Wednesday, July 22, 2015

Cloud Management

PASconcept has cloud functionality, used as an integrative tool for all aspects of a project. PASconcept is a management system that integrates different administrative tools into a single program. Information, data and files are uploaded onto the cloud system, available to administrators, employees, clients and sub-contractors for use. There is no need to use separate programs, tools or software to manage a single project. PASconcept provides integration of all these tools for simple and professional management.

Thursday, April 9, 2015

Billing/ Bill vs Collected

Billing / Bill vs Collected

The graph below shows the fees and accounts receivable
The information is predetermined by (Month, Bill, and Collected) with a total of sums and a total of what remains pending.

Company Profile/ Email SMTP Outgoing Settings

PASconcept to configure the email account, for the application to communicate with the user that interact (employees, clients, subconsultants)

You can customize the email account of your company, defining the parameters corresponding to SMTP as configure any mail client like Outlook.

Example of a standard SMTP account settings

Instructions for setting up a Google mail account
SMTP Server:
SMTP Username:
SMTP TLS/SSL Required: Checked
SMTP Port: 587

Known errors:

The SMTP server requires a secure connection or the client was not authenticated. The server response was: 5.5.1 Authentication Required.


Go to security settings at the followig link and enable less secure apps . So that you will be able (Turn on) to login from all apps

To use the default account for sending email PASconcept
Leave empty the SMTP Server field

Friday, March 27, 2015


Analytical page shows graphs of Proposals vs Jobs, Bills vs Colleted, %Budget by Sector, %Jobs By Use, %Clients by Type y %Clients by Status

This page is mobile-optimizing. It conform to the principles of responsive web design with their adaptive, elastic, responsive or fluid behaviors

Wednesday, March 25, 2015

Data Processing

Information processing tool to help define Budget and Days of a new project.

It is available from New Proposal, Job Edit and Proposal Edit

Depending on the project type and classification, we obtain minimum, average, and maximum values, which allows us to limit the set Budget and define the risks that may be taken by exceeding the said Budget limits, based on all historical data accumulated.

Analytics/Project Map

Geographical Representation Project (Jobs) on a map, with position information and data specific to each project. The projects may be selected by time period and type. You can select Satellite or Map View.

For projects to be represented in the geographical view below, it is necessary to complete Latitude and Longitude on page Jobs/Project Classification

You can select Satellite View or Map View.

Monday, August 13, 2012


This inbox-like page is where the Administrators can access the following messages:

-Copies of the automatic notifications sent by PASconcept to the Company’s Administrators, Clients, Employees and Subconsultants

-Copies of the messages sent by the Administrator to Clients and Subconsultants through PASconcept, such as those generated when sending invoices and fee proposals. Such messages are sent to those users’ email addresses, and copies are saved in the message page of their PASconcept accounts.

For each message the following information is displayed:

-Date Received

Messages can be read within the list of messages, without having to navigate away from the page, by clicking “Open”. To generate a new message for any of PASconcept users registered with the Company, the Administrator can click on “New Message” to navigate to the relevant page and fill in the following fields:

-To (recipients)
-mark as “Important”

Messages sent by the Administrator through this page go to the recipient’s email address and to the message inbox available in all of PASconcept user accounts.

While receiving messages sent through PASconcept is available to all users registered with the Administrator Company, sending messages through PASconcept is only available to Administrators. This page is also furnished with an all-purpose search field.

Monday, August 6, 2012

Others/Company Profile

This page is dedicated to important information about the Administrator Company’s account with PASconcept. The data gathered in this page determines some the automatic information that appears in documents generated by the Administrators through PASconcept.

The data compiled in this page includes:

Monday, July 30, 2012

Proposals/ A/E Disciplines List

The A/E Disciplines List is one of the most important features in a Subconsultant’s profile, as it categorizes the services the Subconsultant can provide to the Administrator. The A/E discipline is also a primary category within the new Request for Proposals that decides which Subconsultants will appear listed as potential recipients of the RFP.

In the A/E Disciplines List page, the Administrator can add or remove disciplines as desired, and insert descriptions about each discipline that are useful to maintain uniform information about the scope of expertise of each discipline.

A discipline’s information may be edited for:

Monday, July 23, 2012

Subconsultants/Subconsultants List

Similar to the Clients List, the Subconsultants List page gathers detailed information about each Subconsultant and it is the place for the Administrators to create, edit or delete Subconsultant contacts.

