How To Set Up A New Client In Harvest

Who: This process is for the Office Administrator to undertake

What: It shows you how to set up a new client in Harvest - how to add a new client, add contacts, and create project timers

When: Undertake this process whenever a new client comes onboard

Why: This process is completed to ensure that a timer can be set up in Harvest so the VAs can track their time to that client, and we can invoice them accurately at the end of each month or when a project is completed

When a new client comes onboard the Office Administrator will be advised in Teamwork chat. These messages will usually come from the Account Manager, but occasionally come from the General Manager or Jo.

To set up a new client in Harvest there is certain information you need first in order to get started:

• Legal name of the business

• Address of the business (for the purpose of invoicing - street address, not PO box)

• Name of the primary contact for the business, their email and contact phone number

• Name of the accounts contact for the business (if different from the above person), their email and contact phone number

• Plan type and what the rates are; OR if they are on a flexi plan/trial and what the rates are; OR what the project is and what the rates are or what the fixed fee amount is

• What type of timers they need set up eg separate timers for admin and creative support, or a bookkeeping timer only etc

• Head VA and back-up VA (if applicable)

Setting up a new client in Harvest

1. In Harvest click on the Manage tab

2. Select the green + New Client button

3. Fill in the Client Name and Address fields (for billing purposes), leaving the Preferred Currency as Account default (New Zealand Dollar - NZD). Please note - the client name must be the full legal name of the company that we will be billing and it must match the contact name you set up in Xero EXACTLY (do not use abbreviations unless that is how the business is registered, eg Limited instead of Ltd)

4. Select the green Save Client button

Adding a contact/s to a new client in Harvest

1. In Harvest click on the Manage tab

2. Select the + Add Contact button

3. From the Client drop-down, select the client you want to add a contact to

4. Enter their first and last name, and their email address - these are all required fields, and you cannot set up a new contact without all 3

5. Add other details if you have them - title, office number, mobile number, fax number

6. Select the green Save Contact button

7. Repeat steps 1-6 for each contact you have

Setting up a new client timer in Harvest

1. In Harvest click on the Projects tab

2. Select the green + New Project button

3. From the Client drop-down, select the client you want to create a project timer for

4. Enter the Project Name for the timer. The first word/s will explain the type of client it is - Service, Flexi, Monthly Fixed Fee, Fixed Fee, Project. Then the name of the primary contact (if applicable), and the type of timer it is - Virtual/Bookkeeping/Creative Assistance for service plans and flexi plan timers, or the exact task being done in the case of fixed fee and project timers eg Website Updates; Proposal Formatting; etc

5. Now edit the details of the Project Type and Tasks sections (as detailed below)

6. Once the project type and tasks are set, select the green Save Project button

7. Repeat steps 1-6 for each additional timer you need for that client

Service Plan timer:

1. Under Project Type select the Time & Materials tab

2. For Hourly Rates select Task Hourly Rate from the drop-down

3. For Budget select Total Project Hours from the drop-down, and then enter the hours per month based on their service plan eg 10 hours

4. Tick Budget resets every month

5. Under Tasks enter the rates for _Virtual and On-site, and tick them both as Billable, leaving Downscaled time unticked

6. Once checked click on the green Save Project button at the bottom of the page

Flexi Plan timer:

1. Under Project Type select the Time & Materials tab

2. For Hourly Rates select Task Hourly Rate from the drop-down

3. For Budget select No Budget (unless specifically asked to by Jo)

4. Under Tasks enter the rates for _Virtual and On-site, ticking them both as Billable, leaving Downscaled time unticked (non-billable)

5. Once checked click on the green Save Project button at the bottom of the page

Monthly Fixed Fee timer:

1. Under Project Type select the Time & Materials tab

2. For Billable Rates select Project Billable Rate from the drop-down and enter the hourly rate for tracking

3. For Budget select Total Project Fees  and enter the amount before GST

4. Tick Budget resets every month

5. Tick Budget includes billable and non-billable project expenses - this allows us to on-charge for additional costs on top of the fixed fee amount, for things like purchasing stock images for a clients website or Meta ads

6. Under Tasks have both _Virtual and On-site rates ticked as Billable, leaving Downscaled time unticked (non-billable)

7. Once checked click on the green Save Project button at the bottom of the page

Fixed Fee timer:

1. Under Project Type select the Fixed Fee tab

2. Under Project Fees enter the total amount excl gst

3. For Budget select Total Project Fees (unless specifically asked to by Jo or Teesha)

4. Tick Budget includes billable and non-billable project expenses - this allows us to on-charge for additional costs on top of the fixed fee amount, for things like purchasing stock images for a clients website

5. For Hourly Rates select Project Hourly Rate from the drop-down, and enter the rate in the box next to it - this will be noted in the task list description in Teamwork

6. Under Tasks have both _Virtual and On-site rates ticked as Billable, leaving Downscaled time unticked (non-billable)

7. Once checked click on the green Save Project button at the bottom of the page

Project timer:

1. Under Project Type select the Time & Materials tab

2. For Hourly Rates select Project Hourly Rate from the drop-down, and enter the rate in the box next to it - this can differ from project to project but most projects are done at the design rate of $97/hr

3. For Budget select No Budget (unless specifically asked to by Jo or Teesha)

4. Under Tasks have both _Virtual and On-site rates ticked as Billable, leaving Downscaled time unticked (non-billable)

5. Once checked click on the green Save Project button at the bottom of the page