

Company Confidential	1	Cybervision Productions



EASYBILL 2.0
The Integrated Invoicing System for Newton

SHAREWARE - PLEASE PAY IF YOU PLAY
This software is shareware.  That means that it isn't free;  You can 
use it for 15 days to try it out.  If you leave it installed in your 
Newton for longer than 15 days, you have to pay for it.

During this time period, you can make copies for all of your friends, 
show it at Newton user groups, and generally get to know the 
software.

Most people are used to good software costing money.  Then there 
are some people who never pay for software, shareware or 
otherwise.  I don't expect these people to register EasyBill.  However, 
if you don't register or remove it after 15 days, you are breaking the 
law.

Shareware relies on the honor of the Newton community to work.  If 
you don't register, fewer neat utilities like this one will show up.

EasyBill 2.0 is priced at $29.95, no matter how you register.  Such a 
deal!


HOW TO REGISTER
If you have CompuServe, you can do the right thing and register this 
software without lifting a pen by using the command GO SWREG.

The Registration ID of this software is 3592, but you can also search 
by the title of the software ("EASYBILL").

If you prefer to write a check (US Dollars only please), you can send 
it to:

Cybervision Productions
Suite 221
7500 Woodmont Avenue
Bethesda, MD 20814


WHAT YOU GET
If you register EasyBill, I will send you the most recent version of 
the software by electronic mail that may contain features not found 
in the shareware release.  You will also get on the mailing list for all 
future updates to EasyBill, if you like.

Also, your version will be personalized with your name!  Just 
imagine the thrill of your own personalized Newton application!

Not Much of a Thrill?
Okay, you also get free EasyBill technical support via electronic mail 
and special offers for other Cybervision applications for the Newton.


INTRODUCING EASYBILL
Simply stated, EasyBill is like an assistant that goes through your 
calendar, pulls out your billable hours, and types up an invoice based 
on your notes.

EasyBill is a Newton package that uses meeting information entered 
in the Newton Calendar to create invoices for billing different clients.  
The invoices can then be printed, faxed, mailed, beamed, copied to 
the Note Pad, or sent down the Newton serial port.

Because EasyBill leverages the existing Calendar application, it is 
extremely easy to learn and use.


HOW DOES IT WORK?
Using EasyBill involves two steps.  The first, tracking billable hours, 
happens from day to day, relying on the portability of the Newton.

Unlike other billing systems, his step does not require going into the 
Extras drawer every few minutes, because the user can use the builtP
in calendar.

The Assist word for this step is RBill,S as in RBill MegaCorp 5 
hours for llama maintenance.S
The second step, preparing invoices, is where the EasyBill application 
itself is used.  The Assist word for this step is RInvoice,S as in 
RInvoice WidgetCo from 8/1/94 to 9/1/31 at $80.S
Tracking Billable Hours
The user tracks their hours spent on different projects by either 
writing entries in the Calendar or by using intelligent assistance.
Using the Calendar
Entries in the calendar must be written in a way that EasyBill can 
recognize that they represent billable hours.  Fortunately, there are a 
number of preference settings that make this simple.

Each meeting entry has few things that EasyBill tries to recognize:

Project Keyword Q Identifies the project or company that the time 
should be billed to.  Examples are RMegaCorpS and 
RCybervision.S  These can be placed in the meeting title, in 
the text within the meeting, or in both places.

Meeting Duration Q Identifies how much time should be billed to 
the project.  This can be recognized as the natural length 
of the meeting bar or can be written into the meeting 
itself, such as RMegaCorp 8 hours.S

Meeting Notes QJThese notes represent what was accomplished 
during the specified time.  They are optional and can be 
placed either in the meeting title or in the text within the 
meeting.


Using the Assistant
You can also create a calendar entry by using the RBillS keyword.  For 
example, one could write Bill MegaCorp 5 hours for llama 
maintenance and tap Assist.  The Newton opens the calendar to 
today and displays:

Preparing Invoices
After the Newton has been tracking billable hours, the time will 
come to generate an invoice.  This is where the EasyBill application 
comes into play.


