This is a quick breakdown of how Yachtware works, and how you and your team might use it.
Add a Task
Begin by adding a task. Give your task a quick description to enable you, and others, to easily recognise it further down the line.
Add other details where necessary:
- Assignee: the team member who is responsible for this task.
- Contractor: this may be determined at a later point, when a quote is approved.
- Group: which department your task belongs to.
- Trade: what kind of task this is.
- Start date: when this task started.
- End date: give this task a deadline where appropriate.
- Attachments: you can optionally upload images and documents pertaining to this task (you can also take photos with your smartphone and attach them directly to the task).
- Comments: leave relevant comments for yourself and others.
- Status: this will be pending by default. You can change it here, or leave it to alter automatically depending on the status of the quotes and invoices further along the line.
Financial details will be displayed on your task once they’ve been added during the invoicing process.
Once you’ve saved the task it will be discoverable in the list on the main tasks page. Filter any one of the columns to find it more easily.
Once you have a task, you can collect quotes and add them to the system. Begin by giving your new quote the most important details: a reference number and a date. Then enter the currency and the value.
You’ll then be able to add the following:
- Task list item: find the task this quote relates to in the dropdown list. Once the task has been chosen, the relevant “Group” and “Trade” will be automatically displayed.
- Contractor: assign a contractor to the quote. If the contractor isn’t available in the dropdown list, you’ll need to create it via the “Contractors” page.
- Attachments: upload relevant images or documents pertaining to this quote. As with all of Yactware’s attachment functions you can use your smartphone to take a photo and attach it directly.
- Comments: leave any relevant comments which may help you and your team.
- Status: this will be pending by default, but you can change it to rejected or approved at any stage. If you change it to approved the value of this quote will automatically be displayed in the financial details of the associated task.
Once you’ve saved the quote it will be discoverable in the list on the main quotes page. Filter any one of the columns to find it more easily.
Upon editing a quote you’ll see an additional option: “View purchase order”. Click this to open a purchase order for this quote, which you can print or save directly from the browser.
This process should be intuitive by now–adding an invoice is very similar to adding a task or a quote. When adding an invoice give it a reference number and a date, along with a currency and the amount. Then add:
- Contractor: this is a required field, but might not necessarily be the same contractor as listed on the original quote.
- Tasks: use the dropdown to find the task this invoice pertains to, then enter the amount invoiced. If this invoice covers more than one task, add another by clicking “New Work List Item” and repeating the process.
The total value of all the tasks itemised on your invoice will be cross-checked with the invoice value. If they don’t equate, you’ll be warned.
- Attachments: as usual, you can attach relevant files (perhaps the invoice PDF itself) to the invoice.
Once saved, the status of each task featured on the invoice will automatically be changed to complete.
At any stage in the process you can check progress by visiting the dashboard. Here you can see the status of all tasks and get a sense of how much remains to be done.