Case budget (alert on overspent)
To allow the control of time spent in a case Kleos introduces the possibility to define a budget and be alerted when the limit is reached or passed.
In the General tab of each case, two information: Registered hours and Registered fees.
For each one, a cap can be set/edited by clicking in the gear icon.
Alternatively, setting the caps can be done from the Activity tab of the case, in the “More… Options” menu.
The activity option window then shows a section named “budget”:
The options are:
- Cap on hours: represents the cap on the worked hour
- Cap on fees: represent the cap on the amount of fees (time-based or flat).
- Warning threshold: represents a warning threshold defined as a percentage of the cap.
- Count only unbilled hours/fees. By default, this parameter is not selected, and all the registered hours and fees are added to check the caps.
When the option is selected, only the unbilled hours and fees are considered in order to check the caps.
Budget set on REGISTERED hours/fees
The cap(s) that have been set appear in the General tab of the case :
The total of Hours/fees that have been registered also appear here, in orange if they are above the threshold but below the budget :
Alert when an activity is created
Every time an activity is saved in a case with a budget, Kleos checks that the cap is not being reached and shows a warning message requesting a confirmation (the message is not blocking).
Budget set on UNBILLED hours/fees
When the option “Count only unbilled hours / fees” is active on a case, the unbilled fee and hours are considered instead of the registered hours/fees.
Each time the user invoices fees, those fees are excluded from the budget calculation. This behaviour is useful when a recurrent price agreement is applied for a case.
If the number if unbilled hours or unbilled fees reaches the threshold (if set), they appear in orange, .. or in red if they exceed the budget.
This feature introduces the possibility to access instantly an overview of the most relevant information related to a case when opening it.
This includes : graphs showing the current financial situation, last and next steps (tasks and appointments), the recently modified documents and the notes.
The “Case Situation” is the first tab inside each case (left of “General”) and is symbolized by this icon :
It is organized in five widgets, from left to right : Last documents , Appointments ,Tasks, Financial status, Notes
GOOD TO KNOW:
- (access to the widgets respects your permissions to modules and features of Kleos)
- Each widget has a + button allowing the creation of a new item.
Last documents widget
Shows the documents that were created/modified/imported in the case, most recent being on top of the list).
Just double-click to open and edit a document.
If all the items cannot be shown, a “More” link will lead you directly to the documents tab of the case
Use the + button to create a new one.
You may also import a documents directly by dragging & dropping it inside this widget
Shows the last event from the calendar and also the upcoming events.
Simply hover over each element to show more details, or click on it to edit.
If all the items cannot be shown, a “More” link will lead you directly to the Calendar tab of the case
Use the + button to create a new appointment.
Shows the last completed tasks in the case and a list of upcoming tasks.
Simply click on one to edit.
If all the items cannot be shown, a “More” link will lead you directly to the Tasks tab of the case
Use the + button to create a new one.
Financial status widget
The graph on the left shows the amounts of fees/expenses/disbursements, each distinguishing billed/not billed.
The graph on the right shows the total spent hours, also distinguishing billed/not billed
The first table on the right shows the “RESERVE” (excluding VAT) : it compares the not billed amount with the amount of provisions : if provisions exceed the not billed amount, then you have a reserve. If not, you should invoice activities or create a new provision.
The table on bottom right shows a summary (including VAT) of invoices, credit notes (only final documents, also Proforma if applicable in your country) and payments that occurred.
The difference shows the global unpaid amount, also showing the overdue amount (unpaid amount on invoices/provisions whose due date has passed).
GOOD TO KNOW:
- You may use the + button to create a new activity or invoice/provision.
- if a budget has been defined for the case, the caps on fees and/or hours will also be shown in the financial situation (see the dedicated section Case Budget of this document)
Please read the next sections in this document to know more about the Case Budget.
Shows the notes related to the case.
Simply click on one to edit it.
Use the + button to create a new note.
Configuration of the Case Situation
Inside the case situation screen, click on this icon (bottom right)…
This will open the related screen in the preferences (tab case overview):
Here you may decide to :
- Make the Case situation be the default tab when accessing a case (if so, leave the box unchecked), or the General tab (check the box)
- Hide or show the financial status (depending anyway on you permission to access financial information)
- Hide or show the notes