Overview

BrightMove Back Office is a billing and timecard platform that allows staffing professionals to streamline their daily operations by providing one easy-to-use interface for all their staffing needs. This fully integrated back office functionality is accessible directly from BrightMove Staffing and is compatible with QuickBooks versions that support importing IIF files.

The benefits of BrightMove Back Office include a completely responsive interface (changes made in the system are reflected in real-time), and an easy configuration (set and manage payment terms, add and manage accounts and configure contract and other preferences).

BrightMove Back Office allows users to generate invoices and to see a snapshot view of approved & non-approved time sheets, billable & non-billable hours, clients to invoice and total to invoice.

The system also has a “Health Check” that users must run before creating invoices to ensure that data has been imported correctly and all preferences have been properly set.

Back Office Options

The Back Office module contains several options to help you configure and manage your company's time-card and invoice information.

Invoices

Generate Invoices

You can now generate invoices, from within your BrightMove account, that integrate with QuickBooks!  The Generate link will open the Generate Invoices page that contains information about your company's time sheets, billable and non-billable hours, clients to invoice, and the total to invoice.  There is also an easy 3 step process to generate a new invoice(s).  

Step 1 - Invoice Health Check

The first step to generating your invoice(s) will diagnose your company settings and data to determine if there are any issues that could potentially affect your invoice.  Click the Run Health Check button to begin. 

For a successful health check, the system will display a green check mark.

For an unsuccessful health check, the system will provide instructions and BrightMove ID numbers to correct the issue(s).

Step 2 - Generate Invoice(s)

After completing the first step, you will want to assign your invoice a unique Invoice Number and click the Generate Invoices button.  The system will display the same green check mark from before and provide you with a unique Invoice Batch ID number.

Step 3 - Download QuickBooks IIF File

Once you have completed Steps 1 and 2, you will be able to click the Download Invoices button to download the Invoice IIF File to your computer.  After you have downloaded your IIF file, you can upload it into your QuickBooks software to update your invoices.

List Batches

The List Batches section allows you quickly and easily see a history of all of the invoice batches that have been downloaded for your company.  Each line item will include the batch ID number, the name of the employee who created the batch, the time and date that the batch was created on, the time and date of the last download request, and a Download button.  Each batch item can be downloaded as many times as needed, and the Downloaded On column will display the last download request.

Configuration

Preferences

You can set your company's Back Office preferences by selecting the Preferences option from underneath the Configuration section.  These settings determine your Contract Account, Perm Account, Line Item Name, Default Term, and Invoice Per Timesheet.  To change any value, simply click on the name to access a drop down menu of choices.  Each preference has a description in the right column to help further explain its use.

Accounts

The Accounts section lists all of your currently uploaded Back Office accounts.  You can use the cloud icon in the upper right corner to import additional accounts from your General Ledger (GL) software.  Every account must be built in your GL software first and then uploaded into BrightMove.

Item Names

The Item Names section lists all of your invoice items by name and provides a description and GL reference number for each item.  You will need to create your invoice items from within your GL software and then upload them into BrightMove via the cloud icon.

Terms

The Terms section lists all of your company's GL invoice terms that have been uploaded into BrightMove.  Each term needs to be built from within your GL software first and then imported into BrightMove via the cloud icon.

Reports

Timecards

Overview

The Time Card report is broken down by week, and gives you a summary of each Accepted Applicant's billable and non-billable hours for that week. If a time card is showing as open, that means the Applicant may still need to edit it. If it is Submitted, that means they have entered all of their hours worked and finalized the time card.

Any Applicant who has been accepted to a requirement and who has filled out a time card for the week the report is being generated will show up on the Timecard report.

Contents of the Report

The Time Card report is broken down by week, and gives you a summary of each Accepted Applicant's billable and non-billable hours for that week. The time cards listed on the report may be in the "open" or "submitted" categories. If a time card is open, that means the Applicant may still need to edit it. If it is Submitted, that means they have entered all of their hours worked and finalized the time card.

The timecard report is interactive. If you would like to view the time details of an Applicant listed on the report, click their name and you will see their time details.

The timecard report may be viewed in PDF format. Each individual timecard may also be viewed in PDF format.

Any Applicant who has been accepted to a requirement and who has filled out a time card for the week the report is being generated will show up on the Timecard report.

How to pull the report

Open the reports page by using the quick link at the top right side of the page (Link is where your name is displayed) and select the "Timecard Report" option. The "View Report for Timecards" screen will be displayed. From the drop down menu in the upper left of the screen, select the week for which you would like to see the report. The report for the selected week will be displayed. 

Overdue Timecards

Overview

The overdue timecard report lists each applicant on a current assignment that has not entered any time into the BrightMove system for the previous week. The work week runs Monday through Sunday, and if a timecard has not been entered by Midnight on Sunday, it is considered overdue.

How to pull the report

Open the reports page by using the quick link at the top right side of the page (Link is where your name is displayed) and select the "Overdue Time cards" option. The "Un-submitted Timecard Report" screen will be displayed. From the drop down menu in the upper left of the screen, select the week for which you would like to see the report. The report for the selected week will be displayed.

Notify Applicants of Overdue Timecards

Next to each name on the report, there is a small box. Place a checkmark in the box next to each Applicant(s) who you would like to email. Next, click the "Email Selected Users" button at the bottom of the list. The Compose email screen will be displayed, or you may choose a template to send to the applicants. Once the email text is complete click the "Submit" button. Each applicant that was selected from the list will receive the email.