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 built–in calendar.

The Assist word for this step is “Bill,” as in “Bill MegaCorp 5 hours for llama maintenance.”
The second step, preparing invoices, is where the EasyBill application itself is used.  The Assist word for this step is “Invoice,” as in “Invoice WidgetCo from 8/1/94 to 9/1/31 at $80.”
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 — Identifies the project or company that the time should be billed to.  Examples are “MegaCorp” and “Cybervision.”  These can be placed in the meeting title, in the text within the meeting, or in both places.

Meeting Duration — 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 “MegaCorp 8 hours.”

Meeting Notes — These 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 “Bill” 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 won’t have to re-enter information.  Each section of the Invoice Specification Form uses pop-up pick lists to minimize handwritten data entry.  Let’s 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 “Edit Projects” brings up a dialog box that allows the user to modify the list of projects.

The “Look Up” 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 “Last ‘Invoice keyword’” 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 “Invoice Client” entries on the appropriate days, he or she can automatically create the invoices by selecting the text and tapping assist.
Selecting “Select Date…” 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.
About…

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