Finance Manager

Autotask setup

PERMISSIONS  Manager (system)

Timesheet approver: the Business Owner user account that was created by our provisioning team.

What finance managers do

As the finance manager, your job is to ensure that you send accurate and timely invoices to your customers:

  • You will set up billing agreements called contracts for each customer and effectively determine how your local organization gets paid for goods and services.
  • You will review, approve, and post labor, materials, expenses, and subscriptions.
  • You will generate invoices for your customers.

How Autotask adds value

Autotask provides the tools that enable even small organizations to act as a Managed Service Provider instead of a break-fix shop. This is accomplished through the use of contracts (which in Autotask means "billing agreements"). Contracts allow you to do the following:

  • You can individually adjust prices for goods and services using a Time & Materials contract.
  • You can manage prepaid blocks of hours using a Block Hour contract.
  • You can offer managed services using a Recurring Service contract.
  • You can review and approve all items before they are posted to the customer account.
  • You can generate invoices out of Autotask or export them to your accounting software.

Background reading

NOTE  In order to really understand Autotask, you should understand how Autotask converts time into money. Refer to How Autotask Turns Time into Money.

Autotask pages you will work with

In your role as finance manager, you will mainly work with the following Autotask forms:

Dashboard

We have configured a dashboard tab specifically for the billing manager. Refer to Finance Manager.

Contracts

Contracts determine how the time and materials your technicians are tracking on tickets are converted to revenue. We will get you started with Time & Materials, Block Hour, and Recurring Service contracts. For everything you need to know about contracts, refer to About contracts.

Approve & Post page

On this page, you have the opportunity to review all potentially billable transactions that can appear on a customer invoice. For everything you need to know about Approve & Post, refer to About the Approve & Post page.

Invoicing / Items to Invoice page

On this page, you will generate the invoices that are sent to the customer or exported to an external accounting software. Refer to About Invoicing.