Getting Started with Billings Pro Cloud (updated Sept 18th, 2013)

Getting Started with Billings Pro Cloud (updated Sept 18th, 2013)

Table of Contents Objective 3 Audience 3 Requirements 3 The Billings Pro System 4 About Marketcircle Cloud 5 Cloud account signup 6 Installing Billings Pro 9 Connecting to your database 9 Migrating instructions for existing users 10 Help and other resources 12 2

Objective The purpose of this document is to provide an understanding of how Billings Pro Cloud works how to get started. Audience Customers who wish to benefit from avoiding the costs and resources required to setup and manage a server computer for Billings Pro. These are managed by Marketcircle for a low monthly fee. Information for existing users If you are already using Billings 3 or Billings Pro self-serve and wish to upgrade to Billings Pro Cloud, then please see Migrating/upgrading instructions for existing users on page 12 for more information. Requirements You can use Billings Pro Cloud on a Mac, iphone or ipad. The cloud control panel that contains billing information and other administrative functions requires a browser and internet connection to access. Syncing your installed apps also requires internet access. - Billings Pro on a Mac: Mac OS X running Snow Leopard/Lion/Mountain Lion (ie 10.6.8 and up) - Timecard: The Timecard interface works best on any of the following desktop browsers: OS X: Safari, Chrome, Firefox Windows: IE8, Chrome, Firefox, Safari Linux: Firefox Mobile browsers: Mobile Safari, Blackberry browser, system default browser used by Android phones. All webkit based browsers are supported, including the ones on iphone, ipod Touch, and ipad. - Billings Pro on ios: We support all ipod Touch, iphone, and ipad models running ios 4 (or higher). The application size is 12 MB but the database size can vary. Note: Billings Pro 1.7 requires ios 6 or higher. 3

The Billings Pro System! The Billings Pro system consists of multiple components. Users benefit from a Billings Pro cloud server hosted by Marketcircle, a suite of native applications, and a limited access browser interface for time & expense entry. In order to use this system effectively, it is very important to understand the target user that is recommended for each of these applications. Billings Pro and Billings Pro on ios have important financial data; hence, they should be used by managers/ executives. Other staff members, who don't need to know the financial data, can be given access to Timecard only. Billings Pro is the native application installed on your Mac. All of the functionality is accessible from this interface including preferences control, invoicing, billing rates, client data, and financial reports. It is recommended that business owners, executives, and managers use this application. Billings Pro on ios is the native application installed on your iphone & ipad. They can serve as a companion app to the Mac app, or be used independently but with more limited functionality than the Mac app. Users of this app will have access to invoicing, billing rates, client data, and limited financial info. Timecard is a limited access web interface that allows workers to enter timed, expense, and mileage slips. There is no access to billing rates, financial data, client information etc. All slips created via Timecard must be approved using the Mac or ios apps before they can be invoiced. 4

About Marketcircle Cloud Marketcircle cloud services provide customers with a way of utilizing the Billings Pro apps without the cost and hassles of managing a server computer. Managing a server requires hardware, networking knowledge, backup strategies and other technical aspects that Marketcircle handle for you with the cloud service. For certain administrative aspects, we have developed a simple web interface referred to as your control panel. You can use this to add or remove users, wipe device databases, and manage your Cloud account online. With Marketcircle Cloud, you simply install the apps, create your cloud account, and sync your devices from anywhere with an internet connection. The Billings Pro Cloud system 5

Cloud account signup! All cloud users must sign up for a Marketcircle Cloud account even if you re on a free evaluation (no credit card required to try it). You can create your cloud account through the Marketcircle website or in the first launch screen of either the Mac or ios apps. Please visit http://www.marketcircle.com/billingspro/pricing/ and sign-up for your account. Note: In a multi-user setting, only 1 individual (for example, an administrator) should sign-up for a Cloud account. After signing up Marketcircle will send you a welcome email with your login details and a link for your cloud account. If you forget your company ID, send an email to info@marketcircle.com for help. Control Panel URL - https://yourcompanyid.marketcircle.com/controlpanel/login/ Sign in to your cloud account From the control panel, you can do the following: My Info: Manage your Cloud account settings, change password, and wipe devices. Company: Edit your Company name and Company ID. Users: Add new users and customize their access. For example, if the new user you are adding is a staff member, you would select Limited User. If you are adding a manager, you would select Full User. Plan & Billing: Billing information, change your plan, enter a credit card. 6