This page generates a list that provides some of the mandatory information necessary to create a new Request for Proposals, and serves as a filtering option to refine results shown in the Requests for Proposal List and RFP Responses List pages.

The table in this page displays the following information about each Subconsultant:
-Code (alphanumeric identifier for the Subconsultant, in lieu of a full name)

-Cell Phone
-Login Details

The hyperlink within the “Login Details” column is the tool for the Administrator to send PASconcept account credentials to the Subconsultants via email with one click. This action provides the Subconsultant with login credentials to access their PASconcept accounts, where they can view and respond to Requests for Proposals from the Administrator, and save valuable information that makes the RFP response process much quicker.

The Subconsultants List page is also furnished with an all-purpose search field to summon specific results in the table.

Monday, July 16, 2012

Subconsultants/New Subconsultant

This page serves to enter new contacts into the Subconsultants List, and it gathers, in editable fields, the following information about each Subconsultant:

-Full Name (mandatory)
-Discipline (A/E disciplines the Subconsultant performs)
-Subconsultant Code (mandatory)
-Email (mandatory)
-Cell Phone
-Web Page
-Date Created
-Billing Contact
-Billing Telephone

About the mandatory fields:

-The Subconsultant Code serves as an identifier and search criterion throughout PASconcept, in lieu of the Subconsultant’s full name. The Code accepts alphanumeric characters.

-The Email address is used to enroll the Subconsultant as a PASconcept user, and it is the main contact means for the Administrator to forward PASconcept account credentials and send Request for Proposals to the Subconsultant.

Lastly, the information recorded in the Billing Contact (name) and Billing Telephone fields will facilitate the communication between the Administrator and the Subconsultant during payment for services rendered by the latter.

Sunday, July 15, 2012

Subconsultants/Requests For Proposals List

Each Request for Proposals can generate several responses, according to the number of Subconsultants that replied to it.

The RFP Responses List page gathers in separate entries all of the responses to an RFP received by the Administrator. Each entry promptly displays the fee proposed in each Subconsultant’s response, for visual comparisons. This allows the Administrator to manage each response independently, including accepting or declining each proposal.

The table in this page offers the following information and tools:

Friday, July 13, 2012

Subconsultants/New Request for Proposals

Requests for Proposals, or RFPs, provide useful help to the Administrator in assembling a multidisciplinary team when needed. Architecture/Engineering projects often require collaboration among several firms where each one contributes part of the qualifications necessary to fulfill the job, and RFPs allow the Administrator to seek and obtain from interested parties a fee proposal for outsourced services.

The procedure to create a New Request for Proposal is very similar to that of creating a fee proposal. However, the RFP is divided into two separate sections: one visible only to the Administrators (internal use) and the one visible to Administrators and Subconsultants (external use).

The INTERNAL USE section gathers the following information:

-RFP Number (automatically generated by PASconcept)
-RFP Status (automatically generated by PASconcept in accordance with whether the RFP has been sent or not to the Subconsultants)
-Client Name
-Job Number
-Job Type (automatically entered by PASconcept in accordance with the Job Number previously selected by the Administrator)
-A/E Discipline (a list of disciplines from which the Administrator can choose according to the project’s scope of work)
-RFP Recipients Selection (according with the discipline selected above, a list of Subconsultants for that discipline will appear on a left panel. The Administrator can select RFP recipients by transferring Subconsultant names from the left to the right panel.)


The EXTERNAL USE section consists of the following fields:

-RFP Number (not editable)
-Sender (name of the Administrator or firm sending the RFP)
-RFP Date
-Introductory text (can be used to furnish directions and guidance to recipients in regards the RFP’s contents)
-Job Name
-Job Location
-Site Area
-Job Description
-Payment Schedules
-RFP Terms (all applicable conditions set by the Administrator)

The Request for Proposals remains editable until the Administrator sends it to the Subconsultants, after which time it cannot be edited again. This allows preserving intact the information originally sent to the Subconsultants.

Once the Administrator has emitted the RFP to the Subconsultants, the RFP becomes immediately available in the Subconsultants’ PASconcept accounts previously assigned to them by the Administrator, and Subconsultants can respond to the RFP through those accounts.

