Owner’s access level

The Account Owner (a person that registered the company) has admin access to the portal.
Admin access includes all the features of the purchased subscription plan.

Available account owner tabs and features:

Dashboard – read simple reports of the account.

Contacts
➝ Clients – invite, update, delete – more on  Clients.
➝ Staff – invite, update, delete – more on Staff.
➝ Tax Consultant – invite, update delete – more on Tax Consultant.
➝ Teams – create, read, update, delete – more on Teams.
➝ Vendors – create, read, update, delete – more on Vendors.

Sales
➝ Estimates – create, update, delete, send to clients, convert to project, convert to invoice, clone, approve etc – more on Estimates.
➝ Invoices (Invoices, Recurring Invoices, Retainers, Received Invoices) – create, update, delete, send to client, clone, print, create recurring invoice profile etc – more on Invoices.
➝ Payments (Invoice Payments, Retainer Payments) – create, view, update, delete – more on  Payments.
➝ Products (Tasks, Items, Units) – create items and tasks, update, delete – more on Products.

Purchases
➝ Purchase Orders (Order Request, Purchase Order) – create, read, update, delete – more on Purchase Orders.
➝ Expenses (Expenses, Recurring Expenses) – create, update, delete, clone – more on Expenses.
➝ Depreciations – create, read, update – more on Depreciations.
➝ Expense categories – create, delete – more on Expense Categories.
➝ Mileages – create, update, delete, clone – more on Mileage Tracking.

Time & Projects
➝ Projects – create, update, delete, assign staff members etc – more on Projects.
➝ Time Tracking – log time, track time, use a timer for time counting – more on Time Tracking.
➝ Team Timesheet – track time of staff members, log hours to timesheet of a staff member – more on Team Timesheet.
➝ Team Monitor – more on Team Monitor.
➝ Attendance – access to the attendance monitors of all staff members – more on Attendance.
➝ Absence Calendar – access to the absence calendar of all staff members – more on Absence Calendar.
➝ Department Calendar – access to all department calendars – more on Department Calendar.
➝ Approvals – access to the approval timesheet infos of all staff members – more on Approvals.

Banking – add/remove payment methods – more on Banking.

Reporting – read account reports – more on Reporting.

Quick Toolbox – quick access to create new clients, estimates, invoices, expenses, log hours.

Company settings – customize the account – more on Account Settings.

Profile Settings – change owner information – more on My Profile.

Import

Export

Integrations  – Shoeboxed, Expensify, Quickbooks, Asana – more on Integrations.

How to change the Account Owner

zistemo allows you to change the account owner. You can do it from the user menu -> Subscription:

Click “Change Account Owner”, then choose the user who will be the new account owner.
Note: this list includes only admins, so if you don’t see the needed user in this list it’s probably because you first have to make him an admin on the “Edit Staff” page.

After clicking “Change now”, both you and the user will receive an email confirmation about this action.
Note: once completed this step, the Account Owner will become an admin of this account and will not have access to the Subscription page.

Who is a staff member?

A Staff Member is a user role on zistemo which has limited access to your account.
A “Staff Member” user will have access to the following data:

Dashboard
– available graphs: Invoices sent, Estimates sent, Hours billed (own data), Active projects (the projects where the Team-Member is assigned to and the own unbilled hours), Open Requests (own data), Total hours (own data), Requests (own data), Missing documentation (own data)

Contacts
– Clients – can only see clients list & can’t see financial data on client overview

Purchases
– Purchase Orders (Order Request, Purchase Order) – can create, read, update and delete only own order requests; can read and delete only own purchase orders
– Expenses (Expenses, Recurring Expenses) – can see, create, update and delete only own Expenses
– Mileage Tracking – can see, create, update and delete only own Mileages

Time & Projects
– Projects – can see assigned Projects (where he is a member)
– Time Tracking – can see, create, update and delete only own Timesheets
– Attendance – can see only own data
– Abesence Calendar – can create, read, update and delete only own data

Reporting
– Time Tracking Reports: Timesheet Details, Absenteeism Report, Project Hours, User Presence
– Attendance Report: Absence Report, Attendance Report (own data)

Profile Settings
– can see and update only own profile settings

Import
– can import Expenses

Integrations
– Shoeboxed, Expensify, Asana

How do I invite a staff member?

To invite the staff members to your account go to Contacts ➝ Staff ➝ Add Staff ➝ enter data and choose role ‘Team Member’.

After clicking ‘Save Staff’ the staff member will receive an email invitation to their profile.

Who is a Team Leader and what permission does the role has?

