Beyond being excellent reporting tools, the INTERAC manager applications (HR Manager, Job Manager and Equipment Manager) also allow users to manage related documentation. 

Each includes the ability to: ​

• View attached documents 
• Add new PDF documents
• Scan paper documents to attach them

HR Manager provides access to manage all sorts of documents associated with the employee master record. 

Job Manager handles documents linked to the job master record, like contracts, and change orders as well as documents linked to the transactions, for things like the invoices for materials, and subcontractors. 

Equipment Manager allows users to manage all the equipment related documentation from the Equipment Cost system. 

Click here for a quick overview of these document management features.

Wouldn’t it be nice if your clients could just write their accounts payable checks without having to have a license, or learn to use accounts payable? With INTERAC Checkbook, that’s exactly what they can do. It really is as easy as an electronic checkbook, complete with check printing capabilities, and it generates the transaction file for updating in Accounts Payable and General Ledger. 

Think of INTERAC Checkbook as a simplified, remote Accounts Payable system. The client can write checks, record receipts, and even enter miscellaneous AP transactions, all of which are submitted to your INTERAC Client Accounting system for processing. Checkbook can be run as a stand-alone application at the client site, hosted on a cloud server, or on your in-house Terminal Server. 

Checkbook integrates with Accounts Payable, making the entire process easier for both you and your client. 

• Manage the vendor master records from either Checkbook or AP.
• Enter invoices and print checks, just like a checkbook.
• Enter cash receipts.
• Enter miscellaneous AP transactions.
• It submits the transactions, ready for processing in AP and distribution to General Ledger. 

Checkbook also provides an instant check register view and printable report, along with a complete selection of Accounts Payable reports from the INTERAC report library. 

If you need an easy to use solution to help your clients manage their accounts payable processing, INTERAC Checkbook may be just the solution you were looking for. 


Other Resources:
INTERAC Checkbook Brochure

As software tools have become vital to the long term success in business, your software vendors need to become part of your team as technology partners. If your current vendors are not considered partners, why not? If it is due to issues in your organization, I would encourage you to reevaluate. On the other hand, if you have tried and are unable to establish this sort of relationship with an established vendor, it may be time to search for a replacement.
 
Before you go to the expense and disruption of a complete software conversion, explore the areas of need and concern with your existing vendors. Although there are times when a conversion is the right answer, it is not something that should be taken lightly. Look for a “partner” not just a vendor, one you will be comfortable with for at least the next ten years. With hundreds of software solutions available that may provide the basic features and functionality you need, the support and training to help your team make the most of them should be a key factor in selecting your next software partner.

Don’t be afraid to ask. As a software vendor, we are eager to hear from users. We encourage users not to wait until they are frustrated to call for help. Customer support services are offered as a means to assist with finding the best way to accomplish a task using our software tools. Who better to guide you than those who created it. These calls both help the end user and the vendor. The feedback we get from users helps us understand the needs and identify areas where we can improve our applications. It is truly a win – win scenario.
​
It is easy to get “stuck in a rut”, but you don’t have to stay there. Software should be viewed as a tool just like the other tools of the trade. Make it work for you. Take the time to learn to use it in the most efficient and effective way possible. Your software investment should grow with you. It shouldn’t wear out and be disposed of like hardware. Through ongoing upgrades and enhancements, it should become an indispensable tool for maximizing the productivity and profitability of your organization.

Guest post by Adam Stern, CEO of Infinitely Virtual

It’s now part of the conventional wisdom that cloud computing has altered the IT delivery model. The steady embrace of the cloud among businesses large and small does not, however, mean that organizations can or should let their guard down on matters of security and data protection. While cloud server hosting provides compelling benefits, security is an essential part of any discussion of cloud adoption. Mitigating security risks is imperative to creating a comfort level among CIOs and CISOs, to transition applications and data to the cloud.
 
Applications, systems and data all have different security thresholds.  Even in highly regulated industries such as healthcare or financial services, there are cases in which virtual servers make sense. For example, web, mobile and social can be moved to a virtual server without the same degree of security concern as there is for regulated information or mission critical applications.
 
When deciding whether an application, product or service belongs in a cloud server, CIOs and CISOs must consider:

• Type of data or application;
• Service-level agreement; and
• Security environment.

 The decision to move to the cloud, especially the public cloud, should depend on the sensitivity of the data and the level of security offered by the cloud provider. The final question should be whether the business value offsets the risk.
 
Cloud service providers (CSPs) are beginning to put a greater emphasis on security protections, with technologies such as clustered firewalls and intrusion detection and prevention systems (IDPS). In the cloud’s infancy, CSPs touted scalability, initial cost savings and speed. But the prospect of enhanced security in the cloud – indeed, that the better cloud deployments now mean that data is safer in the cloud than on a typical unsecured desktop – has altered the conversation. Organizations assessing cloud service providers can now seek out CSPs whose security controls mitigate the risks of moving to the cloud.
 
When considering a move to virtual server hosting, CIOs and CISOs need to check for audits of a CSP’s security controls.  Look for providers who have passed the SSAE (Standards for Attestation Engagements) No. 16 Type II audit, one of the most rigorous auditing standards for hosting companies.  The audit confirms the highest level of service and reliability attainable for a virtual server hosting company.  To be SSAE compliant, a hosting provider should offer SSL capability, enterprise-level, application level protection, hardware firewall, IP-restricted FTP, managed backups with 14-day retention, advanced monitoring and multi-level intrusion prevention.
​
In addition, an increasing number of CSPs are using the American Insti­tute of Certified Public Accountants’ Service Organization Control process (SOC), the organization’s certification of controls with verification for cloud environments. Some of the larger cloud service providers now publish SOC reports on their security controls. Mandates from CIOs and CISOs may be required before SOC reports are published by all cloud providers.
 