Subsequently, as soon as a Subconsultant submits a response, a notification email is sent automatically to the Administrator and the contents of the response are available for review in the Responses to RFP List page, in the Administrator’s PASconcept account.

From there, the Administrator can accept or decline the RFP response with just a click, similarly to how the Client accepts or declines a fee proposal from the Administrator through PASconcept as well.

Thursday, July 12, 2012

Employees/Employees Efficiency Chart

This chart relates the average percentage of budget spent in working hours by the Employees, with the Client(s) whose projects the Employees worked the hours for. Through this chart, the Administrator can view the Employees’ efficiency in terms of time, or for which Clients the projects are generally taking longer than budgeted.

The chart refers by default to all Clients, but it can be refined to show results for a specific year and Client, in which case the Employees portion of the chart will automatically display only those Employees who have entered time for that Client’s project(s) in their timesheets. The page will warn of an invalid selection if PASconcept cannot find hours worked or projects for the Year/Client selected.

This page is closely linked with the information available in the Jobs List page regarding budget consumption for every project, in which budget is spent by the hours worked by Employees.

Average Chart:

Profit Chart:

Data Sheet:


Wednesday, July 11, 2012

Employee/Timesheet Report

This bar chart displays the monthly total of hours worked by each Employee in the current year-to-date. The chart’s axes relate months with tens of hours, and two filtering tools allow the Administrator to choose for which Employee and year to view results.

Monday, July 9, 2012

Employee Site/Time/Time Sheet

While the Project Time Entries page show in detail the time worked by all Employees as entered in their timesheets, the Timesheet page furnishes a summary of the total number of hours worked per Employee, per project, per day, over a period of time.

The table on this page shows the total number of hours entered by the Employee for a project per day, and it also provides a biweekly total of hours. For example, if an Employee inserts in the timesheet three entries of 3, 2, and 1.5 hours respectively in one day and for the same project, but with different scope of work descriptions, the Timesheet page will show that on that day, a total of 6.5 hours was spent in that particular project. Those hours will be added to the project’s biweekly total of hours, and to the total of hours worked in general.

Overall, the table shows the following information:
-Job Name
-Days of the week, over a period of two weeks (one column per day)
-Total number of hours worked (daily)
-Total number of hours worked per project (biweekly)
-Total number of hours worked in all projects (biweekly)

This page allows filtering the results by Employee and biweekly period, and it does not show all projects assigned to the Employee, but rather the projects and other assignments for which work time was entered.

The total of hours tabulated also serves as an indicator of whether the Employee has left any time unaccounted for while filling out the timesheet.

Sunday, July 8, 2012

Employees/Payroll Calendar

This page provides an easy tool for the Administrator to manually create a calendar log with the dates when wages should be paid.

The table in this page shows the Pay Period Closing Date, so the Administrator can consult it for quick references on when wage payments are due. Dates in the table can be inserted or deleted at will.

Saturday, July 7, 2012

Employees/Time Entries List

This page shows in detail the labor time entries generated in PASconcept by all Employee users. Employees create timesheets by inserting individual time entries using their PASconcept accounts, and the Administrator can view all of such entries in the “Project Time Entries” page.

This page helps the Administrator to review the progress of the Employees throughout a project’s scope of work and the time spent in each task, among other multiple administrative uses. It also provides a detailed project and employee-specific work history log, which results can be filtered by Employee Name, Client Name, and Job Number and Name.

Friday, July 6, 2012

Employees/New Employee

This page serves to enter new employees into the Employees List, and it gathers, in editable fields, the following information about each Employee:

-First Name(mandatory)
-Last Name
-Employee Code (mandatory)
-Email (mandatory)

-Full Address
-Address Line 1
-Address Line 2
-Zip Code
-Home Telephone
-Cell Phone
-Starting Date
-Billing Rate
-Administrator Role

About the mandatory fields:

-The Employee Code serves as a label and search criterion throughout PASconcept, frequently used as an identifier in lieu of the Employee’s full name. The Code accepts alphanumeric characters.

-The Email address is used to enroll the Employee as a PASconcept user, and it is the main contact means through which PASconcept will send the Employee important notifications about projects and personal performance, among others.

The “Administrator Role” field allows designating an Employee as a PASconcept user with Administrator privileges.

