Timeclock is powerful, yet easy to use. The standard FileMaker menu
has been streamlined. Difficult or potentially dangerous commands have
been hidden. Others have been enhanced to do more with fewer steps.
Navigation has been simplified.
The latest updates include an
International version of Allegro Timeclock in both file formats, which
use no currency symbol. The original versions use a dollar sign ($) for
all monetary fields.
interface is divided into four main tabs:
- where you can store information
about each of your clients, suppliers, etc.
Estimates - where
you can estimate a job
Invoices - where you can
log hours and other expenses, and also generate invoices
Help - where you
can customize Timeclock and get instruction on how to use its features
The need for
searching for records has been greatly reduced. Navigation Panes on the
left side of each tab let you easily find, filter and sort the most
commonly needed records. When you click on a record in a Navigation
Pane, it appears in a Detail Pane on the right. Every client is
automatically linked to his estimates, invoices, and notes. Clutter is
kept to a minimum by allowing you to archive old records and restore
them in one step, if needed.
thumbnails below for screenshots (will open in new window):
record represents one person or organization. They are listed in the
Navigation Pane, on the left side of the screen. Clicking on a contact
name brings up his record in the Detail Pane, on the right. A contact
may have a billing address, a shipping address, and a virtually
unlimited number of representatives.
have a virtually unlimited number of phones and extensions. You may
store one general e-mail address per organization and one personal
e-mail address for each of its representatives. If your e-mail client
is supported by FileMaker, a button allows you to send messages right
from the Contact record.
table allows you to keep a record of your phone calls, meetings, and
other interactions with a contact. The list is automatically sorted by
date and time, with the most recent records appearing at the top of the
||A free form
Notes field is also provided for each record. It can hold plain or
formatted text. This is a good place to store information about a
contact that doesn't fit anywhere else.
If you have
entered the contact's URL in the Website field, the Web subtab will
allow you to view it from within Timeclock. If you leave the Website
field blank, you will see the results of a Google search on the Company
name instead. Radio buttons allow you to switch between this and Google
maps of the contact's addresses.
||You can view a
contact's estimates, invoices, and payments from the Billing subtab.
This is much faster and easier than searching in the Invoices Tab (see
below). The contact's current balance is also displayed. A "Report"
button allows you to print a client's billing history (all invoices and
payments) for any date range you specify.
allows you to archive old estimates, invoices, and payments. You may
wish to do this at the end of a job, or at the end of the year. The
"Unarchived" subtabs show only the records that have not been archived.
The "All" subtabs show both archived and unarchived records. (This does
not effect your reports, which can include both archived and unarchived
request, this new version of Timeclock allows you to generate
estimates. Estimates can include labor costs and materials (expenses).
Like Invoices, Estimates can be printed or exported as pdf files.
Estimates can include comments that appear on the document you give to
your customers, as well as notes that remain private.
||The Invoice Tab
functions like a virtual timeclock. You "punch in" and "punch out" with
the buttons at the bottom of the page. The date and time are entered
automatically, but can be modified if you wish to round the figures up
or down. You can create timesheets for any contact that you have marked
as a "CLIENT" on the Contacts tab. The contact's addresses are
automatically entered when you print an invoice or export it to a pdf
become invoices when printed. The "Punch In" and "Punch Out" buttons
create the line items. The "+" button in the upper right corner of the
grid is used to enter payments, credits and other adjustments. One
timesheet may represent a single day or multiple days. You can also
link Estimates to Invoices.
||You can link
one estimate to any number of invoices, or link a single invoice with
multiple estimates. In the latter case, Timeclock will prevent you from
using the same Estimate Number twice. Estimates are always filtered by
the invoice's contact, so there is no danger in assigning one client's
estimate to the invoice of another.
Timeclock has an integrated Help system that explains its features in
more detail. It is also linked to an HTML page on the Internet that you
can check for additions, corrections, and update notices.
layout allows you to customize your estimates, invoices, and labels
with your business logo and contact information.
THE FOLLOWING FEATURES ARE INCLUDED IN THE SMALL BUSINESS EDITION
||When you login
as an employee, you will see a simplified timeclock interface. Only
your own unpaid hours are shown. You can punch in and out, but you
cannot change the dates and times. You can log out to allow another
employee to login.
administrator and managers see an interface similar to the Freelance
Edition. The Invoices tab has a column with employee numbers
identifying the person who created the row. Dates, Times, Employee
numbers and descriptions are editable. This allows managers to correct
mistakes, such as an employee forgetting to punch in or out.
||A payroll tab,
available only to the administrator (and optionally to managers) has a
record for each employee and all his unpaid hours.
Pay button (or the "+" button) creates a record of each paycheck and
updates the list of unpaid hours. Taxes are computed based on rates
that you can assign on the Help Setup screen.
can be voided by clicking the trash can icon on a row. This also marks
all the hours associated with that check as unpaid and restores them to
||You can archive
checks, to keep the list to a manageable size. Checks can be unarchived
simply by marking a checkbox.
||You can also
add any number of payroll notes to an employee's record.
If Timeclock doesn't suit your needs, you can hire Allegro Data Solutions to modify it or build a
similar solution tailored to your particular business needs.