Company Confidential	1	Cybervision ProductionsEASYBILL 2.0The Integrated Invoicing System for NewtonSHAREWARE - PLEASE PAY IF YOU PLAYThis 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 REGISTERIf 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 ProductionsSuite 2217500 Woodmont AvenueBethesda, MD 20814WHAT YOU GETIf 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 EASYBILLSimply 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 builtÐin calendar.The Assist word for this step is ÒBill,Ó as in ÒBill MegaCorp 5 hours for llama maintenance.ÓThe second step, preparing invoices, is where the EasyBill application itself is used.  The Assist word for this step is ÒInvoice,Ó as in ÒInvoice WidgetCo from 8/1/94 to 9/1/31 at $80.ÓTracking Billable HoursThe user tracks their hours spent on different projects by either writing entries in the Calendar or by using intelligent assistance.Using the CalendarEntries 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 Ñ Identifies the project or company that the time should be billed to.  Examples are ÒMegaCorpÓ and ÒCybervision.Ó  These can be placed in the meeting title, in the text within the meeting, or in both places.Meeting Duration Ñ 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 ÒMegaCorp 8 hours.ÓMeeting Notes ÑÊThese 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 AssistantYou can also create a calendar entry by using the ÒBillÓ 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 InvoicesAfter 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 WindowThis 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 FormThis 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 wonÕt have to re-enter information.  Each section of the Invoice Specification Form uses pop-up pick lists to minimize handwritten data entry.  LetÕs examine each section in detail.Project SpecifierThe project list allows a quick reference to projects or clients in order to reduce handwritten entry.Selecting ÒEdit ProjectsÓ brings up a dialog box that allows the user to modify the list of projects.                                 The ÒLook UpÓ 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 SpecifierThe date range specifier selects a range of days from the Dates soup to look for billable hours.Selecting ÒLast ÔInvoice keywordÕÓ 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 ÒInvoice ClientÓ entries on the appropriate days, he or she can automatically create the invoices by selecting the text and tapping assist.Selecting ÒSelect DateÉÓ brings up the date editor to locate a date without writing.EasyBill Status BarThe status bar contains a number of buttons for setting options within the program.  This section will examine these buttons in detail.Recognition SwitchesThese switches perform the standard Newton recognition toggling from within the EasyBill application.Information ButtonThis 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.AboutÉThis 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.PreferencesThis option allows the user to access the EasyBill Preferences Roll.Create ButtonThe Create button actually creates the invoice with the specified information.  No picker lists are displayed.Set Headers and Footers ButtonThis 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 ButtonThis button allows the invoice to be routed in any of the standard Newton communication methods.Sample InvoicesAccomplishments at the EndInvoiceClient:         HGSContractor:     Matt Spolin                Cybervision ProductionsDate            Hours8/29/94         88/30/94         68/31/94         69/1/94          79/2/94          89/6/94          89/8/94          1Subtotal        44Rate            $80.00Total           $3,520.00AccomplishmentsReleased IRIS beta versionReporting EnhancementsIRIS production enhancementsReleased IRIS beta versionFixed bugs in IRISMoved equipment to new spaceManual Sample Entry EnhancementsSequis SupportTerms: Net 30Released on 9/8/94 at 7:06 amAccomplishments on each line itemInvoiceClient:         HGSContractor:     Matt Spolin                Cybervision ProductionsDate            Hours           Notes8/29/94         8               Released IRIS beta version8/30/94         6               Reporting Enhancements8/31/94         6               IRIS production enhancements9/1/94          7               Fixed bugs in IRIS9/2/94          8               Moved equipment to new space9/6/94          8               Manual Sample Entry9/8/94          1               Sequis SupportSubtotal        44Rate            $80.00Total           $3,520.00Terms: Net 30Released on 9/8/94 at 7:06 am