Software update available - faster invoice generation with *custom* invoice templates

Jack's development team has just completed a software update within Alpha Tracker which will benefit asbestos and water consultancy clients using custom invoice templates*.  

Make your accounts staff smile! Faster invoice generation in Alpha Tracker

The change made enables invoices to be generated (behind the scenes) using our high-performance Cloud Document Maker service, meaning that invoices can be generated more quickly and more reliably.

If you would like this update, contact Support to discuss how we can patch your system.

* Alpha Tracker clients can pick from a number of built-in invoice templates which are professional and well-designed.  In addition, clients can design their own templates to reflect the fonts, colours and logos in use throughout their business.  This is another example of Alpha Tracker's flexibility and customisation

Kim has been delivering Alpha Tracker training sessions and clinics this week. Can we help you, too?

Kim has been on the road this week, delivering advanced Alpha Tracker training to established users, and running a troubleshooting clinic for a new client.

I couldn't find a picture of Kim "in action", so this headshot will have to do!

One of the asbestos consultancy clients had asked to deliver a "gap analysis", to highlight areas of their business where Alpha Tracker could help to reduce admin and increase productivity.  One of Alpha Tracker's strengths is its flexibility, but that's also a challenge as our clients have choices about how much to implement and how to integrate it into their operations.

Kim, Catherine & Judy are all able to help you get the most out of your Alpha Tracker asbestos software.  For example:

• are you still running a separate CRM system (or spreadsheets) alongside Alpha Tracker?
  
  
• do you produce your quotations through Alpha Tracker or are you using another system?
  
  
• are site staff picking up their jobs from their phone calendars, or are you still emailing rotas?
  
  
• do you think you could make your scheduling team more productive through the use of FLS?
  
  
• are you using our latest features aimed at making surveyors more productive?
  
  
• are your asbestos templates perfect - or are you having to make manual amendments to documents?
  
  
• are invoices generated automatically from Alpha Tracker or are you still raising invoices manually in your accounts software?
  
  
• are your clients downloading their asbestos reports from your client portal, or are you still emailing PDFs (or printing and posting!).
  

Get in touch and have a chat.  We'd love to help you.

Alpha Tracker/FLS partnership officially launched

If you use LinkedIn, you'll have seen the announcement launching the partnership between Alpha Tracker and FLS: https://www.linkedin.com/posts/fls-fast-lean-smart_asbestos-legionella-fieldservice-activity-7242492709238710273-dqEN?utm_source=share&utm_medium=member_desktop

Our partnership will bring huge opportunities to increase efficiency and productivity for our biggest asbestos and water hygiene consultancies.  The FLS approach to optimising staff schedules has to be seen to be believed! It's truly exceptional, and the integration we have now enables the power of FLS to be delivered alongside the operating efficiency of Alpha Tracker.

You can read the FLS announcement here: https://fastleansmart.com/en/blog/fls-fast-lean-smart-partners-with-alpha-tracker/

Get in touch to learn more - we'll be glad to explain how our new integration works.

Note to editors:

Alpha Tracker® is a comprehensive, cloud-based software solution specifically designed to meet the needs of environmental consultancies worldwide, particularly those dealing with asbestos, water hygiene, and fire risk assessments. Trusted by hundreds of consultancies globally, Alpha Tracker offers a versatile and scalable platform that enhances operational efficiency and streamlines project management from start to finish.

One of the key strengths of Alpha Tracker is its ability to integrate seamlessly with various tools and platforms, providing users with a flexible and customisable experience. The software easily connects with popular calendars like Microsoft and Google, ensuring that scheduling and project management are synchronised across your organisation. Now that the power of FLS is available to Alpha Tracker consultancies, huge productivity increases can be made without extra manual scheduling effort.

The platform is designed with adaptability in mind, offering features that can be tailored to suit the unique requirements of each consultancy. For example, Alpha Tracker enables mobile data capture through both Android and Apple devices, allowing field teams to collect and upload data in real-time, directly from the site. This capability not only improves data accuracy but also accelerates the reporting process, enabling faster turnaround times for clients.