Monday, July 2, 2012

Employees/Employees List

The Employees List page is where the Administrators enter or delete Employee information, and where they have readily at hand Employee management tools.

Information about each Employee displayed on the table in this page includes:

-Employee Code
-Home Telephone
-Cell Phone
-Inactivation field
-Login Details (to send PASconcept user credentials to the Employee)
-Admin (to grant PASconcept Administrator user privileges)

Login Details column: As with the Clients List, the Employees List page offers the Administrators, through a hyperlink within the “Login Details” column, the option to send PASconcept account credentials to the Employees via email with one click. This action provides the Employees with login information to access their PASconcept accounts, where they can fill out their timesheets, view information about the jobs assigned to them, including limited invoice data, and most of their profile information saved by the Administrator.

Inactivation field column: contains a checkbox to indicate whether an Employee is inactive. This option is useful to maintain Employees registered in PASconcept for a while after they have stopped being active within the firm, as an alternative to completely removing their information at once.

The Employees List page is also furnished with an all-purpose search field and the option to view or edit all of the Employee’s details.

The Employees List is available in the Job’s Details page for the Administrator to choose and assign an Employee to the job, and it serves also as filter to obtain specific lists of contents in several of PASconcept essential pages, such as:

-Home/Jobs List page
-Proposals List page
-Project Time Entries
-Employees Efficiency Graphic
-Timesheet Report

Monday, June 25, 2012

Clients/New Clients

This page serves to enter new clients into the Clients List, and it gathers, in editable fields, the following information about each Client:

-Full Name (mandatory)
-Client Code (mandatory)
-Email (mandatory)

-Full Address
-Address Line 1
-Address Line 2
-Zip Code

-Cell Phone
-Web Page
-Date Created
-Billing Contact
-Billing Telephone

About the mandatory fields:
-The Client Code serves as a label and search criterion throughout PASconcept, frequently used as an identifier in lieu of the Client’s full name. The Code accepts alphanumeric characters.
-The Email address is used to enroll the Client as a PASconcept user, and it is the main contact means through which the Administrator will forward PASconcept account credentials and send fee proposals and invoices as Adobe PDF attachments to the Client.

Lastly, the information recorded in the Billing Contact (name) and Telephone fields, albeit non-mandatory will prove useful later on, as it will appear as part of each invoice’s details on the Job’s Details and the Invoices List pages. This should facilitate the communication between the Administrator and the Client during collection process.

Thursday, June 14, 2012

Clients/Clients List

The Clients List page is where the Administrators can create or delete client contacts, and gather detailed information about each Client. This page is convenient and significant not only for record keeping purposes, but also because it interacts very closely with other pages in PASconcept where entities such as proposals and new jobs are created.

Specific pages in which the Administrator must choose a Client from the list in order to generate an entity or edit it are:

-New Job page (mandatory item)
-Job’s Details page (Mandatory item)
-Edit Proposal page
-New Statement page (mandatory)

Monday, June 11, 2012

Clients/Client Management

This page of the Administrator's account provides a summary report on the the total amount of fees contracted with Clients during a specific year, and the amounts that have been collected or remain uncollected to date. The report table specifically displays the following information:

-Proposal Amount
-Job Amount
-Total Budget
-Amount Due

-Total fees contracted with the Client
-Total fees collected from the client
-Total fees pending collection from the Client

The page offers the option to filter results by year, and to export the report to Adobe PDF, Microsoft Excel and Microsoft Word formats.

Thursday, June 7, 2012

Billing: Billing Schedules List Page

The Billing Schedules List page is for creating, editing or deleting billing schedules. The schedules recorded in this page will be provided to the Administrator on the “Invoices” section of the Job’s Details page, for establishing the invoicing schedule of a project.

Thus, to insert an invoice in a job it is necessary to select a billing schedule first. The schedule will automatically generate invoices reflecting amounts in accordance with the fee percentages and billing phases established in the schedule, creating as many invoices as the percentage break-up indicates.

If the schedule was created with undefined fee percentages to be billed, then the invoice amount must be entered manually.

Monday, June 4, 2012

Billing/Statements List

The option to create an invoice Statement is key for the Administrator to bill at once numerous invoices from a project and/or numerous projects from the same Client. In such situations, forwarding individual invoices becomes burdensome and difficult to administer. The Statement allows compiling and sending the information from several invoices in one document.

