Company

General Section

• Company ID

  • Description: A unique identifier assigned to the company.

  • Purpose: Used to uniquely identify and reference the company within the system. This value is typically system-generated and can't be changed.

  • Example: TRB1808

• Display Name

  • Description: The name of the company that appears on most public-facing documents, such as invoices, contracts, and reports.

  • Purpose: Ensures consistent branding and clear communication with clients and partners.

• Billing Name

  • Description: The formal, legal name of the company used for all billing and financial transactions.

  • Purpose: This name ensures accurate record-keeping and compliance with financial regulations.

• Country

  • Description: The country where the company is legally registered or primarily operates.

  • Purpose: Used for tax purposes, currency settings, and other location-based system functions.

Main Address and Address on Invoice Sections

• Address

  • Description: The primary physical street address for the company.

  • Purpose: This is the default location for most business operations and correspondence.

• City

  • Description: The city associated with the company's address.

  • Purpose: Provides a location context for the address.

• State

  • Description: The state, province, or region associated with the address.

  • Purpose: Used in combination with the city and zip code to complete the address.

• Zip

  • Description: The postal code for the company's address.

  • Purpose: Ensures mail is delivered correctly and efficiently.

Contact and Other Information

• Phone

  • Description: The main telephone number for the company.

  • Purpose: Provides a primary contact number for general inquiries.

• Phone 2

  • Description: A secondary or alternate telephone number.

  • Purpose: Offers an additional way to contact the company, such as a direct line for a specific department.

• Fax

  • Description: The company's fax number.

  • Purpose: Provides an alternate contact method for transmitting documents.

• ROC Number

  • Description: The company's registration number from the Registrar of Companies (ROC) or equivalent governing body.

  • Purpose: This is a unique legal identifier used to verify the company's registration status.

• Website

  • Description: The company's official website URL.

  • Purpose: Provides a direct link to the company's online presence for more information.

Invoice Settings

• Invoicing in Progress

  • Description: A toggle switch to indicate whether an invoicing process is currently running.

  • Purpose: This is a status indicator. When turned on, it prevents users from starting a new invoicing run while another is already in progress, helping to avoid system conflicts.

• Invoice Running By

  • Description: A text field that shows who initiated the current invoicing run.

  • Purpose: This provides visibility into who started the invoicing process, which is useful for tracking and accountability. It is typically populated automatically when Invoicing in Progress is on.

• Acct Period Closed Through

  • Description: A date picker field that specifies the last date of the closed accounting period.

  • Purpose: This prevents users from creating invoices for dates within a closed period, ensuring the integrity of financial records and reports.

• Rental Minimum Default

  • Description: A currency field to set a default minimum charge for rentals.

  • Purpose: This ensures a baseline revenue for short or low-value rentals. If a rental's calculated cost is below this amount, the system will use this value instead.

Logo and Export Settings

• Logo

  • Description: The company logo that appears on documents.

  • Purpose: Used for branding and professional appearance on invoices and other documents. The Update Logo button lets you change the image.

• Print Logo On

  • Description: A series of toggle switches to control which documents will include the company logo.

  • Purpose: This lets you customize your document output, allowing you to include the logo on Invoices, Quotes, and Tickets as needed.

• Export Format

  • Description: A drop-down menu to select the default file format for exporting data.

  • Purpose: This allows you to choose a specific template or format for data exports, ensuring compatibility with your accounting software or other systems.

• Show Job Name

  • Description: A toggle switch to include or hide the job name on invoices.

  • Purpose: This gives you flexibility in how much detail is shown to your clients on their invoices.

Export and Display Settings

• QB Export Job Name

  • Description: A toggle switch to include the job name when exporting data to QuickBooks.

  • Purpose: This allows you to have the job name appear in your QuickBooks records, making it easier to track and match invoices.

• Show Job Address

  • Description: A toggle switch to display the job address on invoices.

  • Purpose: Provides clients with the physical location of the work performed, which is often required for billing and project management.

• QB Tax Preference On

  • Description: A toggle switch to apply tax settings from QuickBooks to invoices.

  • Purpose: This ensures consistency between the invoicing system and your QuickBooks tax configurations, simplifying financial reconciliation.

• Print Called In Date/Time on Tickets

  • Description: A toggle switch to show the date and time a job was called in on the ticket.

  • Purpose: Provides a record of when the job was requested, which can be useful for scheduling and billing disputes.

• Default Misc. Items and Sale Items as Taxable

  • Description: A toggle switch to automatically mark miscellaneous and sale items as taxable.

  • Purpose: Simplifies the invoicing process by setting a default tax status for these items, reducing manual entry errors.

• Print All Items On Tickets

  • Description: A toggle switch to display all equipment currently on a job site on a return ticket, even if only one item is being returned.

  • Purpose: This provides a complete inventory overview for field personnel. It helps them identify and pick up any additional equipment that needs to be returned, preventing unnecessary trips and ensuring all items are accounted for.

• Allow Void Exported Invoices

  • Description: A toggle switch that enables the ability to void invoices that have already been exported.

