Hi Paula - This information has helped members reduce risk in their software selection AND onboarding.
There is greater risk for subcontractors when they unite project management and accounting due to the complexity of their work so using the 'attached' safeguards AND including all the services below IN YOUR AGREEMENT will help you get a better result with no surprise invoices.
First - check these short video out:
1) Do this to avoid smoke-stacking:
2) Do this to avoid unfair subscriptions:
3) When you're onboarding, get the subscription fees delayed until you're onboarded so they don't smoke-stack you.
Here are all the services you should include in your agreement to ensure a successful go-live:
- Import and verification of vendor list, customer list and related data
- Inclusion of company logo into all external documents "
- Completion of employee list/safety/experience/HR data
- Completion of GL account listing, open jobs listing and cost code listing
- Scoping for custom integrations
- Set up payroll defaults, union, DB, CPR, fringe
- Secure sample GL Transactions for replication
- Secure sample check stubs (Payroll, AP, Garnishment) for replication
- Secure sample job cost/job budget for replication
- Complete items database development for each branch/company/division to enable effective item
selection for POs (Specialty Contractors require item codes by vendor and descriptions, UOMs, dimensions,
properties, expense types to be included in database development to maintain accurate material management)
- Sample reports (PO, AR invoice, PM reports) for replication, including WIP to align with WIP in go-live
- Complete AR aging (By Customer/Job) and outstanding retainage (By Customer/Job)
NOTE Historical SOV's should be manually entered to enable accurate retainage billing
- Trial balance (Same date as AR)
- Invoice & cash receipt register
- Creation of billing templates to customer/GC invoice templates
- Creation of vendor PDF invoice template mappings for PO matching
- Complete change order log for replication
- Secure all sales tax rates/reporting for replication
- Secure monthly WIP reports (Fiscal Year) for validation
- Employee YTD &payroll info – pay stub/time sheet for replication
- Secure payroll register reports for replication
- Secure sample reports (CPR, Union, etc.) for replication
- Sample direct deposit and positive pay files for replication
- All open subcontracts for replication
- Complete benefit plans/enrollment for replication (RE: ACA)
- Prelim training or training materials review and Q&A for customer, vendor and employee info
- Prelim training or training materials review and Q&A for inventory/material management
- Prelim training or training materials review and Q&A for vendor pricing, job special pricing and POs
- Prelim training for payroll info; pay rates (Union/Davis Bacon, prevail wage, benefits, safety cert etc.)
- Secure open AR for replication and tie off before go-live
- Secure open AP / Discount Report for replication and tie off before go-live
- Secure trial balance for go-live
- Secure employee YTD's (Quarterly) - 940 & 941 for replication
- Secure open check lists/deposits for replication and tie off before go-live
- Secure open/pending change orders for replication and tie off before go-live
- Bank balance as of trial balance (All) for tie off before go-live
- Bank reconciliation (All) for replication in documentation and tie off before go-live
- Job cost to date for replication and tie off before go-live
- Budget's for replication and tie off before go-live
- WIP Report review and customization if needed
- Training for payroll/HR, Accounting and Financial management reporting
- Training for pre-construction, job start up and purchasing
- Training for job costing, document control, contract and subcontracts
- IMPORTANT: emergency data repair of 1st month end to ensure future month ends are sound
- Training for executives as well as foreman and workers on mobile apps
- Punch list creation for outstanding gaps and functions for optimization
- IMPORTANT: emergency data repair for 1st quarterly to ensure future QRTLYS are sound
- Review, punch list and sign off
49. IMPORTANT: Year-end emergency data repair of 1st year to ensure future year ends are sound
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Chad Pearson (dealer of truth in build)
Director of Business Development
Plexxis
Brampton ON
(416) 574-1677
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Original Message:
Sent: 03-11-2022 08:53
From: Paula Ramos
Subject: Accounting and Project Management Intergraded Software
Good morning,
We are electrical contractors approx. 105 employees with 5 project managers. We are currently looking to improve our accounting software
to include integrating our project management team, allowing them more visibility on project performance.
In our search for a new system, a crucial function for our AP department is an electronic bill approval process that allows project managers to view
and approve their job-specific bills. We are currently running QB Enterprise Contractors 22. In my search I've looked at Foundations Software, Sage Intact, and SAMpro.
Does anyone have any experience with any of these programs, or could you provide feedback on what you are currently working on that I may want to demo?
Thank you, I appreciate your help.
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Paula Ramos
Camsan
Stamford CT
(203) 327-1120
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