Now more than ever, cloud service providers are realizing that managing security is fundamental to facilitating cloud adoption. Those cloud providers concerned about safeguarding their clients’ data and applications are taking steps to mitigate those risks with tight security controls and transparency regarding those controls. 

One of the challenges that many accountants face is accurately capturing employee time for their live payroll clients. INTERAC provides a variety of solutions to this issue. 

Spreadsheet Time Sheets can be a simple but effective way to gather employee time. A time keeper can enter a whole crew’s time into a single sheet and submit the data. Anyone with basic computer skills can act as a time keeper, and it is very easy to review and edit the data for accuracy before it is processed. 

Clients who utilize time clock systems can generally submit their data in spreadsheet format, making it easy to import. Using INTERAC InterLink import/export utilities, data from a spreadsheet is easily imported directly into payroll for processing, eliminating the errors and time spent with manually keying the data in. 

For clients who need a more complete payroll solution, INTERAC offers the Payroll Data Entry application, which is an easy way to offer just the functionality that is needed. It can be run as a stand-alone application at the client site, as a hosted application on a cloud server, or an in-house terminal server, whatever fits the requirements best. 

Payroll Data Entry is ideal for client installations, particularly where they need the ability to process payroll and print checks in-house. Because it is a subset of the actual payroll application, it offers lots of capabilities:

• It provides complete payroll data entry capabilities because it includes the actual payroll journalizing application. If that is all that the client needs, the transaction files may be submitted for processing.
• Clients can manage their own employee setup, adding and editing employees as needed.
• Where appropriate, clients are able to complete the payroll process, printing checks, and disbursing direct deposits. 
• The system generates the payroll data files for distribution to the General Ledger, but it does not have the ability to post. This prevents posting before they have been reviewed. 

Whatever your situation, INTERAC provides a variety of ways to help streamline your payroll data capture process. 


Other Resources:
Payroll Data Entry Brochure

An all too common pitfall is a reluctance to invest in training. We find that our most successful customers are eager to have new hires trained to use their software tools. In addition to training new users, there is value in an occasional refresher course to be sure that the entire team is taking full advantage of the software tools. With all the new enhancements that are being added, it is easy to get behind and never utilize these new, time saving features.

There is never a good time, so waiting until things slow down, or till business picks up, or whatever excuse you might use, training needs to be a priority that is scheduled and utilized just like you would for safety training or job certifications. The productivity gains realized will more than offset the cost and minor disruption to the routine. For some, it means sending users to training seminars, while others prefer to have a trainer come to them. Webinars are also a very effective way to deliver training. There are lots of options that can be tailored to fit your schedule organization providing your organization with the productivity gains to improve your bottom line performance, and after all, that is really what it’s all about.

User conferences are a great opportunity to learn what is new with your software. Not only will you learn about the latest enhancements and new products from the developer, the exchange of ideas and questions from other users may help you discover new ways of doing things that you would not have otherwise thought of. One of the benefits we consistently hear about from user conference attendees is their opportunity to share ideas with other users.
​
Scheduling routine software reviews with your vendor will help to identify processes that can be improved, features that are not being utilized, and other creative ways to increase productivity. Remember, your vendors work with lots of other users, so they have experience with a variety of ways to approach a given task. Don’t be afraid to take advantage of their expertise and recommendations. They are the most qualified to suggest best practices for their systems.

​Windows Server powers many of the world’s largest data centers, but it also delivers value to small- to midsize business (SMBs).  Windows Server 2012 redefines the server category, delivering hundreds of new features and enhancements that span virtualization, networking, storage, user experience, cloud computing, automation, and more.  For SMBs, virtualizing Windows Server 2012 through a cloud service provider can help transform IT operations, reducing costs and delivering an entirely new level of business value.

But why Windows Server 2012?
 
Windows Server 2012 provides a scalable, highly available platform for mission-critical applications and offers enhanced support for open standards, open source applications and various development languages.  Windows Server 2012 also makes it easier to deploy a virtual desktop infrastructure, and can lower storage costs. Virtual Desktop Infrastructure in Windows Server 2012 enables businesses to access IT from virtually anywhere, providing a rich Windows experience while ensuring enhanced data security and compliance.

For SMBs considering Windows cloud server hosting Windows Server 2012 offers optimum flexibility. Quality cloud service providers (CSPs) provide a number of Windows 2012 hosting plans, along with support for Windows 8 as well. These kinds of plans harness cloud solutions to advance the growth of SMBs.  Windows cloud servers offered through quality CSPs are 100 percent protected, 100 percent secure, 100 percent scalable and deliver 100 percent uptime. 

Windows virtual server hosting using Windows 2012 delivers a host of benefits, from the ability to select a graphical user interface to dramatically simplified licensing.  Its Server Manager offers multi-server capabilities, making it extremely easy to deploy roles and features remotely to physical and virtual servers. Windows 2012 incorporates integrated security features such as Dynamic Access Control (DAC) and adds Storage Spaces, a new feature that enables users to create a storage pool using inexpensive hard drives. Its Hyper-V Replica replication mechanism provides true disaster recovery capabilities to SMBs that might otherwise find that kind of solution unattainable due to cost constraints.

