .

Collabox vertical menu, section  Configuration

Click on the name of the provider you want to update. Add the missing information and save the changes.

Page  Update a supplier

The certificate expiration date will then appear in the list of suppliers. 

Page  List of suppliers

Then, when you will make a purchase order, you only have to indicate the supplier in the form, and the number and the date of certification will be automatically attached to it. The expiration date will therefore also be found in a column of the list of purchase orders.

Page  List of purchase orders

Finally, the yellow dots to the right of the expiration dates tell you that the supplier exceeds $ 25,000 and that a certificate is required.

Certificate of conformity and receipt

By Digital transformation, Management, Purchase Orders

In order to closely monitor the compliance of your subcontractors, there is already a field in Collabox reserved for certificate from Revenu Québec in the supplier form. We wanted to allow you to ensure even closer monitoring of the people with whom you deal by adding two new sections, this time in the order forms since they are closely linked to them: the receipt and the certificate of compliance (CCQ -CNESST).

Let’s take a closer look.

New sections

Go to the module Management .

Collabox horizontal menu

Open the page Purchase order .

Collabox vertical menu

Click on the order form to which you wish to add a certificate or receipt. Under the tab Info , you will find the new sections that interest you.

Page Updating a purchase order

As you can see, in sections 1 and 2 there is space to write down the date the documents were requested and the date they were received. As for the boxes to be checked, they indicate whether the discharge is denounced and whether the certificate or discharge is required. Section 3 makes it possible to note that the subcontractor’s file is in order with the authorities concerned.

New pictograms

By checking the options corresponding to the required documents (sections 1 and 2), small pictograms will appear on the order form list page. Just like the certificate from Revenu Québec, each document has its pictogram visible in the list of purchase orders (module Management ). Its presence indicates that the document is needed. The yellow dot corresponds to the certificate from Revenu Québec; blue, to the certificate of conformity (CCQ-CNESST); the green, on receipt.

Page List of purchase orders

Would you like to refresh your memory on the dynamics between purchase orders and disbursements? Read this article !

Product presentation

By Accounting, Digital transformation, Products and inventory

When we sell objects, tangible goods, from a bottle of beer to a bicycle, the notion of “product” is familiar to us. Selling products has many advantages: you can easily attach an idea of price, you can easily estimate the value, you know what is included and what is not. It’s easy to explain what is included in the price paid.

With a little creativity, we can take advantage of many of these marketing advantages, even if we are selling services and our delivery is less tangible. A good starting point is to “build” our products in the Collabox. We will put:

  • a price and a description, and we will save a lot of time for the creation of our service offers and for invoicing.

In our software, you can determine the budget items of your products for your accounting (customers will not see them anywhere) and leave a note, this time for customers, in order to clarify the inclusions and exclusions, between other. When you invoice a product, this information is automatically reflected on the invoice, saving you time and energy.

Go to the products section to see this.

Click on the icon Accounting of the horizontal menu.

Collabox horizontal menu

Open the page Products using the vertical menu.

Collabox vertical menu

Then click on Add a product , at the top of the page.

Page Products List

Section 1 that you see in the image below is for notes only.

Section 2 includes all budget items. If the product is not billable by the hour, do not enter anything in the column Billable hours ! The amount must be reported in the column Amount on the far right.

Section 3 is used to determine the elements that will appear on the invoice. The budget items will not be displayed on this one since you probably want to present the rates differently for your client. Note that the total amount of the invoice must correspond to the total amount calculated according to the budget items. Otherwise, your accounts would no longer balance.

Page Updating a product

By filling in these fields, the formatting of the invoice is automated. When you add an invoice for this product, you will get a finished document that looks like this:

Sample invoice

With that, we wish you happy sales!

Vacation request and approval in the calendar

By Agenda, Digital transformation, Employees

You can now create an appointment on a “vacation” type project which allows the employee to plan your vacation in addition to notifying his immediate supervisor so that he can approve his vacation.



Note: This box cannot be checked by anyone other than the employee’s immediate supervisor.
You cannot put more than one person on this type of meeting at a time.

When the “appointments” (vacation type) are created, the supervisor receives a warning email immediately which states: “Mr. Employee” has just created an agenda for his vacation.

Wording: You receive this email because you are his immediate supervisor and as such you must authorize his vacation .

A clickable link appears in the email: Click here to approve the appointment



When the immediate supervisor approves the request, the employee is notified by email.

Vacation approval is displayed in 2 places:

1- In the “appointment” form with a green checkmark including the date and the name of the superior who approved the vacation.

2-In the employee’s calendar by a green palm tree for approval and a black palm tree for pending approval

Good holidays!!

The production schedule

By Calendar, Digital transformation, Projects, Shortcuts

The production schedule. This impossible dream of many companies is accessible thanks to Collabox! A simple display shows you the projects due, the staff assigned and the time worked.

To display the production calendar, open your calendar in Collabox by clicking on the icon Agenda at the top of the page. Then select Projects from the drop-down menu. Don’t forget to click on Okay !

Production schedule

Zoom on the box of a project delivery deadline
Production schedule

Configuring projects for calendar display

You must first open or create a project. Then, indicate the delivery date of the project as well as a maximum number of hours authorized for your employees.

Page Updating a project

Click on the tab Assignments and select the employees associated with the project.

Page Project assignments[nom du projet]

And There you go ! Your production schedule is born.

Do you often consult your production schedule? Create a shortcut to access it quickly!

Parking meter

By Digital transformation, Employees, Timesheet

Our parking meter allows employees on the road or working outside the company to easily enter their time. It is easy to use on a smartphone or tablet.


Collabox_horodateur
The parking meter without time entered

Collabox_horodateur_punch
The time stamp when you punch your time.

Collabox_horodateur_report
The report that allows you to count the hours by employees or departments

The parking meter is available by monthly subscription. The cost is per user.

Contact us if you wish to subscribe: 418 907-9274, ext. 120