Furthermore, Alpha Tracker's open and adaptable nature means that it can easily grow and evolve alongside your business. Whether you are a small consultancy or a large enterprise, the software can be configured to match your specific workflows and operational needs. The system’s automation features, such as automated reporting and invoicing, further enhance efficiency, allowing your team to focus on delivering high-quality service to your clients.

In addition to its powerful features, Alpha Tracker is backed by a dedicated 24x7 support team that understands the challenges faced by environmental consultancies. This ensures that users receive the assistance they need to maximise the benefits of the software, making it an invaluable tool for consultancies looking to optimise their operations and expand their services.

In summary, Alpha Tracker is a robust, flexible, and highly integrated software solution that empowers environmental consultancies to manage their projects more effectively. With its global user base and proven track record, Alpha Tracker is the ideal choice for businesses seeking to enhance their operational efficiency, improve client satisfaction, and drive growth.

How does Alpha Tracker calculate VAT on an invoice? It's not as easy as you might think

We've had a query from the finance department of a consultancy using Alpha Tracker to manage their business.  They use Alpha Tracker to raise their invoices, and sometimes notice that the VAT total is a few pence different to the amount expected.

For example, let's say that you charge £12.12 for an asbestos sample and you want to raise an invoice for five samples to your client.  The vat rate is 20%.  Here is the invoice:

Five samples @ £12.12+vat, plus five lots of £2.42 vat

 

Each line is invoiced at £12.12+vat.  20% of £12.12 is £2.424 which rounds down to £2.42 vat on each line.

The total net is 5 x £12.12 or £60.60.  The vat total is 5 x £2.42 or £12.10.  That gives an invoice total of £72.70 and that is what Alpha Tracker will display on screen, on the invoice PDF, and will transfer to finance packages Xero, QuickBooks or Sage (see this web page for all of our integration options https://alpha-tracker.co.uk/integrations).

However... 20% of £60.60 is actually £12.12, so shouldn't the total be £72.72?  In other words, calculating the vat on each line and totalling it, is giving a different result to calculating the vat on the total net.

HMRC (the UK tax authority) is well aware of this dilemma and allow either the "add up the vat on each line" or the "calculate VAT on the total net" method to be used on an invoice.  They have posted a web page about it here: https://www.gov.uk/guidance/vat-guide-notice-700#section17.

For more information, do contact our Support Desk or read the following helpful information from Xero, the global leader of online accounting software for small businesses: https://central.xero.com/s/article/How-VAT-works-in-Xero-UK#Whatyouneedtoknow

Biotech join the Alpha Tracker asbestos software family. Welcome!

Welcome to Scott Flamank and the Biotech Environmental team and thank you for joining the Alpha Tracker family.

Biotech Environmental have received their Alpha Tracker training

Can we help your environmental consultancy improve efficiency throughout your business, from quote to invoice and with everything covered in between?  Get in touch! (Aus/NZ or UK).

Alpha Tracker Release 39 is available - watch our 30-minute webinar

We're pleased to announce that Alpha Tracker Release 39 is now available with 100s of new features, improvements and bug fixes.  Nearly 1,000 in fact!

The Release 39 webinar video is now online

Dan, Jack & Kim hijacked(!) our regular monthly Tips & Tips webinar to show you the top 10 features and changes:

1. How to install Alpha Tracker as an app on your laptop or PC
   Add Alpha Tracker to your taskbar or as a shortcut on your desktop
   
   
2. Our new Water Hygiene module
   Fully-featured online and offline Legionella Risk Assessments, monitoring, monthly temperatures and more
   
   
3. Changes to Quotation numbering
   More scope for more quotations!
   
   
4. The new Invoicing process
   Easy, faster, with better interim and consolidated options
   
   
5. Ticketing
   Our own ticketing system is now available for you to use
   
   
6. Bulk/Repeat Scheduling where you need to visit a site on a regular basis
   Ideal for work with a repeating cycle (eg monthly water temperatures or emergency lighting/fire safety checks)
   
   
7. Client Portal improvements
   Now faster and simpler for your clients
   
   
8. Google Maps automatically included on your asbestos reports
   Another extra to add to your automated asbestos reports
   
   
9. FLS integration
   Worth checking out https://fastleansmart.com/en/ to see if it would benefit your business
   
   
10. Reporting improvements for faster running, better searching and more
    Better searching, sorting and presentation.

Watch the webinar on YouTube here and please do share with colleagues!

