BillQuick Advisors in Actions

BillQuick Advisors are out working with their clients. New and upgrade sales in May 2009 were over 158% higher than April. This continues the trend of month-over-month higher sales by BillQuick resellers.

This indicates the economy is turning around for professional firms. Not only accounting firms are investing in BillQuick, but also law firms, engineering firms, architectural firms and others.

In April, BillQuick’s most active resellers were

• Kara R. Haas, CPA (top seller of the month)
• Paul J. Davidian & Company
• Technology Solutions Associates

In May, the most active resellers were:

• The Attivo Group (top seller of the month)
• Being in Balance, Betty Van Dyck (close second for May)
• Balanced Bookkeeping, Heidi Triezenberg Morgan
• Deemer Dana Froehle, CPAs

Thanks to all of you for great advising!

Sample BillQuick 2009 Available to Advisors

BQE Software Releases BillQuick 2009 with Features that Help Businesses Offset Economic Slowdown with Improved Productivity.

Los Angeles, March 18, 2009:  BQE Software Inc, the innovative leader in Time Billing & Project Management solutions, announced today the release of BillQuick 2009, a major upgrade to the affordable business software application that simplifies time tracking, project management and billing. Focused on maximizing billable hours in professional firms, the latest version gives businesses the ability to do more with less time and resources.

“To survive the current economic slowdown, businesses must optimize processes and eliminate all overheads related to repetitive tasks. BillQuick 2009 is packed with features to achieve process optimization and therefore offset the slowdown with improved productivity.” says Shafat Qazi, President and CEO of BQE Software.

(See the full press release.)

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As part of your membership in the BillQuick Reseller Program, you can request sample licensed copies of BillQuick and add-on modules. The software is licensed to your company (with “Sample” in the company name). Please send an email requesting BillQuick 2009 and other modules to the Channel Manager.

Computing the Ideal Bill Rate

Many firm owners and managers do not take into account all the key elements that make up an ideal bill rate for an employee. As their advisor, you want to impress them with the depth of value you bring to the table . . . and that you are practical in your approach.

This short video identifies the key elements, including overhead multiplier and utilization rate, and show you how to compute the ideal rate using information that’s readily at hand. It is practical, proven way to compute the ideal bill rate without getting so deep into concepts and details that your clients’ eyes gloss over.

After watching the video, proactively talk to your clients. Help them not only survive the current economic times, but thrive now and more so when the business cycle turns up again. Of course, fine tune the approach to their needs.

Click here to watch the video.

Stay or Go – The Dilemma of Change

Change is the toughest thing we humans do. Poor testing, poor support and sunsetting software like Deltek Advantage, Sema4, FMS/Wind2 and others )in the Architect/Engineering space, for instance) are all coming at a tough time. Sometimes your clients have the problem of their current software just not being right for them now.

Your clients can’t wait. They need to invest now, making wise decisions to optimize productivity to survive the down cycle and to be ready to capture opportunities when the cycle turns up again.

Isn’t it time you help them find an alternative that delivers what they want and need and doesn’t suck them dry? Isn’t it time for a stable solution from a company that appreciates them?

Bottom Line: Thousands of professional services firms face the dilemma of change. In these tough economic times the risks and costs looming down on them are not insignificant. Are you going to wait for them to act or are you an advisor who advises.

Learn more about this by reading Should I Stay or Should I Go? in the January 2009 issue of the BillQuick eLetter.

Training – Managing Your Business with Web Suite

• Are you spending hundreds of hours cutting and pasting and re-entering time and expenses?
• Do you need to capture time in-office, in the field, in satellite offices, or from consultants?
  
• Are project managers in and out of the office, making it tough to review and approve time and expenses for billing?
• Are busy project managers in the field or in multiple locations slowing the billing cycle?
• Got SmartPhones and wish you could do more with them?

The dynamics of remote users, multiple offices and outsourced staff can waste hours every month and slow cash flow.