To ensure comprehensive data protection, SMBs considering a move to Windows virtual server hosting should expect free onsite and offsite backup using Application-Consistent Snapshot technology.  With Application-Consistent Snapshots, entire servers or individual files can be restored in minutes in a consistent state. Database and disk transactions are complete and free of data corruption.

Business should also require that their cloud service provider offer Perimeter Intrusion Detection Prevention and Perimeter Anti-Virus/Anti-Malware with Windows virtual server hosting. This ensures that every network transaction is inspected by unique perimeter devices, blocking known attacks and CVEs. Viruses and malware transmitted over unencrypted connections are blocked before they reach the client’s server.  

Windows cloud servers enable SMBs to stay lean and scale instantly when required. They permit organizations to do business anywhere, empowering them to be faster and bolder than competitors who have yet to make the move.

One of the challenges that many organizations face is accurately capturing employee time for payroll. It can be particularly difficult when workers are spread across multiple locations, or job sites. While it is streamlining the data capture process and maintaining the accuracy of the data are critical, it is also important to find a solution which minimizes the burden on the employees responsible for collecting and entering the data. 

Technology offers a variety of good solutions to address this issue. 

Spreadsheet Time Sheets can be a simple but effective way to gather employee time. Whether you use individual employee time sheets, or have a time keeper enter a whole crew’s time into a single sheet, a spreadsheet can easily capture, organize, and submit the data to the payroll system. Anyone with basic computer skills can enter the data and it is very easy to review and edit the data for accuracy before it is processed. Using INTERAC InterLink import/export utilities, data from a spreadsheet is easily imported directly into payroll for processing, eliminating the errors and time spent with manually keying the data in. 

PC and Mobile Applications have become a popular option in recent years. For situations where employees spend most of their time away from the office, these options may be more effective. INTERAC includes several PC based remote time entry options. 

• Payroll Data Entry is an excellent option for remote offices or client installations where they need the ability to process payroll and print checks. Because it is a subset of the actual payroll application, it creates the transaction files for processing, eliminating the import step.
• Job Tracker is designed with the construction job site in mind, allowing the time keeper to submit time for their entire crew from an easy and efficient PC based job cost and equipment cost enabled time entry system.

Time Clocks & Point of Sale Systems are widely used in many businesses. Traditionally time clocks were physical devices which were used to punch in and out. Today’s time clock may be nothing more than a software application on a PC. Many POS systems include the time clock function, allowing employees to punch in and out right from a POS terminal. Virtually any current time clock or POS system will output the data in either CSV, or spreadsheet format, making it easy to import into your payroll system. More advanced systems often have the ability to interface directly with the payroll software, sharing the employee lists and other key setup information. This can be a real time saver, only having to maintain one master employee database.

Whatever your situation, there are a variety of ways to streamline your payroll data capture process with INTERAC. 

In the business world, we must continually change to survive. Your competition is looking for ways to be more competitive and one of the ways to stay ahead is to get the most out of your technology solutions. As software developers, we are continually adding new features and capabilities to our software. Many of these enhancements come about as a direct result of customer feedback. We are always looking for ways to make our software solutions more robust and useful. One of your goals needs to be taking advantage of these enhancements as they are offered.
 
One good example is the electronic Document Management System. Over the course of the last few years, this technology has become mainstream and is now part of many of the integrated ERP software solutions. Most new users struggle with the idea that they don’t need to maintain a file with hard copy documents. Letting go of the paper makes them very uncomfortable, until they have tried it for a few months and realize the time savings and convenience of having all that documentation online. Users find the document management system to be one of the most significant time saving enhancements in recent years.
​
If your organization is like so many we know, there are likely a variety of capabilities in your existing software solutions that you are not taking full advantage of. In fact, there are probably new capabilities that your users aren’t even aware of. Your software vendors should be seen as an extension of your team, willing to work with you to implement their tools to help your team maximize their productivity.

It’s now part of the conventional wisdom that cloud computing has altered the IT delivery model. The steady embrace of the cloud among businesses large and small does not, however, mean that organizations can or should let their guard down on matters of security and data protection. While cloud server hosting provides compelling benefits, security is an essential part of any discussion of cloud adoption. Mitigating security risks is imperative to creating a comfort level among CIOs and CISOs, to transition applications and data to the cloud.
 
Applications, systems and data all have different security thresholds.  Even in highly regulated industries such as healthcare or financial services, there are cases in which virtual servers make sense. For example, web, mobile and social can be moved to a virtual server without the same degree of security concern as there is for regulated information or mission critical applications. 
 
When deciding whether an application, product or service belongs in a cloud server, CIOs and CISOs must consider: 

• Type of data or application;
• Service-level agreement; and
• Security environment.

The decision to move to the cloud, especially the public cloud, should depend on the sensitivity of the data and the level of security offered by the cloud provider. The final question should be whether the business value offsets the risk.
 
Cloud service providers (CSPs) are beginning to put a greater emphasis on security protections, with technologies such as clustered firewalls and intrusion detection and prevention systems (IDPS). In the cloud’s infancy, CSPs touted scalability, initial cost savings and speed. But the prospect of enhanced security in the cloud – indeed, that the better cloud deployments now mean that data is safer in the cloud than on a typical unsecured desktop – has altered the conversation. Organizations assessing cloud service providers can now seek out CSPs whose security controls mitigate the risks of moving to the cloud.

