Set up KLARA Project
Approx. 30 minutes
Seems like a lot, but it's worth it!
Thanks to KLARA you will save a lot of time in the future.
Project: Set up
Let's go!
Hint:
If you have already completed one of the following steps, just skip it.
Please have the following information ready:
- Definition of standard articles including name, article number, price, VAT rate etc.
Information taken from your previous quotes and invoices.
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Activity types and hourly rates
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Employee master data: File folders of your employees.
1. Register your articles.
In order to use KLARA Projekt, you need to enter your materials, services and products as articles first. This allows you to set the VAT rates.
Needed information: The overview of materials, services and products.
Nice to know
1. Articles are base components of KLARA and correspond to the different materials and services. These are for example wall paint, cleaning agents, graphics or consulting. The project team members will report the consumption later within the project. Therefore you will be able to charge your customer directly for the time and work spent.
2. Please note: You should select at least one item with the product type «Service» (Dienstleistung) in order to create service types. More information will follow in the next step.
2. Define your service types.
Register your service types and set the hourly rates for your services. Examples of service types are: Project management, consulting, secretarial services.
Needed information: Service types and hourly rates.
Nice to know
To ensure that everything is correct in the VAT settlement, all service types refer to an article with the product type «Service» (Dienstleistung), as per video «Register your articles».
3. Add your reporters.
Add project members so that they can work on the project.
Needed information: First name, last name and e-mail address of the reporter.
Nice to know
1. External reporters: If you do not want to enter project team members as employees in KLARA, you have the option of external reporting. Note, however, that it is currently not possible to convert external reporters into internal employees.
2. User rights: By default, all reporters can enter their work and materials. Would you like to give a specific reporter access to the whole project? To do this, select the item «Customer relationship manager» (Kundenbeziehungen) in the submenu «User Management» (Benutzerverwaltung).
3. By the way: You can handle your entire staff administration in KLARA. Create wage slips easily and quickly and transmit payroll reports electronically to the responsible authorities and insurance companies. More information: KLARA Payroll.
Project: Work
Let's go!
Hint:
If you have already completed one of the following steps, just skip it.
1. Create an order.
Enter the key data of your order. In general: The more information you fill in, the more efficiently you can use the functions of KLARA Project.
How to enter an order.
How to add reporters to the order.
2. Plan your project.
Create tasks and assign them to the responsible persons. For material and time, you can set budgets and define a start/end date.
Nice to know
1. The planning of costs, time and material helps you to keep track of your current project.
2. In order to have an improved overview of your project, you can combine several tasks into groups.
3. Report in daily business.
Your project team members can start reporting their work hours and the material used - either on the computer or via myKLARA App.
To do so, they should download the myKLARA App from the App Store or Google Play:
How you report as project manager.
How you report as a project team member.
4. Manage and optimize your project.
To manage your projects, you need information about the current time and material expenditure of your project. This is where the «Tasks» function comes into focus. You can find it in the submenu «Orders» (Aufträge) under «Order management» (Auftragsverwaltung).
How to get an overview of your tasks.
How the target-performance comparison looks like.
Nice to know
1. To get the most accurate insight into your project, it is important to report regularly and continuously.
2. Please ensure that the status of the tasks is always up to date. This gives you an overview of your tasks – «To Do», «In Progress» (in Arbeit) and «Done» (Erledigt).
3. You also get a detailed view of the target/actual status of each task. So you can react at an early stage if necessary. In addition, you can view statistics at the level of employees, projects or cross-projects.
5. Bill your projects.
You can create invoices at any time directly from the effective time and material recording. Simply print out your invoices as a paper document, send them by e-mail or use «KLARA Print and Send». With KLARA Print and Send, you transfer your invoices to Swiss Post at the simple mouse click. They will then be sent directly to your customers' letterboxes.
How to send your bills.
With KLARA Accounting you have an overview of your orders.
Do you need support?
Our KLARA coach is there for you! As a professional in his field, he will help and support you. Be it with the setup, other questions or uncertainties!