You need to attend the Managing Your Business with Web Suite training session.

Principals and partners will learn how Web Suite significantly improves productivity. Even the simple act of capturing time anywhere, anytime can add tens of thousands to profits each year. Project managers can be as productive on the road as they are in the office.

It all comes down to. . . It’s All About Time. Taking this truism to heart results in more billable hours that are more accurate and complete, and fewer wasted non-billable hours. Billing is not delayed. Report review becomes anytime, anywhere.

Bottom Line: Managing Your Business with Web Suite will help you gain the most out of Web Suite and improve your productivity.

When: Thursday, January 22, 2008 9:00 AM – 10:30 AM PST
Price: $145.00 per attendee
To Sign Up: http://sites.fastspring.com/billquick/product/timeandexpensetrackingwithwebsuite
(Click the Order button)

After paying for the training, check your email. You will receive a link to complete your training registration. You must complete the registration to attend the training.

Training – In-Depth BillQuick-QuickBooks Integration

There is an opportunity to go deeper into the BillQuick-QuickBooks integration, learning best practices and more advances topics. This can help you AND YOUR CLIENTS better understand the depth and breadth of our integration with QuickBooks. The session is the same one delivered by Irfan Qazi, our BillQuick-QuickBooks guru, to a Wowed! capacity crowd of BillQuick customers.

NOTE: The training session is commissionable to BillQuick Advisors.

Integrating BillQuick and QuickBooks has the potential to save hundreds of hours each year. Accounting staff and others can build on the basics and learn about how BillQuick handles important items with QuickBooks, including:

• QuickBooks Classes
• Retainers
• Discounts
• Vendor Bills
• Checks
• Employee Expenses
• Invoices

The session will also look at BillQuick’s Smart Matching capability and share best practices about which tasks to do in BillQuick and which ones to do in QuickBooks.

With the extended Question and Answer period, you and your clients will gain even greater insight and get the most out of BillQuick and QuickBooks and improve your productivity.

Click Training Checkout to sign up for the session. Once payment is confirmed, you will receive an email with a link to complete your registration.

Getting a Quote for Customized Invoices & Reports

(Part 2 of a 2-part post)

Part 1 discussed:

• What does “Customization” mean
• Why you might customize BillQuick invoices, statements and reports
• Customization options
• Which option is best for your client

For the do it yourself/let the client do it options, a quick summary of requirements and consulting services was included.

Advisors: Remember that you are commissioned on all product and service sales delivered to BQE Software. This includes consulting services.

When will a customization situation arise?

There are several situations when your client might consider customizing an invoice, statement or report.

1. You raise this as an option when doing a needs analysis, workflow analysis or when working through a quote with your client. Invoices, statements and reports content and how they are laid out (presentation) should be part of every needs analysis.
2. Your client tells you that BillQuick invoices or reports “just aren’t right” or “are not adequate” during a follow-up visit or call.
3. Your client tells a BillQuick Support Rep, BillQuick Certified Trainer or BillQuick Certified Consultant invoices or reports “just aren’t right” or “are not adequate”.
4. Your client learns about the customization option through BillQuick Help, the BillQuick Reference Guide, or the BillQuick eLetter.

To maximize your client’s satisfaction with you and with BillQuick, the best time for customization to come up is the needs analysis or quote. Your client does not feel like there was a “gotcha” hidden from them. During the early stage of a new relationship, clients are more open to what they will invest to gain desired benefits. Learning about this option later can sometimes frustrated clients.

How to get a quote for report customization?

The BillQuick Report Team can customize standard BillQuick invoices, statements and reports, as well as create customize output to your client’s specifications. Templates can be defined for output to a printer, as PDF file, in an Access database file, in a comma separated value file, and other formats.