When considering a move to virtual server hosting, CIOs and CISOs need to check for audits of a CSP’s security controls.  Look for providers who have passed the SSAE (Standards for Attestation Engagements) No. 16 Type II audit, one of the most rigorous auditing standards for hosting companies.  The audit confirms the highest level of service and reliability attainable for a virtual server hosting company.  To be SSAE compliant, a hosting provider should offer SSL capability, enterprise-level, application level protection, hardware firewall, IP-restricted FTP, managed backups with 14-day retention, advanced monitoring and multi-level intrusion prevention.

In addition, an increasing number of CSPs are using the American Institute of Certified Public Accountants’ Service Organization Control process (SOC), the organization’s certification of controls with verification for cloud environments. Some of the larger cloud service providers now publish SOC reports on their security controls. Mandates from CIOs and CISOs may be required before SOC reports are published by all cloud providers.
 
Now more than ever, cloud service providers are realizing that managing security is fundamental to facilitating cloud adoption. Those cloud providers concerned about safeguarding their clients’ data and applications are taking steps to mitigate those risks with tight security controls and transparency regarding those controls. 

Going Green is more than just being environmentally friendly. It also means saving time and money, which goes right to the bottom line, putting more green in your pocket. While being environmentally responsible is becoming an important part of being a good corporate citizen, there are lots of reasons to take advantage of the various time and money saving features of the INTERAC accounting system. 

Going paperless with the Document Management System
Besides being more environmentally friendly, you can save lots of time, money, and space by eliminating paper from your routine processes. 

• Automatically generate pdf copies of payroll and AP checks instead of printing paper copies.
• Automatically email these copies to employees and vendors instead of distributing paper copies.
• Receive and process electronic invoices from vendors.
• Submit electronic invoices to your customers.
• Convert all those boxes of paper in the archives to electronic files and eliminate all the hours of filing and free up that space. 

Taking advantage of Direct Deposit capabilities in both AP and Payroll. 
INTERAC will automatically generate and file the direct deposit statements, and it can even email copies directly to employees or vendors. For employees that don’t utilize traditional banking, the ePayCard service may be an attractive option.

Utilizing the Manager Applications 
Easily share critical information with key team members with direct, view only access to all the data they need from a simple point and click interface. All the manager applications also integrate with the Document Management System to allow users to scan, add, and manage the associated documents. 

• Job Manager provides direct access to all the Job Cost information, including documentation.
• HR Manager provides instant access to the wealth of employee information from Payroll.
• Equipment Manager provides easy access to all your Equipment Cost information and documents.
• Report Manager provides each user with their own custom menu of INTERAC reports, and it is integrated with the other manager applications for easy access.

E-File your federal and state taxes instead of printing and mailing the forms. INTERAC will generate the necessary upload files for federal and all 50 states. 
​
These a just a few of the ways you can save time and money and become more environmentally friendly. If you would like to learn more about taking advantage of these options, we would be happy to show you how. Give us a call.

With the proliferation of smart phone technology, employees have come to expect instant access to all their financial information. Beyond just providing the benefits of the ePayCard option, with rapid!Access, your employees now have easy access to manage their account, right from their phone or tablet. 

In a press statement released by the American Bankers Association (ABA) indicated that “Two in five Americans (39 percent) use a mobile device to manage their bank account at least once per month and nearly half of mobile device owners (45 percent) do so.”

The rapid!Access app is available for both iOS and Android devices, so it is compatible with a wide variety of phones and tablets. If you aren’t already taking advantage of the benefits of the rapid! ePayCard and its mobile access, isn’t it time to reconsider?

Here are a few of the benefits you may be missing:

• First Time Login/New Card Activation - all with your mobile phone
• View current balance now with running balance displayed
• Self Service options to update your password, PIN and personal information
• Direct Dial - Connect with customer service from the “Contact Us” tab
• Deposit a check to your card using your smart phone
• View recent transactions
• View transaction details
• Transfer funds
• Enroll & manage text alerts
• Locate an ATM and get driving directions to selected ATMs 

Other Resources:
What would PayCards do for your organization?
(Case Study) Wendy’s franchise saves $50,000, achieves 100% e-Pay with rapid! PayCard
INTERAC ePayCard

​Every machine needs a little routine maintenance, and your scanner is no exception. There are lots of moving parts in a typical scanner, as well as software that must be kept up to date. Following are a few tips that may help you keep your scanners working well for you, and allow you to extend their useful life.

Keeping the Paper Path Clean
It is only logical that, over time, dust, lint, and even small pieces of paper may be left behind in the scanner’s paper path, so keeping it clean should be part of a routine maintenance plan. Keeping the paper path clean and clear will help to prevent document feed issues, and keep your scanner working properly.

Use a damp, lint free cloth to clean the rollers and path, or swab may allow you to reach the tight spaces. A can of compressed air can also be an effective way to clear the dust and lint from internal components. Be sure that whatever you use to clean the paper path does not leave behind any residue. 

Replacing the Document Feed Rollers
One of the first things to wear on a scanner are the rollers in the document feeder. Over time they will wear and become hard, or slick. When this happens, it can cause documents not to feed correctly. If you are experiencing any issues with the way documents are feeding through your scanner, it may be time to replace these rollers.

Intersoft Systems recommends the Canon imageFORMULA DR series scanners. These scanners feature roller kits which are easily replaced by the user, and can be purchased from many authorized Canon resellers. 

Updating Scanner Software
Because there are frequent updates to the operating system software and business applications, it is important to keep your scanner software and drivers current. It is not unusual for updates to these other applications to also require changes to the software that your scanner uses to interface with them. If you experience scanning problems after some other system updates, it may be time to check for scanner software updates as well. In most cases, these updates will be downloadable from the vendor. 

