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OfficeTools User Guides

Find quick walkthroughs and overview information here. For more technical support, go to our knowledge base.


Global Settings

  • Global Document Settings – Copying Tab
  • Global Document Settings – Folder Options
  • Global Invoice Options – Options Tab
  • Global Invoicing Options – Descriptions Tab

Outlook Sync

  • If I enter a contact into Outlook, will it be imported into WorkSpace?
  • Why do my Outlook appointments show as “(Unspecified)” when they import into WorkSpace?
  • Can I input appointments on my phone and have them show in WorkSpace?
  • If I delete an email out of WorkSpace that has been added through the Outlook sync, will the email be deleted out of Outlook as well?

Billing

  • Global Invoicing Options – Aging Tab
  • How to Enter Beginning Balances
  • Previous Balance & Current Payments
  • Sales Tax Regions

QuickBooks Sync

  • Is it necessary to sync with QuickBooks?

Time & Billing

  • Billing Reports
  • Global Invoice Options – Options Tab
  • Global Invoicing Options – Format Tab
  • Global Invoicing Options – Aging Tab

Integrations

  • Workflow vs. Lacerte Status

Schedule

  • Undocking the Schedule
  • Appointment Auto Reminders
  • Creating an Appointment
  • Schedule Interface

Budgets

  • Budgets

Time & Billing

  • How to Associate Rates to Work Codes
  • Administrative Contact

Getting Started

  • OfficeTools WorkSpace Layout
  • How Does the DMS Work?
  • My Settings
  • How to Associate Rates to Work Codes

Best Practices

  • Document Conversion
  • Workflow vs. Lacerte Status
  • Managing Contact Lists Using Outlook Integration
  • Administrative Contact

Basic Setup

  • How Does the DMS Work?
  • My Settings
  • How to Add Staff Members
  • How to Associate Rates to Work Codes

Projects

  • Performing Adjustments On Invoices
  • Applying Expenses
  • Basic Toolbar Buttons

Core Functions

  • OfficeTools WorkSpace Layout
  • Features of the Activity List
  • Hot Keys
  • How to Add a Contact

WorkSpace Portal

  • WorkSpace Portal Billing
  • WorkSpace Portal Kiosk Options
  • WorkSpace Portal Schedule Options
  • WorkSpace Portal Time Tracking

Notes/To-Do’s/Calls

  • What is a To-Do?
  • What is a Call?
  • Calls Interface
  • To-Do Interface

Notes/To-Do’s/Calls

  • How do I make sure that the staff I am assigning the To-Do or Call to, is notified of it right away?
  • What is the Drag & Drop box for in the To-Do’s and Calls screen?
  • What is the difference between “Name” and “Contact” in the To-Do and Calls screen?
  • Can I add my To-Do’s and Calls to my calendar like I can in Outlook?

Time

  • What is a Work Code?
  • Billing Tiers & Multipliers
  • How to Associate Rates to Work Codes
  • How to Assign WIP to an Existing Invoice

Activity List

  • Features of the Activity List
  • How would I check for upcoming appointments?
  • Can I make the activity list larger so I can see all of the items that exist?
  • Can I see other staff member’s activities?

QuickBooks

  • Invoice Export
  • Time Export
  • QuickBooks Sync – Setup
  • Syncing Client Data

User Guides

  • What is a Category?
  • Global Document Settings – Copying Tab
  • How to Add Staff Members
  • Appointment Auto Reminders

Contacts

  • Creating Relationships
  • How to Unhide a Contact
  • What is the easiest way to view relationships or more contacts that I have created?
  • How to Add a Contact

Technical Support

  • Troubleshooting QuickBooks Connection Problems
  • Information Regarding the Seamless QuickBooks Sync
  • Integrating Gmail through SMTP in WorkSpace
  • Outlook Sync Can’t Establish Connection to Outlook

Integrations

  • Outlook Sync – Mail Import
  • WorkSpace Portal Initial Setup
  • AIMI Interface
  • WorkSpace Portal Billing

Installation

  • Can you have more staff in OTW than licenses purchased?
  • Workstation Installation
  • Server Installation
  • Outlook Sync Installation

AIMI

  • AIMI Interface

Documents

  • File Names vs. Name
  • How Does the DMS Work?
  • What is a Category?
  • Global Document Settings – Copying Tab

Schedule FAQ

  • Is there any way for me to see all appointments I have had with a client in the past?
  • How would I check for upcoming appointments?
  • How do I send out an email reminder for appointments?
  • How do I undock my calendar?

Documents

  • Document Conversion

Time & Billing

  • How and where do I customize the Letterhead graphic size, format, etc?
  • I added a new work code and checked the billable option, but the time card(s) do not show up as billable. Why not?
  • Why is my time not billable? Why is my time not showing in the Billing Time screen?
  • How can I show a client’s previous balance and current payments on an invoice?

Documents

  • How do I scan documents into WorkSpace?
  • Why are my documents showing as “Missing?”
  • I can’t find the option to install the PDF Printer Driver or Acrobat and Office add-ins. Where is it?
  • Why aren’t my emails showing under the Documents tab?

eSignatures

  • esignatures Setup

FAQs

  • How can I show a client’s previous balance and current payments on an invoice?
  • When downloading a document from the Portal, it causes the program to crash. What is causing this?
  • Can I input appointments on my phone and have them show in WorkSpace?
  • How do I add an expense to an invoice?

Portal

  • Why does my client portal website show, “This feature is coming soon?”
  • Can I use Outlook to edit the email reminders generated for the portal?
  • Why is the portal button disabled/grayed out?
  • Why can’t I download a document/file from the portal in WorkSpace (either takes too long or freezes)?

Lacerte

  • Lacerte Integration – Setup and Configuration
  • Lacerte Integration – Syncing Client Information
  • Lacerte Integration – Viewing Lacerte Status in Corresponding WorkSpace Tax Return Project
  • Lacerte Integration – Importing Invoice Amount from Lacerte into WorkSpace

Projects

  • Missing Info Setup
  • Project Manage Button
  • Moving a Project Through Its Workflow
  • Project Interface

Reports

  • Billing Reports
  • Staff Time Sheet Reports
  • Introduction to Reports
  • Contact Reports

Outlook

  • Outlook Sync – Contact Sync
  • Outlook Sync – Tasks
  • Outlook Sync – Schedule
  • Outlook Sync – Mail Import
Resources
  • OfficeTools Cloud
  • WorkSpace
  • Client Stories
  • Accounting Blog
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OfficeTools Workspace

Accounting practice management complete with tax integration

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