  • Purpose: This is a control mechanism for financial integrity. When off, it prevents the voiding of invoices that have already been sent to your accounting system, avoiding discrepancies.

• Invoice Format Default

  • Description: A dropdown menu to select the default layout for new invoices.

  • Purpose: This sets the standard appearance of your invoices, whether it is a summary view or a detailed breakdown, in either portrait or landscape orientation.

• Invoice Prefix

  • Description: A field to enter a custom prefix for all invoice numbers.

  • Purpose: Allows you to create a unique and organized numbering system for your invoices (e.g., "INV-", "TRB-").

• Division Default (for Foundation/MAS export only)

  • Description: A dropdown menu to set the default division for exporting data to Foundation or MAS accounting systems.

  • Purpose: This ensures that financial data is correctly categorized by department or division when exported to specialized accounting software.

• Print Sub Items on Invoices

  • Description: A toggle switch to display sub-items (e.g., individual components of a larger product) on invoices.

  • Purpose: Provides a detailed breakdown of the items and services a client is being charged for.

• Include Tickets in Emailed Invoices

  • Description: A toggle switch to automatically attach the corresponding job tickets when emailing an invoice.

  • Purpose: Streamlines the billing process by providing clients with all relevant documents in a single email.

• Retainage Percent

  • Description: A percentage field to specify the amount of retainage to be held back from a total payment.

  • Purpose: This is a common practice in construction and project-based industries where a portion of the payment is held until the project is completed satisfactorily.

• Retainage calculation

  • Description: A dropdown menu to select how retainage is calculated (e.g., Pre-Tax or Post-Tax).

  • Purpose: Determines whether the retainage percentage is applied to the subtotal before or after taxes are added.

• Invoice Batch Download Type

  • Description: A dropdown menu to select how a batch of invoices is downloaded.

  • Purpose: This lets you choose whether to download all invoices in a single combined file or as individual files within a compressed folder.

• Send Attachments With Invoice

  • Description: A toggle switch to include any attachments from the job with the emailed invoice.

  • Purpose: Ensures that all supplementary documents, such as photos or reports, are sent along with the invoice to the client.

• QB Export Job Name

• Description: A toggle switch to automatically check the Export Job Name option when creating new customers.

• Purpose: To export invoices into QuickBooks as sub-customer records under the main customer. This associates the invoice with a specific job number and address, rather than just the customer, for more detailed tracking.

• QB Tax Preference On

• Description: A setting that reflects your QuickBooks sales tax preferences.

• Purpose: To ensure that the tax calculations on exported invoices are consistent with your QuickBooks setup, streamlining financial data synchronization.

• Default Misc. Items and Sale Items as Taxable

• Description: A checkbox that, when selected, will automatically mark miscellaneous and sale items as taxable when added to a ticket.

• Purpose: To save time and prevent errors by defaulting the tax status for items not on a price list.

Allow Void Exported Invoices

• Description: A toggle switch that enables certain users to void an invoice that has already been exported to your accounting software.

• Purpose: To allow for corrections. If this is checked, you can void an invoice in the system, but you'll need to remember to manually void it in your accounting software as well to maintain accuracy

• Invoice Prefix

• Description: A field for adding a two-character prefix to all invoice numbers.

• Purpose: To create a unique and organized numbering system for your invoices, such as "INV-" or "TR-"

Print Sub Items on Invoices

• Description: A toggle switch to include sub-items, like specific sign legends, on the printed invoice.

• Purpose: To provide a more detailed breakdown of services or products, offering a higher level of detail on the invoice for the customer.

• General Invoice Message

• Description: A field for a message that appears in the subtotal area of every invoice.

• Purpose: To provide consistent, important information to all customers, such as holiday hours, a company website, or professional certifications.General Invoice Message (bottom)

• Description: A second message field that prints in a condensed font at the bottom of every invoice.

• Purpose: To convey additional, often legal or financial, information such as details about finance charges or rental minimums.

• Print Called In Date/Time on Tickets

• Description: A toggle switch to print the date and time a job ticket was entered on the ticket itself.

• Purpose: To provide a record of when a call was received. If you don't enter tickets as the call comes in, you may want to uncheck this box to avoid confusion.

Print All Items On Tickets

• Description: A toggle switch for return tickets that displays all equipment currently on a job site, even if only a single item is being returned.

• Purpose: To give field personnel a complete list of items at the job site. This helps ensure they don't miss any other items that need to be picked up, reducing the need for repeat trips.

Invoice Format Default

• Description: A dropdown menu to select the default invoice format for new customers.

• Purpose: To standardize the layout of your invoices, ensuring a consistent and professional appearance for all new customer accounts.

DWM Settings

• Allow DWM Pricing: This setting enables or disables the Daily, Weekly, and Monthly (DWM) pricing model. When enabled, your system can calculate prices based on a day, week, or month.

• DWM Process Type: This dropdown determines how the DWM pricing calculations are handled.

  • Simplified: Uses a straightforward calculation without complex proration rules.

  • Standard: Offers more granular control and complex proration options for specific billing scenarios.