Here are some snapshots of what the control panel looks like: My Info Company 7

Users Plan & Billing Note: Working from Billings Pro on the Mac, you can access the Cloud control panel by choosing Billings Pro > Preferences and selecting Cloud. 8

Installing Billings Pro You can download the Billings Pro Mac and ios apps from their respective app stores. These are free downloads since the cloud account is a subscription based service. Timecard is a web-app so no download is required for it, the URL is provided in the email that is sent out when you sign up for your account. Connecting to your database All users that have been added by the administrator who created the cloud account will receive an email with their login credentials. Please check your email and do the following to connect to your database. From the Mac 1. Open the Billings Pro app 2. In the first run screen Enter your Company ID, user name and password and click login 3. Your database will be downloaded and you will be automatically logged in. From ipad & iphone 1. Open the Billings Pro ios app 2. In the first run screen tap Login, then fill in details 3. Your database will be downloaded and you will be automatically logged in From Timecard 1. Goto: https://yourcompanyid.marketcircle.com 2. Type in your company ID with login details 3. You will be logged into the timecard web interface Note: Login credentials are case and space sensitive. 9

Migrating instructions for existing users If you are currently using Billings 3 or Billings Pro as a self serve installation, and wish to upgrade to Billings Pro Cloud, these are the instructions you will require. Migrating from Billings Pro (1.6.2 and higher) to Billings Pro Cloud Here are the steps: From the server computer open Billings Pro Server Admin and choose File > Migrate to Marketcircle Cloud. Fill in details about your new Company ID, name, email, & phone Email info@marketcircle.com with your CompanyID Marketcircle will reply with a migration link Click the migration link from the server computer and follow the prompts Once migration is done you can turn off Billings Pro Server Admin (and possibly uninstall if you re satisfied with the Cloud service Steps to upgrade from Billings Pro Self-Serve to Billings Pro Cloud can also be found in our knowledge base. Note: Once you migrate to the cloud, you cannot go back to self-serve. You must restore your previous database backup file to switch back to self-serve. Migrating from Billings 3 to Billings Pro (1.6.2 and higher) Here are the steps:! Follow the steps on page 6 to creating a cloud account Once you have created a unique company ID, download Billings Pro apps onto your devices from their respective app stores. From Billings Pro on the Mac, login your Company ID with username and password into the login screen Billings Pro will detect that you have a Billings 3 database and will ask you if you wish to migrate it to Billings Pro Cloud (see next image) Click the Migrate Now button and the migration will begin and you can watch the progress bar. When it is done your Billings Pro window will open and you will see the same data that you had in your Billings 3 database 10

Note: We recommend that you cease use of Billings 3 once you have migrated successfully into the cloud. If you add data or make changes to your Billings 3 database after migrating to the cloud, those changes cannot be sent over to your Billings Pro app. You would need to enter changes manually. Steps to upgrade from Billings 3 to Billings Pro Cloud are also covered in our knowledge base. Billings 2.x or previous If you have an older version of Billings you ll need to upgrade it to Billings 3 before you can proceed with these steps (email info@marketcircle.com for more details). 11

Help and other resources! Now that you ve covered how to setup the Billings Pro Cloud solution, there are a number of resources available to help you learn more about Billings Pro and to provide answers when you have technical questions. The Billings Pro user guide will give you a full tour of all the Billings Pro Mac features as well as using Timecard. The Billings Pro ios user guide will give you a full tour of all the functionality available at your fingertips on the ios apps. The Support Documents page on our website has links to Billings Pro video tutorials and knowledge base articles to help you learn the app quickly. We have certified partners who can provide product training and other specialized services. For more information, click here. 2012-2013 Marketcircle Inc. All rights reserved. Under the copyright laws, this manual may not be copied, in whole or in part, without the written consent of Marketcircle Inc. Every effort has been made to ensure that the information in this manual is accurate. Marketcircle is not responsible for printing or clerical errors. Marketcircle Inc. 30 Centurian Dr, Suite 201 Markham, Ontario L3R8B8, Canada Phone: +1 905 480 5555 Fax: +1 905 248 3101 Email: info@marketcircle.com 12