The Statements are created, listed and modified in a page of their own, where it is also possible to send the Statement to the Client via email, print it to PDF format, or delete it.

The table in this page displays the following information about each Statement:

Thursday, May 31, 2012

Billing/Invoices List

The “Invoices List” page gathers all of the invoices created within the jobs. In this page, administrators can view invoices classified by collection status (emitted to the client, collected, not collected, etc.) as well as look for billing-related information and draw statistical conclusions from specific lists of data.

To aid the collection process, each invoice in this page displays the “Billing Contact” information. The administrator, after having filtered the list of uncollected invoices, can then easily contact the people with unpaid invoices in a systematic and organized manner.

The table in this page has the following information:
-Invoice Number
-Job Name
-Client Code
-Date Created (invoice)
-Project Budget
-Invoice Amount
-Amount Due
-Invoices Description
-Send via Email
-Print to PDF
-Number of Emissions (to the Client)
-Billing Contact Information (name, telephone, email)

Some of the page’s highlights:

-Job Number link: leads to the job details
-Invoice Number link: opens the page where the invoice can be viewed and printed to Adobe PDF. These features are also available in the Send/Print column, plus the option to forward the invoice via email.
-Invoice Description: displays the description entered for the invoice when it was created, useful when determining if the invoice is due for billing.

These tools make searching and finding a specified invoice a quick and easy process. The data is also used for visually analyzing billing and collection trends. Searches can be filtered by invoice number, client name, date the invoice was created, invoice (collection) status (not collected, not emitted, etc.), job status (active, inactive, etc.), invoice description, job name, and job number.

Thursday, May 24, 2012

Jobs/Job Type

The Job Codes are used to identify types of projects. They help administrators categorize and group together jobs according to similar characteristics. Job Codes serve as an additional criterion to search for a specific job or lists of jobs, and to create statistical reports.

As with the Proposal Templates and Proposal Tasks, the Job Codes are listed in a page where they can be viewed and modified, and the page contains a search field to look for specific items on the list. PASconcept provides a default list of codes for the convenience of its users, but administrators can erase them and insert their own at any time. Each code may be a combination of numbers and letters.

Monday, May 7, 2012

Job/New Job/Edit Job

A new job is generated automatically when a proposal is accepted by the client using his PASconcept account, or when the administrator creates it manually.

The details of the jobs can be specified by:

-Date Opened
-Assigned Employee

The new jobs created automatically from accepted proposals import part of the information from the proposal, such as: Name, Client, Date Opened and Contract Amount (budget). The rest can be specified by the administrator.

The job number format is: YY – job number. For example, job number 23 for year 2015 will appear as 15 – 023. The first two digits indicate the year, and cannot be edited, unlike the last three for the number of projects in a year. If no change is entered, PASconcept will set the job numbers automatically consecutive.

The job type is a code which relates with the scope of work of the project and is selected from a pre-existing list. For example, minor additions in residential homes may have their own general code, even if there are slight differences in scope of work from project to project. This information is useful to draw statistical conclusions about frequency of a project type, pricing history and search criterion. Job types are separately defined by the administrators at their convenience.

The invoices, subcontracts, hyperlinks and notes are allocated a separate section each within the job's page, and thus they are described in more detail than the rest of the fields.

The inactivation field is a check box that allows the administrator to identify a job as “Inactive”. Inactivation depends on the administrators’ criteria. For example, a completed job that has been fully paid can be qualified for inactivation. Inactive jobs are excluded from the defaults lists in PASconcept’s main pages, but they may be summoned by using search filters.

The Invoices section within the job’s page plays a key role in the management of billing, as it is the place to create or delete the job’s invoices, save collection notes for each invoice, mark the invoice as collected, among other options. The contents of this table affect the information shown across several pages of the administrator, employee and client accounts. The list of actions and details available through the Invoices section is as follows:

-Generation of new invoices
-Invoice Number
-Invoice Type
-Date Created
-Invoice Amount (editable)
-Invoice Description (editable)
-Mark invoice as collected (editable)
-Collection Date (editable)
-Collection Notes (editable)
-Number of emissions to the Client
-Send invoice via email
-Print to PDF
-Billing Contact Information

Subcontracts Section

The Subcontracts section within the Job’s Details page displays the subcontracts approved by the administrator through a previous Request for Proposals process, which is initiated in order to obtain bids whenever it is necessary to outsource a portion of the work. Unlike the Invoices section, the Subcontracts section draws information from the results of processes occurring throughout PASconcept. The details displayed about each approved Subcontract are:

-RFP Number
-Date Created
-Mark as paid (editable)
-Notes (editable)

Some items are editable in this page. This section is more of a guide for administrators to oversee its obligations with sub-consultants in a job-specific basis, and to cross-reference the subcontract information with other details of the job.