With this in mind, you may also discover that legacy scanners may no longer be supported by the newer operating systems and applications. There comes a point at which the only viable alternative may be to replace old scanners which are compatible with the new systems. 

Additional Resources:

• Selecting an Appropriate Scanner
• Canon Workgroup Scanners

RDX® Media
The entire family of RDX products utilize the same family of drive cartridges, making it really easy to manage a disk rotation, upgrade to add additional capacity, or simply to archive a drive in secure location. To accommodate varied requirements, RDX offers a variety of media types and capacities. 

RDX media is offered in three different versions:

• HDD-based versions with capacities from 500GB to 3TB
  These traditional hard disk drive models work just like the standard drives in your server or workstation and they offer the highest capacity options. 
• SSD-based versions with capacities from 128GB to 512GB
  Solid State Disks may be the right choice where higher data transfer rates are required, or in rough environments where resistance to shock, heat, dust, or humidity can be an issue. 
• WORM (write once, read many) media with capacities from 500GB to 1TB
  Write Once media is the ideal choice for archiving data that must be kept safely, without the option for it to be deleted or overwritten. It meets regulatory compliance requirements, and with its higher capacities, it reduces the number of media required.

Choosing a Scanner
​As you consider the move to an electronic document management system, selecting an appropriate scanner becomes an important consideration. While there are lots of options, they aren’t all created equal. There are some key capabilities that should be taken into consideration as you select the right scanner for your needs.

Flatbed vs Sheetfed
​In most business applications, the goal is to eliminate the handling and storage of all that paper. When it comes to scanning volumes of paper, a sheet fed scanner is the only way to go. Most sheet fed scanners are capable of handling mixed document sizes, so you don’t have to worry about sorting and separating documents before scanning. While there may be occasions that require scanning something that won’t go through a sheet feeder, the vast majority of business scanning will be paper documents.

​To accommodate both, there are scanners which feature both flatbed and sheet fed scan options. Most of the multi-function printer/scanner/copier systems will provide both features. Since many of these are also network capable, they are also easily shared with a workgroup. In working with the INTERAC Document Management System, Intersoft recommends sheet fed scanners, particularly for the personnel who are processing accounts payable invoices, or payroll.

Shared vs Personal
The hours saved through productivity gains should be the primary consideration in determining who should have a personal desktop scanner. In most cases, they will quickly pay for themselves in labor hours saved.
​
The most efficient workflows may necessitate a personal desktop scanner. For example: When processing incoming accounts payable invoices, it may be easiest to scan them as they are being entered into accounts payable. It would not make sense to get up and go to a shared scanner across the office between each entry. When scanning is part of the routine data entry process, a personal desktop scanner will be the right choice.

A shared network scanner may be the perfect solution for those on the team that only occasionally need to scan a document, or for scanning large batches of documents all at once. This feature may already available in your existing copy machine. If so, there is no reason not to take advantage of it. 

Stand-alone vs Multi-function
While it may sound attractive to have all the functions of a printer/scanner/copier/fax machine combined, when it needs to reside on your desktop, size matters. 

Having a dedicated small form factor desktop scanner may prove advantageous. The extra size and features of the multi-function units may just get in the way. For the same reason, you may decide against a flatbed scanner for high volume scan users. 

Before investing in hardware, consider the workflow requirements of each user and select the appropriate scanner options to meet their needs. 

What’s the worst part of losing a grip on your contracting company’s job costs?

Billable costs not making it to the final invoice? The difficulty of identifying which jobs are actually making money? The productivity-killing chore of reassembling ill-managed records?

How about all of the above?

Managing job costs is difficult for any contracting business. After all, the very nature of contracting conspires against making it an easy task. Job work is complex and dynamic. Conditions change. Costs fluctuate.

It’s a constant business challenge. But contractors who give the problem serious attention gain major advantages over competitors who haven’t done the same.

I spoke with Tim Law, Vice President of Sales & Marketing at Intersoft Systems to dig deeper into the job cost software opportunity. Tim is an expert on the topic. Intersoft Systems provides accounting and management software and has a particularly strong focus on meeting the needs of construction businesses. Tim has spent the last 8 years consulting with companies to help them leverage technology to improve management tasks such as job costing.

Q:  How has construction job costing changed in the last 10 or 15 years?

No doubt, the last 10 to 15 years have seen some dramatic changes in technology, and there doesn’t seem to be any end in sight. While many of the changes have brought incremental improvements, some have been real game changers.

The broad acceptance of mobile devices like smart phones and tablets is changing the way things are being done in the field. These are also driving a whole new class of web-enabled software platforms which allow the field to be connected to the rest of the enterprise.

In our experience, electronic document management has been one of the most significant software enhancements in recent years. Beyond becoming a standard feature, this capability offers significant benefits across the entire organization.

Converting all those paper archives to a digital format not only saves the costs associated with maintaining all that paper, it also makes that documentation readily available to the entire team.

Q:  How can contractors use job costing to improve the way they do business?

We like to say: “An accounting system is only as good as the information you can get out of it”. Beyond just capturing income and expenses, a true job cost system must be able to provide accurate and timely information about the jobs in progress.

Things like:

• Tracking costs by phase or cost code to monitor how each portion of the job is performing.
• Comparing these costs with estimated costs to monitor estimating accuracy or spot problems on the job before it’s too late to address them.
• Monitoring billings to ensure accuracy and avoid over payments.
• Comparing historical data can provide all sorts of performance assessments.

