Clients & Profits SQL is an Oracle- or SQL Server-based version of Clients & Profits Pro. It is a high-performance, scalable, and customizable agency management system for large agencies with multiple locations.
Set up accounts for both active and prospective clients. Track contacts and activities with diary entries. Keep billing information such as billing rates, finance charges, and sales taxes. Track budgets, jobs, and billings with client projects. Schedule automatic monthly retainers. Review open jobs, billings, account balances, and year vs. year stats by client.
The integrated one-write, double-entry General Ledger supports 24 accounting periods with a customizable Chart of Accounts that can contain an unlimited number of accounts for up to 99 profit centers. It tracks client deposits, client payments, and account balances. Checks can be written for employee expense advances, vendor payables, or direct purchases from any number of checking accounts. Overhead expenses can be tracked with built-in budget reports. Media WIP is integrated with job costing and billing, so it is self-reconciling. Payroll entries can be imported from CheckMark Payroll or keyed in from a third-party payroll provider.
Nine different billing types (i.e., job billing, estimate billing, progress/final billing, multi-job billing, media billing, retainer billing, advance billing, miscellaneous billing, and finance charge) can handle any kind of billing need for even the most demanding clients. Bill clients for jobs at any point during their progress, whether the job is finished or not. Any job can be billed any number of times for any billing amount. Billing amounts are applied to job costs, automating WIP. Advances and retainers can be billed to jobs and clients, respectively. Sales tax is automatically calculated and summarized on a special sales tax report. Printed invoices look like estimates to prevent payment-delaying questions from clients.
Print a complete set of financial reports including the Income Statement, Trial Balance, Balance Sheet, audit trails, account ledgers, budgets, cash flow, WIP, and financial ratios. Analyze profitability and productivity for any time period by job, client, AE/team, project, and more. Best of all, financial and management reports can be printed at any time during the month, as well as for any month during the year. Forecast cash requirements with the calendar-based Cash Flow tool. An overhead allocation tool lets you split the agency’s overhead expenses automatically using different user-defined formulas. Financial data can also be accessed by Crystal Reports, Microsoft Access, Excel, and other programs via ODBC.
Add and print purchase orders that update job tickets automatically. POs can be added for job costs or agency overhead purchases. Purchase orders can be approved online. POs and vendor invoices are automatically reconciled without double-entry when the invoice is entered into Accounts Payable. Vendor invoices can be added for job costs, overhead expenses, or both at the same time. Staff members can enter their hours using a pop-up time card or a weekly time sheet. In-house expenses can be entered from expense reports, and are automatically reconciled with employee expense advances. Costs for internal charges (e.g., film, output, CDs, etc.) is calculated automatically from a customizable price list.
Open online job tickets for any kind of work. Creative briefs, work orders, and printing specifications forms describe the scope of every job. Estimates can be created from jobs without rekeying. Define billing rates, contingencies, and specifications for similar types of jobs to prevent errors and confusion. Add change orders to document revisions. Review the job’s progress and work in progress at any point from any computer. Close a job with a single mouse click.
Media Planning & Buying
Open media estimates, broadcast media plans, and print media plans to planning weekly, monthly, and quarterly media schedules. Create insertion orders automatically from media plans and estimates without rekeying. Insertion and broadcast orders can be automatically billed with a single mouse click. Import media buys from media buying systems such as SmartPlus, Strata, and TAPSCAN.
Print daily job status reports, weekly traffic reports, and work-to-do checklists for creative and production staff without rekeying data. Track jobs by production status and billing status. Manage both billing and unbillable (pro-bono) jobs. Traffic reports highlight the job’s milestones. Job schedules show due dates for individual tasks assigned for staff members. Sub-tasks allow a task to be delegated among several people, each with its own production details and deadlines. Print timeliness for each job’s deadlines. Production and traffic reports show up-to-the-minute job data, so are always dependable. Anyone can update job status, milestones, and schedules any time, including from their time card.
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