A Team Leader is a user role on zistemo which has limited access to the account. To be more specific, a Team Leader user will be allowed to access the following data:

Dashboard
– all graphs, tables
Note: table ‘Recent Activity’ includes only: Invoices, Estimates tabs.
– Tables – ‘Open Requests’, ‘Requests’, and ‘Missing Documentation’ include only own data

Contacts
– Clients – a leader can only see the list of clients, BUT if you allow your team leader in staff settings “Allow to add/edit clients”, the team leader will be able to add/edit clients -> more infos HERE
– Teams – can read the team where the ‘team leader’ is part of; can read and update the list of members where the ‘team leader’ is the department leader

Sales
– Estimates
– Invoices (Invoices, Recurring Invoices)
– Invoice Payments
– Products List (Tasks, Items, Units)

Purchases
– Purchase Orders (Order Request, Purchase Order) – can create, read, update and delete only own created order requests; can read and delete only own created purchase orders
– Expenses (Expenses, Recurring Expenses) – can create, update and delete his own Expenses. Only sees expenses from users with roles “team member” and “capture data”. Can’t see other team leaders and admins expenses.
– Expense Categories
– Mileage Tracking – can create, update and delete own mileages and see an update, delete mileages of other members, capture data

Time & Projects
– Projects – can see projects where person is project manager, project manager substitute, assigned to as project member and projects where members of his/her department are assigned
– Time Tracking
– Team Timesheet
– Team Monitor
– Attendance – can see only own data
– Absence Report – can create, read, update and delete only own data

Reporting
– Time-Tracking Reports: Timesheet Details, Task Summary, Absenteeism Report, Project Hours, User Presence
– Attendance Reports: Absence Report, Attendance Report
– Project Reports: Project Summary

Profile Settings
– can see and update own profile settings.

Import
– can import Expenses

Integrations
– Shoeboxed, Expensify, Asana, Xero, Quickbooks

How do I invite a Team Leader?

To invite a staff leader to your account go to Contacts ➝ Staff ➝ Add Staff ➝ enter data, choose role ‘Team Leader’.

After clicking ‘Save Staff’, the staff leader will receive an e-mail invitation to his profile.

Advanced Settings for the Role “Team Leader”

Zistemo offers a couple of Advanced Settings for the Role “Team Leader”

Allow ‘Team Leader’ to add/edit clients

If you want, that your employee has ‘Team Leader’ as role, but also with the ability to create and edit clients, just allow it via staff settings:

After enabling the option, your team leader is able to add/edit clients.

Hide Financial Data on client dashboard (Role: “Team Leader”)

You can also enable “hide financial data on client dashboard”. By enabling this option, the “team leader” is not able to see any financial data on clients dashboard:

If option is enabled, following info is dibbled on clients dashboard:

Team Leader should only see invoices/estimates they created

If you want, that your Team Leader can create estimates and invoices, but shouldn’t see all company related estimates/invoices, you can enable the option “Only show own invoices and estimates”. Your Team Leader does only see invoices/estimates they created. To enable it, go to the staff settings:

Who is a client? How do I invite clients?

A client is an external user role on zistemo which has limited access to your admin account.
You can invite your customers as the clients so they will be able to view their invoices and estimates and pay them online.
To invite the clients to your company account go to, Contacts ➝  Clients ➝ Add a Client ➝ enter data, click ‘Invite contact’, assign a password and click ‘Save Client’

After clicking ‘Save Client’ the client will receive an e-mail invitation to their profile.

To delete clients go to, Contacts ➝ Clients ➝ check the box that refers to a client and click ‘Delete’

The client will be moved to the list containing deleted clients.

All deleted clients (clients from this list) will not be able to log in to your account.

Client’s Access

A Client has access to:

Dashboard

–  He can see his own Client’s Dashboard with the related information;

Sales

– Estimates – the client can see, print, create PDF, send a copy and approve related Estimates, also can comment/reply to them;

– Invoices – the client can see, print, create PDFs; can pay online through PayPal or by credit card (if it is allowed by the Account Owner), also can comment/reply to invoices;

– Payments – can see related payments.

Profile Settings

–  The client can see and update his own profile settings.

Reporting

– The client has access to his Account Statements.

Who is a tax consultant? How do I invite a tax consultant?

A tax consultant is a user role on zistemo which has limited access to your account.
You can only invite one tax consultant – this user will be able to view your reports and export account information (in PDF).
To invite a tax consultant to your account go to, Contacts ➝ Tax Consultant ➝ Invite Tax Consultant ➝ to enter the email of tax consultant and click ‘Send’

After clicking ‘Send’ the tax consultant will receive an email invitation to their profile.

How do I delete a tax consultant?

To delete tax consultant go to, Contacts ➝ Tax Consultant ➝ Remove Tax Consultant

The removed Tax Consultant will not be able to login to the account.