Having a system that enables you to create reports in formats that are meaningful to the various team members is critical. Experience has shown us that every company has slightly different preferences for how they want their reporting data presented. This may be the most important consideration for a good job cost system.

​Q:  Do general contractors and subcontractors need different types of software for job costing?

In general, the core aspects of a job cost system are the same for both general contractors and subcontractors. However, there are unique requirements in almost every situation. That is one of the reasons that Intersoft Systems chooses to offer our construction suite in an à la carte model, allowing each contractor to select the appropriate applications to address their particular requirements.

While the core job cost functionality is the same for all, there are a series of specialty applications that may be added to fill out the necessary functionality.

For example:

• General contractors may want the Subcontractor Control system to help them manage contracts, track subcontractor insurance status, and manage the billing cycles.
• Heavy contractors will likely utilize the Equipment Cost system to help manage the revenue, costs, and maintenance for their fleet of machinery.
• Specialty contractors may have a need for an inventory control system to manage the inventory for their maintenance and repair operations. There is a good reason why there are so many viable options in construction accounting and job cost software. It is important for a contactor to select a system that has the appropriate applications to address their specific needs.

Q:  Is there an advantage to having job cost software integrated with other core accounting and business applications?

Having a fully integrated job cost accounting system offers significant advantages.

• Data flows seamlessly between integrated applications
• Eliminates the need for multiple entry.
• Reduces errors
• Streamlines the entire accounting process
• Allows for more sophisticated reporting by having data from interfacing applications available

Integration may mean that one vendor provides all the applications as a unified solution. However, most modern systems are also capable of integrating with 3rd party applications, so you can utilize systems from multiple vendors, and still have an integrated solution.

For example: There are lots of specialized estimating systems that can easily share their estimating data with a variety of job cost systems. Integrating time clock systems with payroll is another common scenario.

Q:  How can contractors tell the difference between good and bad job cost software?

There are a few simple questions that can help a construction firm to determine whether they are being adequately served by their job cost accounting system.

Does it provide:

• Timely job cost reporting that enables you to proactively address issues on a job rather than reacting after it is too late to make a difference?
• Financial reporting information that satisfies you, your banker, your bonding agent, owners, or general contractors you may be working for?
• The tools necessary for your accounting staff to be efficient at providing all this information?

If the answer to any of these questions is no, then it may be time to reevaluate.

Q:  What kind of results can contractors expect when they add job costing software or upgrade to a better program?

There are lots of benefits that come with having the appropriate construction accounting software. It should make the accounting staff more efficient, the management team more effective, and the organization more profitable.

For example, just taking advantage of the electronic document management system brought all of the following business results to one of our long-time users:

• The Document Management Approval System has been a very effective tool in streamlining the entire approval process. Incoming documentation is scanned immediately, coded with the appropriate vendor information and routed directly to the appropriate project manager for review and approval. Each project manager receives an email reminder and they are able to log into their Approval System inbox remotely to review and release documents 24/7. They no longer need to return to the office to access and review their paperwork.
• The AP clerk is able to monitor all the pending documents and hold the appropriate people accountable. As the invoices are approved and released, they flow directly into the AP process for payment.
• DMS has been a great productivity enhancement, allowing the accounting staff to be much more efficient, processing the same volume of work with 20% fewer people.
• In addition to the savings in personnel costs, document management is also saving about $2,000 per year in storage costs for the 20 boxes per year of archives that are no longer being generated. As the remaining archives are replaced by DMS, the net savings will grow to $20,000.

With the INTERAC Laser Check option, you save both time and money by utilizing the less expensive blank check stock and automating the check printing process. With today’s low cost laser printers, why not set up a dedicated check printer to make it even easier. 

Having a dedicated check printer allows you to keep the MICR toner and check stock loaded, so you don’t have to remember to change them before a check run. By adding additional trays to the printer, you can even utilize different colored check stock. This makes it easy to differentiate between AP and Payroll checks, or you may use a different color for each company.  

Intersoft Systems recommends HP LaserJet Pro series printers to work with the INTERAC accounting suite. There are multiple models for which the MICR toner required for check printing is readily available. Before you select a check printer, be sure that MICR toner is available. The Troy Group is an excellent source for MICR toner.

Taking full advantage of the automation options in the INTERAC Laser Check package will allow you to streamline the check writing process.
•    Print the company name and address
•    Print the company logo
•    Print the bank information and routing numbers (MICR line)
•    Print the signature

The time saved by having a check printer always ready may be reason enough, but when you add to that the savings from not having to purchase pre-printed checks will more than offset the investment in a dedicated check printer. The convenience of not having to remember to change the toner, insert the check stock, or rerun the checks when you forget make this a smart choice. If your accounting system doesn’t offer these options, or you aren’t taking advantage of them, we are here to help.

​When implementing the INTERAC Accounting System, particularly in a multi-user setting, the advantages of a Terminal Server (Remote Desktop Services) will become readily apparent. Whether you choose a traditional server, a virtualized server, or a cloud hosted server, the same remote desktop functionality is available. Following are just a few of the key considerations.

Ease of Access
Remote Desktop connections provides the same Windows desktop interface you are used to using, but because the applications run on the server, it can be accessed using a variety of network devices. Make the system available to users on the device they prefer whether it is a PC, tablet, or thin-client. Not only can your office staff benefit, field personnel and remote staff can easily log in and run their business applications on demand. Create an icon on your desktop for easy access to log into the Terminal Server. When logged in, each user gets their own customizable remote desktop on the server, with their applications and user configuration settings. They can even use their own local printers and scanners.

