During the 1st week of the working month, or as close to it as possible, the following tasks are done once all invoicing has been completed.

Reminder for Lance - Bonuses

Once the end of month invoicing has been done, the Office Administrator will send a WhatsApp message to Lance to remind him to review the Time Analysis spreadsheet to determine who has achieved their bonus for the month and how much that will be. Once calculated, Lance will put the details of the bonuses into the Team Stats & Money channel in Teamwork Chat, then the Office Administrator will load them into the next payrun, and the bonus successful/unsuccessful emails will be sent out.  

Reminder for General Manager - VA Of The Month

Once the end of month invoicing has been done, and the bonuses have been calculated, the General Manager will discuss who will be the VA of the month with Jo and Lance. The reminder is sent to them on a Monday afternoon, as after the decision is made it is then announced by the General Manager at the full team meeting on a Monday afternoon.

Archive Completed Project Timers/Exiting Client Timers In Harvest

Project timers are usually archived in Harvest as part of the templated task lists for exiting clients, or for projects/one-off task clients, however it is always good to check this once a month, as they may have been missed, or not actioned if the Office Administrator is away.

1. Go to Harvest > Projects

2. Scroll through the list of active project timers and look for any completed projects and/or exiting clients

3. If you come across a completed project or exiting client, click on the Actions button on the right-hand side of the project

4. Select Archive from the drop-down menu

5. Repeat steps 3-4 for each completed project or exiting client you come across until you have been through the full list of active projects

Archive Exiting Clients In Harvest

Once all applicable project timers have been archived you will need to archive any exiting clients from the client list in Harvest:

1. Go to Harvest > Manage > Clients

2. Scroll through the list of clients and look for any that are exiting clients

3. If you come across an exiting client, click on the Edit button on the left-hand side of their name

4. On the lower right-hand side of the next tab, below a box with the Archived Project timer/s, should be a button to Archive "Client Name". Click on it and the client will be archived. NOTE: If that button is not visible, there will be a message that says you cannot archive the client as they have active projects (ref pic below).  It may be because you missed a project and need to go back and archive it first, or that there are other projects that are still ongoing, meaning the client can't be archived at this time

5. Repeat steps 3-4 for each exiting client you come across until you have been through the full list of clients