Data Access

A “Tax Consultant” user will have access to the following data:

Dashboard
– Available graphs: Invoices sent, Estimates sent, Hours billed, Active projects, Invoices, Total hours, Invoices & Payments, Top Expense Category, Revenue & Cost

Contacts
– Clients – can only see clients list

Sales
– Invoices (Invoices, Retainers, Received Invoices – can only see invoices list and invoices preview
– Payments (Invoice payments, Retainer payments) – can only see payments list
– Product List (Task, Items) – can only see tasks and items lists

Purchases
– Purchase Orders (Purchase Order) – can only see the purchase orders list and purchase order view
– Expenses – can only see expenses list and expense preview
– Expense Categories – can see and create expense categories
– Mileage Tracking – can see mileages list and mileage preview

Timesheets
– Team Timesheets – can only see Team Timesheet

Reporting
– Can see and print all reports.

Export
– Can export all account data on “My Profile”

Profile Settings – can see and update own profile settings.

Create Client

To create a client, go to Contacts ➝ Clients ➝ Add Client ➝ fill the necessary fields ➝ click ‘Save Client’

Allow Team Leader to add/edit clients

If you want, that your employee has ‘Team Leader’ as role, but also with the ability to create and edit clients, just allow it via staff settings:

After enabling the option, your team leader is able to add/edit clients.

Hide Financial Data on client dashboard (Role: “Team Leader”)

You can also enable “hide financial data on client dashboard”. By enabling this option, the “team leader” is not able to see any financial data on clients dashboard:

If option is enabled, following info is dibbled on clients dashboard:

Client page – data explanation

On the Create/Update Client page, you can keep various details about each client and also choose some default settings.
First, you can choose whether this client is an organization or a private person.

– Client number – internal client number (read more here).

– Default payment terms – set a specific due date which indicates by when this client should pay the invoices and it will become the default invoice option for this client.

You can also edit and configure specific payment terms for your clients:

You can also set the payment term as default company wide in the term settings:

– Client logo – the logo or photo of this client will be displayed on estimate/invoice dispute messages or comments.

– Client contacts – includes contact’s first name, last name, email, phone, mobile, fax, salutation (like Mr., Mrs., Ms., Miss, etc.), greeting on emails (dear, etc.), position (member’s position in this company – a field available only for “Organization”), department (where the contact works – again, a field available only for the “Organization” clients).

– Invite contact – the ability to invite this client’s contact (send an invitation email with the login/password to the client profile in your account), available only if you have entered contact’s email address. 

Note: It is not mandatory to invite the clients for them to see your invoices. When this check box is checked (see below) the client will receive an e-mail with the PDF Invoice attached. But to pay the invoices online you will need to send the invitation to your client to set up a zistemo account.

Address – the billing and shipping address for this client.

Note: If the checkbox ‘Same as Billing Address’ is checked then for the Delivery Note and Packing Slip we print the client’s address as on the Invoice preview:

Custom fields – these are the additional fields customized by you in “Settings” -> “Preferences”. Each client will also see them through his/her profile. For more details on this topic, please check this article.

Client default settings

-Default currency (default option for invoices/estimates)
-Default language (invoice/estimate language for this client, documents will be translated automatically if you are using the Default zistemo invoice/estimate template). If you are using the customized template, (the one that you created yourself), then the documents will be in that language you have chosen.
-Score (additional internal information)
-Default template
-Your vendor number for this client ( available only for “Organization”)
-Tax number (available only for “Organization”)
-Company registration number (available only for “Organization”)
-Default valid for – Choose as default the, ‘valid for’ option for all new estimates created for this client. Or, create a new one by clicking ‘+ Configure valid for’. You can overwrite valid dates on each estimate.
-Block this client 
-Reverse charge
-Allow cash discount
-Contact ID for Invoice Prefix
-Send payment notification – check this box if you want your client to receive the notifications when the payment was made.
– Use client currency on retainer statements – This option will show the retainer infos in the clients currency and not in your company base currency
– Add detailed timesheet to invoices by default: If you create an invoice timesheets to this client, a detailed timesheet will be added automatically. Learn more about detailed timesheet →

Internal notes – enter any data you need, it won’t be visible to your client.

Learn more about inviting a client to zistemo →

Why we use primary and non-primary contacts?

On the client page, you can create one primary and many non-primary contacts for a client.

Primary contacts cannot be deleted. This is the contact for the client which will always be used to receive estimates and approve/pay invoices.
You can select other client contacts to receive invoices or estimates on the invoice or estimate page.

Do my clients see how much they owe?

Yes, your clients will see how much they owe you on their profile dashboards.

You can view this same information from your profile by clicking on the client name on the grid:

How to find a specific client

We’ve made it very simple to filter and find clients. You can use the detailed “Search” filter on Clients List. Just click the “Search” gray tab at the top of the table -> fill the fields and click the green “Search” button:

Or you can simply find the client by using the Search Input Field. Type the client name or part of the name and hit the Enter key.