Invoice Preview Window

This is where the invoice table appears.  The user can scroll this 
display with the Arrow buttons.

When an invoice is present, tapping on an invoice line item will open 
the Calendar and jump to the appropriate meeting.

Invoice Specification Form

This section is where the user specifies what information to include 
in the invoice.  The information on this section persists from run to 
run, so the user wonUt have to re-enter information.  Each section of 
the Invoice Specification Form uses pop-up pick lists to minimize 
handwritten data entry.  LetUs examine each section in detail.

Project Specifier

The project list allows a quick reference to projects or clients in 
order to reduce handwritten entry.
Selecting REdit ProjectsS brings up a dialog box that allows the 
user to modify the list of projects.
                                 
The RLook UpS button allows the user to enter part of a person 
or company name and have the Newton look up possible 
matches in the Names soup.

Date Specifier

The date range specifier selects a range of days from the Dates 
soup to look for billable hours.
Selecting RLast TInvoice keywordUS has the Newton look through 
the Calendar to find the last time before today where that 
particular notation exists.  This provides a quick way to look up 
the last time a particular client was billed.
It also makes it easy to automate the invoicing process.  For 
example, if the user creates RInvoice ClientS entries on the 
appropriate days, he or she can automatically create the 
invoices by selecting the text and tapping assist.
Selecting RSelect DateIS brings up the date editor to locate a 
date without writing.

EasyBill Status Bar

The status bar contains a number of buttons for setting options 
within the program.  This section will examine these buttons in 
detail.

Recognition Switches

These switches perform the standard Newton recognition 
toggling from within the EasyBill application.
Information Button

This button displays information about EasyBill, provides a 
quick way to learn about EasyBill through an on-line help 
system, and allows the user to access the EasyBill preferences 
roll.

AboutI
This dialog box provides the information about the author 
of the program and, if the user has Newton Mail, a quick 
button to get in touch with tech support. 
The name and address information can be selected and 
copied like all Newton text.

How Do I?
This allows the user to access the built-in on-line help 
system.  This system was designed to behave identically 
to the standard Newton help system.

Preferences
This option allows the user to access the EasyBill 
Preferences Roll.

Create Button
The Create button actually creates the invoice with the 
specified information.  No picker lists are displayed.

Set Headers and Footers Button
This button brings up the header and footer editor, where the 
user can specify special information to appear on the invoice 
itself.  These headers and footers are stored in the preferences 
and persist from use to use.
The Insert button allows the user to put special Newton and 
Project-specific into the headers and footers.

Routing Button
This button allows the invoice to be routed in any of the 
standard Newton communication methods.

Sample Invoices

Accomplishments at the End

Invoice

Client:         HGS
Contractor:     Matt Spolin
                Cybervision Productions


Date            Hours
8/29/94         8
8/30/94         6
8/31/94         6
9/1/94          7
9/2/94          8
9/6/94          8
9/8/94          1

Subtotal        44
Rate            $80.00

Total           $3,520.00

Accomplishments

Released IRIS beta version
Reporting Enhancements
IRIS production enhancements
Released IRIS beta version
Fixed bugs in IRIS
Moved equipment to new space
Manual Sample Entry Enhancements
Sequis Support


Terms: Net 30
Released on 9/8/94 at 7:06 am

Accomplishments on each line item

Invoice

Client:         HGS
Contractor:     Matt Spolin
                Cybervision Productions


Date            Hours           Notes
8/29/94         8               Released IRIS beta version
8/30/94         6               Reporting Enhancements
8/31/94         6               IRIS production enhancements
9/1/94          7               Fixed bugs in IRIS
9/2/94          8               Moved equipment to new space
9/6/94          8               Manual Sample Entry
9/8/94          1               Sequis Support

Subtotal        44
Rate            $80.00

Total           $3,520.00


Terms: Net 30
Released on 9/8/94 at 7:06 am