Hyperlinks Section

The Hyperlinks section is furnished to save FTP, permitting process status and other useful online addresses related to the job. The hyperlinks are available for editing only in this page, and each of them can be assigned a description of its contents and purpose.

Notes Section

This section serves to record all desired comments, information and notices about the job. It provides an option to centrally save day-to-day details that are useful and necessary for future reference. Each note has the date when it was created.

Add New Job

Edit Job Page

Monday, April 30, 2012

Jobs/Jobs List

The “Jobs List” page is also the Home page of the Administrator’s PASconcept account. It is an essential page of the application, designed to provide comprehensive general information about projects, including financial contract details. The table in the “Jobs List” page contains the following information:

-Job number
-Job name
-Job type
-Client (code)
-Date opened
-Budget (contract amount)
-Amount collected (of the contract’s total)
-Amount pending (of the contract’s total)
-Budget used (amount of contract money spent)
-Budget used (percentage of contract money spent)
-Subcontract (in terms of amount of money subcontracted)
-Employee (assigned to the project)

"Budget Used" data are specifically affected only by the employees' time sheet entries for each project. Budget used will increase in accordance with both the number of hours employees spend on the project and the hourly multiplier established by the Administrator for each employee.
“Amount Pending” depends on the amount of money totaled by the invoices not yet marked as collected in a job. It indicates the difference between the contract’s total amount and the amount in already collected invoices.
Administrator for each employee.

The “Jobs List” page has several search filters that can be combined as desired:

Monday, April 23, 2012

Proposals/Terms & Conditions List

Terms & Conditions, or Contract Terms, may be edited and changed as necessary. The contract terms are sent to the client along with the fee proposal. Upon acceptance of the fee proposal, the contract terms are automatically accepted. The client, therefore, is informed of the administrator’s terms prior to fee acceptance and can choose to discuss any changes if they wish. The administrator can then modify the contract terms as needed.

Monday, April 16, 2012

Proposals/Proposal List/Edit Proposal

When editing a proposal, you can insert the proposal information and details of the contract that will result when your client accepts a proposal. Creating or deleting new and existing proposals can be done through the “Edit Proposal” page. Access it by first clicking “Proposals List.”

Each proposal features the following sections and fields which can be changed in the “Edit Proposal” page:

Monday, April 9, 2012

Proposal/Proposals List

Fee proposals created by the administrator are listed on the “Proposals List” page, in a table made to show several of the most outstanding features that classify a proposal. It also provides the main tools to manage proposals. Among others, this page offers a quick visual assessment of proposal-related information, with the possibility to find a specific proposal using several search filters. 

Each row on the list displays the following about the proposal:

- Proposal number (you can edit)
- Proposal template
- Proposal amount
- Date created
- Project name
- Client name
- Job no.
- Status
- Email print
- Share
- Delete

The organization of the rows will depend on the proposal number column by default. The proposal number is generated by PASconcept automatically, and it reflects the chronology of proposals created. Proposals are displayed starting with the latest at the top, down to the earliest. However, the rows may be re-organized in accordance with proposal classifications such as name and template, by clicking on the respective column header. Depending on the columns' contents, re-organization will be alphabetical or numerical, and its order will be reversed every time the header is clicked again.

The proposal number in this page provides the hyperlink that allows the administrator to view and edit a proposal. By clicking on the proposal number, the user is redirected to the “Edit Proposal” page, which shows all of the proposal’s details and allows for their modification.

The “Proposals List” page also provides the option to send the proposal to the Client, add a new proposal to the list, view the location of a proposal’s project on the map, or delete an existing proposal.

The “Proposals List” page is the main place to search for, view, modify and send proposals, as well as gather quick information about one or several of them.