Follow the steps below to obtain a quote:

1. Review the standard templates (invoices, statements, reports) included with BillQuick to determine if one is close to what your client wants. Print a sample copy of the invoice, statement or report. Customizing an existing template takes less time than creating one from scratch – for you, your client and for the BillQuick Report Team, thus reducing the overall investment.
2. If there is no standard template like what your client needs, create a mock up or obtain an existing sample from your client’s files.
3. Mark up the sample template. Note where changes should be made. If special process is required, such as presenting a subset of data or presenting details in a summary form, make a note of this.
4. Fax or scan and email the marked up template to the BillQuick Report Team Manager or the BillQuick Reseller Channel Manager.
5. The BillQuick Report Team Manager will review the customization needed. If necessary, he will contact you with questions. Typically, you have a quote within 72 hours.

How to submit a sales order for report customization?

To ensure proper credit – both for your commission and addition to your accumulated sales, do the follow when submitting a sales order for report customization.

1. After confirming with your client to go ahead, use the quote to complete the BillQuick Advisor Order Form.
2. Submit the form to the Channel Manager.

Custom templates will be delivered within 10 business days.

NOTE: If you verbally accept the quote and give the go-ahead to the BillQuick Report Team Manager after discussing the work, be sure to inform the Channel Manager.

NOTE: The BillQuick Advisor Order Form is included in each Advisor’s Welcome Pack. Also, you can download a copy from the Marketing & Consulting Resources blog page.

Advisors: Remember that you are commissioned on all product and service sales delivered to BQE Software. This includes consulting services.

The BillQuick Report Team Guarantee

All work will be to the client’s satisfaction.

If BQE Software changes the run-time version of Crystal Reports built into BillQuick and this impacts any custom invoice, statement or report, the template will be updated at no charge to the client.

Customize Invoices & Reports?

(This is Part 1 of a 2-part post)

Any BillQuick invoice, statement or report can be customized.

What does “Customization” mean?

Customization means some aspect of a standard BillQuick invoice, statement or report, called a “template,” is changed in some way. This might involve:

• Adding a special-size company logo
• Replacing the entire company “letterhead” area with the company’s standard letterhead
• Adding or removing columns of data
• Rearranging invoice memos or detail time and expense memos
• Adding or removing a billing and payment history block
  
• Add or removing an invoice aging block
• Creating a new summary invoice page with details on a second page
• Adding a profit percentage column
• Adding a profit multiple column
• Adding a bar or pie chart to a report
  

Customization also means a template is created from scratch. A sample or mock-up of an invoice, statement or report is used. Also, instructions (specifications) define the data to pull from BillQuick and how to process it before placing it in the right place in the template. These instructions also describe the presentation (text, graphic) and desired output (printer, database file, etc).

In short, there is a lot the BillQuick Report Team can do for your client.

Why Customize?

Invoices and statements sent to customers of your client reflect the firm’s professional image. This is no small part of their marketing and branding with clients. Also, clients want invoices and statements that clearly and effectively communicate the work done and financial information.

For reports used in a client’s firm, the greatest benefits are gained when information matches their  management style. Because styles vary among firms, this can be a major source of efficiency and time savings. Always remind your clients about this. What information is presented and how it is laid out is often an unconscious expectation among clients.

What are your customization options?

1. Outsource to the BillQuick Report Team.
2. You do it yourself for a BillQuick customer.
3. A BillQuick customer does it.

Which option is best for your client?

If your firm or your client has a Crystal Reports programmer on staff and they have time to do the work, then using them is the best option. See Do It Yourself or Client Does It below.

In most situations, you will want to outsource the work to the BillQuick Report Team because:

• No one has adequate skills.
• Time to do the work is in short supply.
• Crystal Reports experience is not used everyday, resulting in more time for the relearning process and doing the work.

In short, there is a real, often overlooked, cost for doing. Whether done by you or your client, time that is otherwise billable at a good rate can be lost.

To get a quote from the BillQuick Report Team, see Part 2 – Quote for Customized Reports & Invoices.

Do It Yourself or Client Does It

All standard invoice, statement and report templates included with BillQuick can be customized.