Remote Desktop is an easy way to provide access to the INTERAC suite of applications to workgroups in multiple office locations. All that is required is a reliable internet connection, or you may choose to utilize a more secure virtual private network connection. Either way, all the data and processing is done on the server. Only the keystrokes and display information are being transmitted between the server and end user. 

Mobile field users can also utilize Remote Desktop connections to access the system, providing on-demand access the critical reporting information they need. INTERAC security controls what applications and information each user is allowed to access.

Data Security
Allowing individual silos of data on each PC creates all kinds of data management issues. Knowing that hard drives are one of the most frequent failures on a PC, it is much better to have your files on a server with more robust storage and backup options. 
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Because servers typically have higher grade disk drives and utilize RAID drive configurations to further protect data from drive failures, they are a much more reliable and secure environment for critical data storage. Consolidating the data to a Terminal Server brings the data storage under the control of the server, which allows for much better data security and makes it much easier to assure that important data is properly backed up. This is particularly important with sensitive accounting data. Utilizing proper security protocols, prevents unauthorized access. In addition to Windows server security options, INTERAC security controls which portions of the INTERAC suite each user may access. Centralizing these settings to the server, it is very easy to maintain and update security settings when necessary. 

System Performance
While it is certainly feasible to utilize a file server for data storage, it consumes significant network resources when opening and saving files. This is likely to create performance issues that can easily be avoided by utilizing a Terminal Server. A file server configuration may be acceptable for small work groups, but we recommend a Terminal Server for workgroups of five or more users. 

System Maintenance and Software Updates
One of the biggest advantages of a Terminal Server is realized in the time saved in doing system updates. Because there is only one master INTERAC installation on the server, only one installation needs to be updated, making ongoing updates much easier to manage. Running the update on the server takes care of all the users at one time. That is much easier than trying to manage separate installations for an entire workgroup.
Instead of routinely upgrading a whole group of personal computers, you can focus the resources on a single server solution which will better utilize the processing power. With the important business applications hosted on the server, the requirements for the user PC or thin-client are minimal, allowing you to extend the useful life of existing computers. 

Remote Desktop (Terminal Server) Technology is built in
The Microsoft Windows Server 2008 & 2012 operating systems include these Remote Desktop capabilities. It is simply a matter of enabling these features and providing the user licenses. Likewise, the desktop operating systems are also capable of running the Remote Desktop client software to connect to the server. 

When the time comes to consider your next INTERAC server upgrade, Intersoft Systems would encourage you to take advantage of a Terminal Server with Remote Desktop connections. Take advantage of all these time saving features on a traditional server, a virtualized server, or on a hosted cloud server. We would be happy to help you select the appropriate option, or even supply the hardware or hosting services. Let us know how we can help.

Intersoft Systems has had excellent results using Tandberg Data’s AccuGuard™ data protection software for reliable automated backup and recovery. The integrated powerful data deduplication will help you to increase your effective storage capacity allowing you to store up to 20 times more data. AccuGuard optimizes the data at the source, resulting in dramatically improved backup windows and network bandwidth.

Whether you need a simple backup solution just for your INTERAC accounting data, or you want an enterprise wide backup solution, AccuGuard has a solution for you. Not only is it powerful, but it is also easy to implement and use. 

Tandberg Data AccuGuard™ Server for RDX® is a Windows®-based backup and recovery software which works with Tandberg Data RDX® QuikStor™ and RDX® QuikStation™. It is an easy-to-deploy solution that protects physical and virtual Windows servers and desktops. AccuGuard data protection software delivers reliable, automated backup and recovery utilizing a powerful data deduplication engine designed to increase your effective storage capacity, allowing you to store up to 20 times more data.

Key Benefits

• Automated data protection - Set it and forget it data protection with point-in-time recovery and automated verification that ensures every file is saved correctly and without corruption
• 20:1 data deduplication - Increases effective data storage capacity for maximum value
• Bare Metal Recovery
• Integrated Microsoft SQL & Exchange Protection - Specialized protection plans provide full protection with optimized data reduction
• Protection of Network Shares - Protects NAS devices and other accessible file shares
• Browsable Backups - Enables searches down to the version level for quick file discovery
• Drag and Drop Restore - Simplifies file recovery by eliminating the requirement to run a "Restore Job"
• Point-in-Time Recovery
• RDX® Media Manager - Makes managing media for offsite and archive a breeze
• Simple User Interface - Removes the pain and frustration associated with traditional backup software
• Email Notification - Sends a backup- and recovery-report to an email address

Tandberg Data AccuGuard™ Enterprise is a powerful Windows®-based backup and recovery software. It is an easy-to-deploy solution that protects servers*, virtual servers* and desktops* and even remote computers*. This robust data protection software delivers reliable, automated backup and recovery utilizing a powerful data deduplication engine designed to increase effective storage capacities by up to 20 times compared to traditional data protection methods.