Client Net Revenue

Client Net Revenue = Client Revenue (Lifetime Value) – Expenses + Fees

Client Revenue (Lifetime value) – it’s the amount of all the invoices you send to your client, therefore, invoices with the following statuses: ‘activated’, ‘viewed’, ‘disputed’, ‘overdue’, ‘partial’ and ‘paid’. Invoices with statuses ‘draft’, ‘cancelled’ and ‘void’ is not included.
Expenses – it’s the amount of all billable expenses – expenses with statuses ‘unbilled’, billed’, ‘partial’ and ‘paid’. Expenses with status ‘non-billable’ are not featured.
Fees – the total amount of fees applied to the billable expenses.

Client Profit = Client Net Revenue – Staff Cost

Staff Cost – it’s the number of staff costs for the active projects belonging to this client. In other words, we calculate it as hours per staff * staff cost.

Client Net Revenue (block ‘Key performance indicators) – here you can make a comparison between specific time periods: this week and last week, this month and last month etc.

% change is calculated as: ((data of this period – data of last period) / data of last period) * %.
As example, as shown on the image above: % change = ((17.00 – 17.70) / 17.70) * 100% = -3.95 %

Note: all the information we display is in your account’s base currency.
We also have a special report ‘Revenue by Client’ where you can review the Client Net Revenue data in a foreign currency and in your base currency.

Import clients

You don’t always need to add a client manually.
You can simplify this process by using the import feature.
To import clients, go to Contacts ➝ Clients ➝ “Import” (or user menu -> “Import” -> choose “Import Clients” and click “Import”).

You can import clients from a CSV or a vCard directly from your profile:

1. If you choose to import a CSV file, next, choose the file from your computer or download a sample (click the “See a Sample” link) to know how this file should look like.

NOTES:

• The Client number needs to be unique in your file
• Client custom fields are not supported on import

Now pick from the file the contacts you want to import and click “Import Clients”.

2. When you opt for vCard, upload this file on the next step:

Then choose the client and click the “Import Clients” button:

Note: This way you can import not only the clients but any other data by picking the needed one from the drop-down.

How do I export my list of contacts?

To export data of all clients to an Excel document, go to My Profile (click on your name at the top of the page) ➝ Export

Note: This way you can export not only the clients but any other data by picking the needed one from the drop-down.

General Info for all the Roles

Here are the links to the detailed explanations of the zistemo’s Roles and Permissions:

Team Member role, Capture Data role, HR Admin, Administrator role, Account Owner role, Team Leader role.

How do I invite a staff member to the account and then assign him a needed role?

To invite a staff member to the account
go to Contacts ➝ Staff ➝ Add Staff ➝ fill the fields ->Choose the needed role from the dropdown (it can be a Team Member, a Capture Data, An HR Admin, an Administrator, and a Team Leader) and click ‘Save Staff’.

Staff page – data explanation

When you create or edit staff member roles – on the staff member page you’ll see the following data:

• Rate – this is the billing rate for the team member. This rate will be used to bill the clients if their projects are based on hourly staff rates.
  
• Staff cost – this is a salary rate for the staff member. This data will be used to calculate the internal cost of the project. More info here
  
• Role – this is the role of the member. It can be a Capture data (for temporary staff members), an Administrator, a Team Leader, a Team Member or an HR Admin.
• Position – The ’Position’ field is meant to simplify any staff, projects and time overview you’re interested in. Find more infos here

• Avatar – you can upload a photo of the staff member. This will be displayed on messages, invoices, estimates, and the projects overview.
  
• Checkboxes:
  Allow to edit time records – please read more here
  Allow to create and add tasks – please read more here
  Allow to edit clock in / clock out time records for the last x days – please read more here
  Allow to connect attendance time with project time – please read more here 

Working Hours Section – please read more here

• Attendance Time Template – choose the needed one from the drop-down. You can have up to 20 templates, for each user if that’s needed, or just one -Default Configuration. Please make sure the choice is made in the drop-down – more here

• Contact details – here you can enter the address of the staff member.
  
• Assigned projects – here you can assign the projects to your Staff Member – more here

• Staff default settings:
  – Mileage rate: will be used by default for the mileage records created by this user
  – Language: this is the language the member will see in the system in. As to the language changes, the system notifications we will show in the User’s language, but if its a notification that in the same time can receive a few users (as an example, the request to approve vacation, this notification can receive the admin and the department leader) then the text of this notification will be in the company’s language.
  – Internal notes: more here
• Advanced Settings- this is where you can change the cost of your Staff. More here

• Two Factor Authentication – you can set it on this page. More about it here

Note The Advanced Settings and Two Factor Authentication you will see only after you add and save your staff member.

We also have an External Users’ Roles, such as a Client and a Tax Consultant.

You can invite them from the next tab:

• Contacts -> Clients -> Add a Client
• Contacts -> Tax Consultant -> Invite a Tax Consultant