To work with a template you need Crystal Reports 10 or later. Also, you need to know how to use Crystal Reports. If you do not, please obtain training and other Crystal Reports services via the Web and a local resource.

BQE Software does not provide technical support for Crystal Reports. However, members of the BillQuick Report Team do provide for-fee consulting services.

Advisors: You are commissioned on all product and service sales delivered to BQE Software. This includes consulting services.

Email Subscription Option

You can now subscribe to BillQuick Advisor by email as well as RSS feed.

At the bottom of the right column, click on the email link. On the Feedburner Email page, enter your email address. Immediately a confirmation email is sent to you. As soon as click the link in the email, your BillQuick Advisor email subscription is activated!

BillQuick Advisor publishes a daily email of new posts and pages at midday.

Updated eBooks Now Brandable to Advisors

Three BillQuick eBooks for Business Managers, Billing Managers and Project Managers have been updated. Advisors can now brand these marketing pieces with their logo and contact information.

Use the eBooks to target information to key individuals within a company. Each eBook provides sample reports and invoices important to owners, principals, partners, accountants, office managers and project managers.

The new marketing piece is located on the Marketing Resources page (password required).

Do you have ideas for other BillQuick marketing pieces or advisor tools?

Updated 25 Reasons Brochure

The 25 Reasons Why QuickBooks Users Need BillQuick brochure is now brandable by BillQuick Advisors. Drop your logo and contact information into the brochure.

Use this small brochure to help clients view their management needs, daily activities and other “pains” in a new light. Rather than twist and wedge QuickBooks or punt into Excel and Word to capture information, help them learn about BillQuick’s flexibility and critical project and business management information. And remind them that BillQuick tightly integrates with QuickBooks.

This new marketing piece comes in two formats:

• PDF ready for download and viewing from the web or an email
• PDF ready for your printer, including color bleeds

The new marketing piece is located on the Marketing Resources page (password required).

If you have an idea for other marketing pieces, please add a comment to this post.

New Brandable BillQuick Datasheet Brochure

Available immediately, the new BillQuick Datasheet can be branded by BillQuick Advisors. Drop your logo and contact information into the brochure and you’re ready to go.

Let them know you are thinking about their future success. Keep a few printed copies of the brochure in your briefcase to give to clients. Also, keep a PDF copy on the Windows Desktop of your laptop and desktop. Be ready to send it to anyone with a few clicks.

Hey, you’re on the road. Keep a PDF copy in your smartphone ready to send to a prospect or client.

This new marketing piece comes in two formats:

• PDF ready for download and viewing from the web or an email
• PDF ready for your printer, including color bleeds

The new marketing piece is located on the Marketing Resources page (password required).

If you have an idea for other marketing pieces, please add a comment to this post.

Avoiding Channel Conflict

BQE Software does not compete with BillQuick Resellers.

But channel conflict, such as BillQuick Account Reps and BillQuick Advisors talking to the same company, will occur. Most often it occurs because:

1. The prospect does not inform the Account Rep or the Advisor that they have been in contact with the other.
2. The Advisor did not submit the sales lead in a timely manner.

To avoid both situations, the BillQuick Reseller Handbook contains quick, easy instructions for submitting sales leads to the Channel Manager at BQE Software. You should think of a sales lead as:

1. A company with whom you discussed BillQuick,
2. A company to whom you mentioned BillQuick, or
3. A company that you believe is a good candidate for BillQuick, but have not yet mentioned BillQuick to them.

Thinking of candidates for BillQuick in this way ensures that someone you targeted as a prospect is not contacted by BQE Software.
When submitting a sales lead, email the following information:

Company Name
Address, City, State, Zip
Contact Name
Contact Email
Phone Number
Industry
Number of Employees

What Happens With This Information

We immediately check for the company and person in our contact system and assign the prospect to you. If there is pertinent information from a prior contact with your prospect, it will be shared.

