Glossary of Common Terms in fp.
Please see definitions below of some of the commonly used terms in your fp. system.
Actuals: Time and/ or expenses entered against a Job.
Alert: An on screen and/ or email notification you can receive when a certain action or activity has occurred in your fp. system. Learn more here > System Alerts
Billable (& Non-Billable): Jobs in your fp. system can be Billable or Non-Billable. In other words, work you do will be work you charge or invoice for, or not. Tracked time may also be Billable or Non-Billable, based on the hourly dollar value associated to the Service to which the time is tracked. Time tracked to a $0 per hour Service, is considered non-billable. Learn more here > Billable vs Non-Billable Jobs and Billed vs Unbilled Timesheets
Billed (& Not Billed): Timesheets are considered Billed or Non-Billed if the timesheet has been included on an invoice or not. Same is true for expenses.
Brief: A question and answer style form that can be used as part of your workflow. Many clients use a Brief as a requirements gathering document. Learn more here > Using Briefs
Cost: The Company cost of the tracked time or expense. Expense costs are what you as the agency end up paying the vendor or supplier. Tracked time or Service costs are what you as the agency pay out to your staff.
Estimate: Like a quote or a scope of work you share to your potential client, highlighting the services you'll perform at the agency and for what price.
External Expense: An expense that is charged back to your client (such as printing) that has been outsources to an external vendor or supplier. You can apply a percentage mark-up to these expenses.
Group: A way in which you can further organize your staff members administratively. These groups have no real influence in the system other than organizationally. In the Resource Allocation view, you can filter by Group.
Insertion Order: A variation on the normal expense form in the system. The Insertion Order form provides 3 additional fields over a regular form - Issue Date, Ad Caption and Ad Size. Learn more here > Filling Out Insertion Orders
Internal Expense: An expense that you purchase as an agency, store as inventory and sell back to your client as a fixed price item. Internal expenses usually apply to a physical item, but can also be used for other things that you charge back to your client at a flat rate.
Internal Service: Something you charge an hourly rate for, and a bucket to which staff track their time. Examples include things like Design, Copywriting, Illustration etc.
Job: Jobs are like the ultimate piece of your process. Once a Job exists, you can track time and invoice. Jobs come into being in a variety of ways (aka workflows). Some clients begin with an estimate, and turn that into a Job. Others begin with a Brief, with that Brief being used as the basis for the estimate, and then creating a Job once that estimate is approved. And yet other clients will begin things with the creation of a Schedule, mapping out all the tasks needed to get the work done, and then using that schedule as the basis for the estimate and job. Learn more about workflows here > Workflow Basics & Common Examples
Note: Notes are an awesome way to store records of your emails, phone calls, meetings (and more) with your client. Notes can be added to Company, Contact and Job records. Notes can also come into your system through integration with your email.
Office: In your fp. system the Office is you, the agency. No other company record in your system should have the Company Type of Office but you.
Permission: A granular way in which your in-house fp. administrators can control what each fp. user can do or see in your fp. system. Learn more here > Manage Permissions/ Permission Sets
Posted (& Unposted): A status to which you can mark Expenses, Invoices and Timesheets. This can be done in the case of expenses and invoices to indicate that these items are ready to be exported to your accounting system. And with timesheets as a way to mark this time as reviewed/ approved by the project manager. Learn more here > Posting Timesheets
Project: The Projects module is a great way to organize several jobs for one client in your system. We also regularly see the Projects module used for handling retainer work. Think of Projects like a file folder, where all your estimates, jobs, and job financials can live, and be easily referred back to.
Rate: The hourly dollar value of your time for work performed. Rates can be set up in 1 of 3 ways - Service Rates, Staff Rates or Role Rates. Learn more here > What Rate Structure is Best for You?
Role: A way in which you can mark each of your team members in your system, based on the work they perform at the agency. Common roles are Designer, Project Manager, Accountant and Owner. There is a limit of one role per person. Once roles are in place, you will be able to assign tasks to the role level, or just view your available resources based on their role. You're not obligated to use roles in fp. but they can be a nice organizational tool.
Schedule: Often called a timeline or task tree, Schedules are another way to generate Jobs in your system, or view Jobs from another perspective. Schedules are comprised of a series of tasks. Learn more here > Schedules Overview
Services & Service Groups: Think of Services and Service Groups as the framework around which your Schedules, Estimates and Jobs are built. When staff track time, and when expenses are included in work, they are all associated to your Services.
When building Schedules, Estimates, and Tasks, you will see the option to select one or more Service group or Service.
Services include Internal Services, Internal and External Expenses. Services are organized within Service Groups. For example you might have a Service Group called "Billable Time" that would include the Services of Sketches, Image Research and Wireframing.
Tasks: Think of tasks as specific calls to action that you assign out to individual staff members. Tasks are like the smallest piece of the job puzzle. Tasks, like jobs, can have time tracked to them. To track time to a task, it needs to be associated to a service bucket. Learn more here > Adding Service Groups & Services
Tasks move through a bit of a lifecycle - moving from Draft or Assigned, to In Progress, Completed and Confirmed. Tasks can stand alone, or be organized within a Schedule. Tasks can also be passed between team members as needed. Learn more here > What are Tasks?