• Do Week Proration: When enabled, this feature calculates a partial week's charge for billing. This is useful for customers who start or end their service mid-week.

• Do Month Proration: When enabled, this feature calculates a partial month's charge for billing. This is useful for customers who start or end their service mid-month.

• First Billing Prorate Type: This dropdown determines how to calculate the prorated amount for a customer's first bill.

  • None: No proration is applied to the first bill.

  • Week: Prorated based on the number of weeks in the first billing period.

  • Month: Prorated based on the number of months in the first billing period.

• Last Billing Prorate Type: This dropdown determines how to calculate the prorated amount for a customer's final bill.

  • None: No proration is applied to the final bill.

  • Week: Prorated based on the number of weeks in the final billing period.

  • Month: Prorated based on the number of months in the final billing period.

• Use Calendar Days for Proration: When enabled, the system will use the exact number of days in the calendar month for proration calculations (e.g., 28, 30, or 31 days). When disabled, it will use the value entered in the Custom Days for Proration field.

• Custom Days for Proration: This field lets you define a specific number of days to be used for all proration calculations instead of using the calendar month. This is helpful for standardizing billing regardless of the number of days in a given month.

Email Invoices section 

• Enable Email Invoices: This is a simple toggle switch to turn on or off the automatic emailing of invoices.

• From Email: This is the email address that will appear as the sender for all invoice emails.

• Invoice CC Email: The email address(es) added here will receive a carbon copy (CC) of all invoice emails. This is a great way to keep an internal team member or a specific department informed.

• Invoice BCC Email: The email address(es) entered here will receive a blind carbon copy (BCC). These recipients are hidden from everyone else on the email thread, which is useful for discreet record-keeping.

• Send Attachment As: This drop-down menu determines how the invoice file is attached to the email.

  • Always send as a link: The invoice file is not attached directly. Instead, the email contains a secure link for the recipient to download the file. This is ideal for avoiding large email attachments.

  • Send as an attachment: The invoice file is always sent as a direct attachment, which is the most common and convenient method for recipients.

  • Send as link if file size is too large: This is a flexible option. The system will attempt to send the invoice as a direct attachment, but if the file size exceeds the threshold you set, it will automatically switch to sending a download link. This is the most practical choice for handling both small and large files.

• Size Over Above in MB (Max allowed 20MB): This field works with the "Send as link if file size is too large" option. The number you enter here is the file size limit (in megabytes). If an invoice is larger than this size, it will be sent as a link instead of an attachment.

• Link Valid For In Days (Max 30 Days): This field specifies how long the download link for the invoice will remain active. After this time, the link will expire and can no longer be used.

• Subject: This field allows you to customize the subject line for invoice emails. You can use dynamic placeholders, such as [Invoice Number], [Job Address], etc., to automatically include specific information for each invoice.

• Body: This is the template for the main body of the email. You can write a standard message here, which will be used for every invoice email.

Default Report Formats section

• Delivery Ticket: This dropdown allows you to select the default format for delivery tickets.

• Return Ticket: This dropdown allows you to select the default format for return tickets.

• Sale Ticket: This dropdown allows you to select the default format for sale tickets.

• Striping Ticket: This dropdown allows you to select the default format for striping tickets.

• DTC Ticket: This dropdown allows you to select the default format for Daily-Traffic-Control(DTC) tickets.

• Service Job Check Ticket: This dropdown allows you to select the default format for service job check tickets.

• Driver Instructions Format: This dropdown allows you to select the default format for driver instruction sheets.

• View Format: This button allows you to preview the selected format before saving.

• Quote Format: This dropdown allows you to select the default format for quotes.

• Send Site Photos With Ticket?: A toggle switch to include photos of the job site along with the ticket.

• General Conditions: This text box contains the default terms and conditions that will be included on printed tickets at the bottom.

Job Settings

This section explains the purpose of each field within the Job Settings section of your company screen.

• Job ID Automatically Created: This toggle switch controls whether the system automatically generates a unique ID for each new job or if a user must enter it manually.

• Job ID Prefix: This field allows you to set a custom prefix for all automatically created Job IDs (e.g., entering "TCR-" would result in Job IDs like "TCR-12345"). This field is only active if "Job ID Automatically Created" is enabled.

• Default Rate Type: This dropdown menu sets the default billing rate for new jobs. The options include "Daily" and  "Daily Weekly Monthly", often abbreviated as DWM in the industry. 

• Enable Duplicate Job Check: When this toggle is enabled, the system will provide a warning if you try to create a new job that might be a duplicate of an existing one by checking for matching customer job numbers and job addresses. This helps prevent data entry errors.

• Notify When Contracts Are Expiring: This toggle switch enables automatic notifications to alert you when a job contract is nearing its expiration date.

• Limit Line Items to Price List: When this toggle is enabled, TCR restricts the items that can be added to a job to only those on the job's price list. This helps ensure consistent pricing and accuracy.

• Limit Sale Items to Price List: This toggle switch is similar to the "Limit Line Items" option, but it specifically applies to items on a sales transactions. When enabled, it ensures only items from the job price list