If the prospect is already in our contact system, the Channel Manager takes extra steps to resolve the situation, ASAP.

Ultimately, the prospect decides whether they want to work with the BillQuick Advisor or BQE Software directly. HOWEVER, we inform the prospect that the Advisor is not alone. They have BQE Software behind them. Whatever they need to serve their needs, BQE Software helps deliver. And we make sure they appreciate that you are local and can offer assistance beyond BillQuick.

What If Your Prospect Calls BQE Software

If your prospect contacts us, here is what happens:

• They are immediately directed to the Channel Manager.
• The Manager answers questions and provides information.
• Because the prospect is yours, they are steered back to you.
• You receive an email from the Manager after the call.

The prospect should be talking to you or you should be on the phone when calling for pre-sales assistance from the Channel Manager. (There are exceptions, of course, but this is the general process.) We encourage you to leverage your efforts and resources off of BQE Software, built it is also imperative that you are part of the solution. The prospect should see your organization and BQE Software as collaborators working for their benefit.

BQE + Advisor = Collaboration

When you sign up to work with BQE Software, you should not subjugate your company identity to BillQuick. At the same time, you should not subjugate or hide BQE Software or BillQuick from the relationship either. In fact, there is no way to hide us from your client. Your client – our BillQuick Customer – sees BillQuick every day. They see phone numbers within the software. And they receive regular communications from us, including:

• The monthly BillQuick eLetter with how-to user and business demos and articles
• Announcements of new and updated products and services
• Announcement of white papers, demos and other useful information
• Announcement of special information webinars
• Marketing promotions
• Technical support renewal letters and email
• Software upgrade letters and email

It is important that you work to establish a strong working relationship with your client. They should view BillQuick products and services as an extension of your expertise and company. For example:

1. During Information Collection (an initial buying stage), you can leverage your clients and your own time by signing them up for a BillQuick Walk-Thru. Delivered by a BillQuick Expert (BQE employee), your client is introduced in a positive way to BillQuick and BQE Software. It demonstrates you have resources behind you.
2. You would perform a needs analysis and discuss workflow with your client. As needed, you would call on the BillQuick Channel Manager to help you (this assistance is called Pre-Sales Consulting). Again, your client’s experience with BillQuick and BQE Software is positive and have shown you have resources to call on. Your client see a solid, substantial collaboration. You and BQE are a team working for their benefit.
3. You would prepare a price estimate. Again, the BillQuick Channel Manager is available to assist as needed.
4. After completing the sale, you would manage the implementation. Again, you have BillQuick Certified Trainers and BillQuick Specialists ready to assist you. You look good to your client because the BillQuick resources you call on help them move forward.

Another benefit of establishing a collaboration image between BQE and your company with your clients is your client is not confused. BillQuick and BQE Software are not nebulous names floating around their desktop. They know you can call on these resources and that they can call on BQE Software directly and receive the assistance they need. Your light shines a little brighter each time they have a positive experience with BillQuick and BQE Software.

Technical Support and the Reseller

Two occasional questions about BillQuick technical support and advisors are:

Do I get free support?

Can I call when my client asks me to help them or when they want me to handle support for them?

BillQuick Resellers receive free demo software for any BillQuick product. Also, resellers can purchase BillQuick products and services for their own company. (Your investment is credited back in full.) Support is included for 30 days (like any new purchase), a reseller needs to purchase an annual support   contract or pay for support on a Per Incident basis.

When it comes to support for your client using BillQuick, if they want you to handle questions then you are free to do so. Simply call and identify yourself as a BillQuick Advisor to the support engineer and tell them the name of the client you are calling for. Your client – the licensed BillQuick Customers – must have a support contract or pay on a Per Incident basis when support is requested. BQE Software does not allow pass-through support services from your licensed software to another licensed user.

Other than for you answering basic questions, we encourage you to train your client to call BillQuick Support directly. Our partnership is about collaboration and BQE being a resource for you and your client.