 

5 reasons to switch to Microsoft IIS web server for Alpha Tracker - important read!

Many of our larger clients are now using the Microsoft web server software, IIS, to run their Alpha Tracker systems.  What is this all about, why have we helped them to switch, and what are the benefits?

What is a web server?

Every web system needs web server software for it to run.  Google, Facebook, online banking systems and - in particular - Alpha Tracker, all need web server software to operate. 

Alpha Tracker has web server software built in, and this software works well for most of our clients, especially the smaller ones (say, consultancies with fewer than 10 staff).  

For larger consultancies, Alpha Tracker's web server can sometimes slow down.  You may have noticed this when lots of users are signed in or during busy afternoons when you are invoicing, the site team are uploading data, and clients are using the portal to check registers or download reports!  

Microsoft IIS runs some of the world's biggest websites and web systems.  It's a hugely secure, reliable and robust web server with vast resources at Microsoft supporting and developing it.

What happens if we switch?

We can usually keep your Alpha Tracker web address the same as it was before.  In fact, we can drop the "extra ports" if we have had to install them (to share the workload between users or offices).  Life becomes simpler because you only have one web address to use.

We need a couple of hours of downtime to make the switch.

What benefits will I see?

1. The system may be faster in general
   
   
2. The system will perform at the same speed all day.  You won't find that the system slows down as the day progresses
   
   
3. We won't need to restart systems either overnight or during the day if your software stops responding
   
   
4. Behind the scenes, you'll know that all of Microsoft's resources are working to ensure that your system is secure and protected from hackers.
   

Is there a cost?

Unfortunately, yes, a relatively small one.  We have to pay a licence fee to use the Alpha/IIS connection and we pass this on at cost.  Contact your local Alpha Tracker office for a quotation (UK or Aus/NZ).

Release 38 of Alpha Tracker is a monster! 600 improvements to enjoy

Welcome to this monster update of asbestos software Alpha Tracker - Release 38! It's the biggest update we've ever produced, with more than 600 new features, performance updates and bug fixes.

Here's a 10-minute video to run through the most important changes - it's worth a watch:

(you can also watch the video here: https://youtu.be/0zK20TzZ9-A)

The six highlights are:

1. Much faster login - it will be half the normal time, typically
   
   
2. A new favourites bar for quick access to the features you use the most
   
   
3. Sample barcodes and improved chain of custody
   
   
4. Instant quotes (you'll need to ask us to enable this - it needs a quick template change)
   
   
5. A smoother invoicing process from start to finish
   
   
6. Map scheduling - perfect for busy consultancies doing lots of domestic surveying.

Kim's release notes are live here: https://alpha-tracker.co.uk/release-notes/.  You'll also find a highlights document so that you don't need to read all of the notes to find the best new features!

The new highlights document - a one-pager that's worth reading

Hope you enjoy the update and the hard work the team have put in to get it ready.  

If you need help or have any questions, get in touch 24x7 (UK or Aus/NZ).

Release 38 of Alpha Tracker - our biggest update *ever* - is rolling out to customers this week

We've finally wrapped up Alpha Tracker Release 38, our biggest update to asbestos software Alpha Tracker, ever!

You'll immediately notice that it is much faster to sign in compared to previous versions, and you'll notice that it looks cleaner and easier to navigate. 

It might take you a few moments to notice the "stars" on the menu items - these allow you to build your own personalised favourites bar at the top of the screen - a huge time-saver!

Click the "stars" on your favourite items to build your own menu bar 

Another amazing new feature is our map scheduling screen which is perfect for busy consultancies working with domestic surveys, in particular.

Our new Map Scheduling screen will even produce an optimised driving route for your surveyors!

 

Some of the other new features include:

• a completely rewritten Wallboard for income forecasting, see https://blog.start-software.com/2022/06/our-new-wallboard-will-be-available-in.html
  
  
• a new chain of custody feature for sample tracking using barcoded sample labels, see https://blog.start-software.com/2022/06/new-chain-of-custody-features-now-in.html
  
  
• faster quote production so that documents are produced in real-time with selectable templates and Ts&Cs 
  
  
• an improved invoice workflow, especially helpful to larger clients wanting to link to Xero and other online accounts packages
  
  
• new options for system deployment including IIS (for larger clients wanting better performance or integration with other Windows systems and networks, including single sign-on).