          * additional licenses are required for add on servers and desktops
 
Product Overview

• Client Server Backup - Supports all servers and workstations even if they are at remote locations
• Source based Deduplication - Decreases size of backup datasets at each client for minimal network bandwidth consumption and backup target utilization
• Single Instance Storage - Eliminates data redundancy across all clients for even more storage savings and more recovery points
• Scale as you grow - Easy integration of additional Clients, no need for more processing resources in Backup Server due to client based deduplication
• Multiple Backup Targets - RDX, local Disk and Network Shares can be used as backup targets
• Backup Copy Jobs - Enhances disaster recovery capabilities creating off-site copies on RDX
• Flexible Data Retention - Number of kept recovery points can be specified to free up space on your backup target and help with compliance requirements
• Agentless Client Backup - No additional software to install, easy addition of further clients, simplified software maintenance
• Data Seeding - Possibility to perform initial backups at remote location and incorporate them to the backup server
• Easy User Interface - Removes the pain and frustration associated with traditional backup software
• File verification, quarantine and repair ensures files are saved without corruption

RDX Family Brochure

Knowing that an accounting system is only as good as the information you can get out of it, structuring your Job Cost system can be critical to getting meaningful reports. The primary purpose for having an integrated system is to empower project managers and the management team to make the organization more efficient and profitable. Following are a few things to consider.​

What Job Cost Information Do I Need?
It is always a good idea to begin with the end in mind by defining what kind of job cost reports are needed from the system. Using these reporting requirements as a guide will define how the job cost information needs to be captured, and how much detail will be required. The INTERAC system offers a great deal of flexibility on how the Job Cost module is set up, allowing job cost reporting to be as detailed as necessary to properly manage the jobs. How is a job cost system structured?

Jobs / Phases / Categories (cost codes)

• Jobs are the top level breakout in a typical job cost system. Everything is assigned to and rolls up under a job. 
• Phases are the next level. Each job is subdivided into phases, which are user defined and can be different for each job, or similar jobs can use a set of common phases. Phases are typically used to define distinct portions of a job like site preparation, foundation, framing, roofing, electrical, plumbing, etc… Every contractor and trade specialty will have their own way of defining what phases are meaningful. 
• Categories or Cost Codes are the lowest level of the job cost breakout. Each phase is further subdivided using categories like labor, materials, equipment, subcontractors, etc… In INTERAC, the Job Cost system will accommodate up to 16 different categories, supporting job cost reporting at a very detailed level, where needed. 

How Much Detail Is Enough?
Some contractors choose to keep it simple and use only two phases, one for cost and the other for revenue, utilizing the categories for the rest of their job cost reporting breakout. With 16 categories, this may be sufficient. Keeping it as simple as possible will make it easier in the field, in accounting, and for management. 

Many contractors need more detail and need to utilize more phases on a job to adequately monitor and manage their job cost. For some this may mean several phases, where other more complex jobs may require hundreds of phases. Use as many as are necessary, but as few as possible to keep the system manageable. 

If all jobs are similar, they may be able to share a common phase structure, allowing job cost reports to be formatted the same way from job to job. This can make interpreting reports much simpler. In some cases, there may not be enough similarity between jobs for a common structure to make sense. The categories remain common to all jobs for the company, but simple jobs may only have a few phases, while complex jobs have many more. In these cases, each job can have its own set of phases, independent from other jobs. For example, a new construction build will be much more complex and long running than a simple service call repair job. 

It is important to keep in mind that someone has to keep track of all the activity on the job, capture it, and get it into the system. The more complex the job cost breakout, the more difficult it will be to accurately capture, the greater the time required for input, and the more likely it will generate resistance from users.  Too much detail may be as bad, or worse than not enough. 

A Word of Caution: Often management teams dream about all the detailed reporting that will be possible, but the burden of capturing all that detail on a daily basis becomes overwhelming for the field staff who end up being responsible for it. This alone causes too many job cost implementations to fail.​

What About Setting Up New Jobs?
In most cases, an estimate was created during the proposal phase, before the job is awarded. It can be very helpful to utilize this estimating data to measure the actual production on the job. With this in mind, it is common to model the phase and category structure of the job cost system to the estimate. This will allow the information from estimating to be used in creating a new job, and then to compare the actual job costs to what was estimated for each phase and category.

The INTERAC Job Cost system supports comparative reporting, making it easy to measure production performance to budget all through the project life cycle. Keeping a close watch on the job costs will help to spot potential problems and avoid costly overruns. Integrating the Purchase Order system will make it possible to track committed costs which have been ordered, but not yet paid for. Outstanding purchase orders are shown as committed costs until the invoice is received and paid. 

Where Does All This Data Come From?
With an integrated Job Cost system, most of the data flows in from interfacing applications. Labor costs come from Payroll. Materials costs come from Accounts Payable. Equipment costs can come from the Equipment Cost system. The beauty of an integrated system is that the information only needs to be entered one time, in the primary application, and will flow through the system to all the interfacing applications from there. 

What About Job Cost Reporting?
Getting meaningful data out of the system is the whole reason to go to all this trouble. Generating job cost reports formatted in a meaningful way can make all the difference in the bottom line. Realizing potential issues before it is too late to react, avoiding costly errors, and managing cash flow are all benefits of a properly configured Job Cost system. 

With INTERAC’s Job Manager and Report Manager all this job cost information is readily available through a very user friendly, point and click interface. Job Manager provides a one screen job summary and the ability to drill down to transaction level detail and even documentation with just a few clicks of the mouse. Any Job Manager information is easily printed or exported to a spreadsheet, allowing users to generate their own custom reports in seconds. 

Report Manager provides a user specific menu of job cost reports right in Job Manager, making it very easy for non-accounting users to run their reports on demand. Not only does this give them instant access to the management information they need, it eliminates all the disruptions in the accounting office requesting updates. 

When it is time to upgrade, give Intersoft Systems a call and let us show you what the INTERAC Construction Accounting System can do for your organization.