Watch out for our Release 38 video and the new release notes document, both coming next week.

Alpha Tracker Release 38 is now in beta - we can't wait for you to see it

We've just published our beta (testing) version of asbestos software Alpha Tracker Release 38, our update for summer (UK)/winter (Aus/NZ) 2022.

Some of the new and improved features in Alpha Tracker Release 38

It's full of new features requested by our clients, including

• a completely rewritten Wallboard for income forecasting, see https://blog.start-software.com/2022/06/our-new-wallboard-will-be-available-in.html
  
  
• new chain of custody features for sample tracking, see https://blog.start-software.com/2022/06/new-chain-of-custody-features-now-in.html
  
  
• faster quote production so that documents are produced in real-time with selectable templates and Ts&Cs 
  
  
• an improved invoice workflow, especially helpful to larger clients wanting to link to Xero and other online accounts packages
  
  
• new options for system deployment including IIS (for larger clients wanting better performance or integration with other Windows systems and networks, including single sign-on).

We can't wait for you to see and use Alpha Tracker Release 38 - it's our biggest Alpha Tracker update ever!

Message received, loud and clear! You've told us what you like and don't like about the Alpha Tracker interface

Thanks to everyone who completed our Alpha Tracker questionnaire.  It's still available if you still want to give us your opinion, see https://blog.start-software.com/2022/01/tell-us-what-you-think-were-improving.html

The areas of the interface you were most happy with were projects and invoicing. 

The areas you were least happy with were quotes and diary. 

Overall, users said that Alpha Tracker was easy to use but wished it opened more quickly.

We've taken all of the feedback on board and we'll make use of it in Release 38.  Watch this space!

Zapier integration with Alpha Tracker coming soon

Zapier is awesome!

If you don't know what it is (yet), take a look here https://zapier.com/explore for inspiration.

Zapier connects your apps together and automates repetitive tasks.  It can make something happen in one app (eg, your accounts system) when an action happens in another system (eg, your job processing system).

Zapier connects and automates pretty much anything and everything!

It can even make things happen on a schedule you define, when physical things happen or when something happens on social media.  Zapier basically connects apps together in any way you can imagine.

The wonderful news is that our development team is working on an Alpha Tracker connection with Zapier.  This means that you'll be able to trigger actions in Zapier (eg "Raise an invoice in Xero" or "Add a row to the work-in-progress spreadsheet") when something happens in Alpha Tracker (eg "A new project has been saved").

We'll post on the blog again when the Zapier connection is ready.  If you want to be a beta tester for this new functionality, do get in touch with product lead Jack.

Another hidden gem - the invoicing screen "Data Validator" button

Before you invoice a job, wouldn't it be great if you could know instantly that all the required information is in place? Well, you can!

With a single button click Alpha Tracker's invoicing "Data Validator" tells you whether the project is ready to be invoiced. It checks for the following:

• PO number
• invoice address
• invoice recipient
• client not on stop
• project value greater than zero.

If all the answers are green, you're good to go. If any are red, check or fix these before raising the invoice. Simple!

Reminder! Close old projects in Alpha Tracker for best system performance

Are you guilty of finishing jobs in Alpha Tracker but leaving them "open" forever?  Don't worry if you are, it's easy to sort and the benefits of closing old jobs are huge!

It's so easy to close a completed project and there are lots of benefits:

• key screens will open more quickly
  
  
• asbestos surveyors will get faster updates to Tracker Mobile
  
  
• you will be sure to invoice every job because you can't close a chargeable project unless the invoice has been raised.

The quickest way to close an individual project is to double-click the Project Closed box:

Double-click the Project Closed box to quickly close a project

You can also use "EasyClose" https://blog.start-software.com/2021/02/easy-close-feature-in-alpha-tracker.html or - if you're really stuck for time - ask us to batch close projects for you as a one-off.

Patch available for Xero invoicing problem

We had reports today of problems transferring Alpha Tracker invoices to Xero.

Have you linked your Alpha Tracker system to Xero? Contact us for a patch

Looks like Xero made a small change to their API which caused some Alpha Tracker clients an issue when exporting invoices.  That's resolved now and we've made a patch available to fix the problem.

Please contact our support desk (UK or Aus/NZ) to get your system patched.

Managing the VAT reverse charge change in Alpha Tracker

If you are a UK Alpha Tracker user affected by the recent VAT change regarding "reverse charge" (see https://www.gov.uk/guidance/vat-domestic-reverse-charge-for-building-and-construction-services) you will find these notes from Kim useful:

Step 1

Set up a new VAT code for a zero rate by using Setup|General|VAT Codes.

Make sure that the VAT Rate field is set to “0” on the new record.

The Account Software Code only needs to be set if you export your invoices to Sage.

Step 2

Make sure that the system is set to use the Standard 20% rate VAT Code by default:

a. Go to the System Repository and search for “VAT”.

b. Ensure “Default VAT Code for Invoices” is set to your standard rate VAT Code, eg “20”.

Step 3

When you raise an invoice, the default VAT Code is applied and the VAT is calculated. The total VAT is displayed.

Step 4

If the reverse charge applies, use the dropdown on the VAT Code field to select the “0” VAT Code on all lines on the invoice.

The VAT total is then displayed as “£0.00”.

Step 6

If you want to display a note on the VAT liability, you can add this to the Additional Information field.

If you need any more help, please do contact our support desk.

HSE Australia goes live with Alpha Tracker

HSE Australia, based in Adelaide, South Australia, is the latest organisation to go live with asbestos software Alpha Tracker.

HSE Australia is now live with Alpha Tracker

Judy completed her training of the HSE asbestos professionals this week and they are now live and enjoying the benefits that Alpha Tracker delivers:

1. Before the asbestos survey - reduce admin and improve scheduling
   
   
2. During the survey - help asbestos surveyors with on-site data & photo capture in our app
   
   
3. Improve the lab - reduce paperwork, increase quality
   
   
4. Faster and better reports - one-click asbestos reports in your format
   
   
5. Sharing reports - clients can read and download reports as soon as they are signed off
   
   
6. Invoice your work - click to generate and send invoices; post into Xero or QuickBooks.

We'd love to help you to improve your asbestos consultancy.  Get in touch!  Click here for Australia or here for UK.

Manage your company vehicles in Alpha Tracker? Who knew!

If you're using Alpha Tracker to manage your entire business - from quote to invoice - why not manage your vehicles too?

Use the Vehicle & Vehicle Check screens (and the accompanying mobile app) to keep your fleet in order.

Alpha Tracker - vehicle checks

Feedback from users has been great.  Here's a comment from Sarah, Technical Manager at one of our asbestos consultancy clients:

"Many thanks, and we are really liking the new changes, especially follow-ups and van tracking"

 

Another 50 asbestos consultancies have chosen Alpha Tracker in Australia & New Zealand

Another landmark for Judy & Leanne based in our Alpha Tracker office in Adelaide, South Australia!

Another 50 asbestos consultancy clients have joined the Alpha Tracker family and are using our asbestos & environmental software to:

1. improve their admin with integrated quoting, project management and staff diary
   
   
2. save time and improve quality on-site with smartphone surveying apps
   
   
3. increase throughput and efficiency in the lab
   
   
4. produce asbestos reports with one-click 
   
   
5. share reports and results with clients using the integrated portal
   
   
6. invoice for work completed and send invoices automatically to Xero or Quickbooks.

Want to see these benefits for your own asbestos consultancy?  Get in touch, we'd love to hear from you.  Click here for New Zealand or Australia or here for UK.

"Client timeline" feature coming soon in asbestos software Alpha Tracker

We're developing a new client timeline feature in our asbestos software, Alpha Tracker.

It's early days but Tom is hard at work with the new, graphical display of the history of client's interaction with your business, from first contact, through quotations, projects, invoices and more.

It won't make the cut in Alpha Tracker Release 34 so we'll keep it for the Spring release 35.  If you have any other ideas for the next version of Alpha Tracker, let us know!