Demo Environment Access

• Demo URL: demo-v1.bigledger.com
• Username: demo-admin
• Password: Demo2025!
• Company: ProServ Solutions Ltd.

Pre-configured Sample Data

• 5 active projects
• 3 service consultants
• 2 active clients
• Sample time entries
• Service rate cards

Available Demo Roles

• Project Manager (demo-pm / Demo2025!)
• Consultant (demo-consultant / Demo2025!)
• Billing Admin (demo-billing / Demo2025!)
• Client Portal (demo-client / Demo2025!)

1. Create New Project

1. Navigate to Projects → Project Management
2. Click New Project button
3. Fill in project details:
   • Project Code: TECH-ERP-2025
   • Project Name: ERP Implementation - TechCorp
   • Client: TechCorp Industries
   • Project Type: Fixed Fee + Time & Materials
   • Start Date: Today’s date
   • Expected End Date: +6 months
   • Total Budget: $150,000

Expected Result: Project created with unique project code and proper client linkage.

2. Define Project Milestones

1. In the project record, click Milestones tab

2. Add milestones:

   • Discovery Phase (Week 1-2): $25,000
   • System Design (Week 3-6): $40,000
   • Development (Week 7-16): $50,000
   • Testing & Go-Live (Week 17-24): $35,000

3. Set milestone billing terms:

   • Due: 30 days after completion
   • Approval required: Yes
   • Invoice trigger: Milestone completion

Expected Result: 4 milestones created with proper billing amounts and timeline.

3. Assign Project Resources

1. Click Resource Allocation tab

2. Assign team members:

   • John Smith (Senior Consultant): 50% allocation
   • Sarah Johnson (Business Analyst): 30% allocation
   • Mike Chen (Technical Lead): 80% allocation

3. Set billing rates:

   • Senior Consultant: $150/hour
   • Business Analyst: $120/hour
   • Technical Lead: $140/hour

Expected Result: Team assigned with proper roles and billing rates configured.

1. Daily Time Logging

1. Login as consultant: demo-consultant / Demo2025!

2. Navigate to Time Tracking → My Timesheet

3. For Monday entry:

   • Project: TECH-ERP-2025
   • Task: Requirements Analysis
   • Start Time: 9:00 AM
   • End Time: 12:00 PM
   • Description: “Client meetings and requirement documentation”
   • Billable: Yes

4. Add afternoon entry:

   • Project: ACME-WEB-2025
   • Task: Development
   • Hours: 4.5
   • Description: “Frontend development and testing”
   • Billable: Yes

Expected Result: Daily entries logged with proper project allocation and detailed descriptions.

2. Weekly Time Summary

1. At end of week, review Weekly Summary

2. Verify totals:

   • Total Hours: 40
   • Billable Hours: 36
   • Non-billable Hours: 4 (training, admin)
   • Projects Worked: 3

3. Add any missing entries or corrections

4. Add weekly notes for project manager review

Expected Result: Complete weekly timesheet with accurate project allocation.

3. Submit for Approval

1. Click Submit Timesheet button

2. System validates:

   • No overlapping entries
   • Total hours within policy limits
   • All required fields completed

3. Timesheet status changes to “Pending Approval”

4. Notification sent to project manager

Expected Result: Timesheet submitted successfully and ready for project manager review.

Troubleshooting: If submission fails, check for missing project codes or overlapping time entries.

1. Generate Time & Materials Invoice

1. Navigate to Billing → Service Billing

2. Click Create T&M Invoice

3. Select parameters:

   • Client: TechCorp Industries
   • Project: TECH-ERP-2025
   • Period: Last 2 weeks
   • Include: Approved timesheets only

4. Review billable time summary:

   • John Smith: 60 hours @ $150/hr = $9,000
   • Sarah Johnson: 45 hours @ $120/hr = $5,400
   • Mike Chen: 72 hours @ $140/hr = $10,080

Expected Result: Time-based invoice of $24,480 ready for review.

2. Process Milestone Payment

1. Go to Projects → Milestones
2. Mark “Discovery Phase” as Completed
3. Upload deliverable documents
4. Click Generate Milestone Invoice
5. Review milestone details:
   • Milestone: Discovery Phase
   • Amount: $25,000
   • Completion Date: Today
   • Payment Terms: Net 30

Expected Result: Milestone invoice of $25,000 created and ready for approval.

3. Create Combined Invoice

1. In Service Billing, select Combine Invoices

2. Select both T&M and milestone invoices

3. Review combined invoice:

   • Time & Materials: $24,480
   • Milestone Payment: $25,000
   • Subtotal: $49,480
   • Tax (if applicable): $4,948
   • Total: $54,428

4. Add invoice notes and payment instructions

5. Click Generate Final Invoice

Expected Result: Professional combined invoice ready for client delivery.

1. Review Current Capacity

1. Navigate to Resources → Capacity Planning

2. View Team Utilization Dashboard:

   • John Smith: 95% utilized (overallocated)
   • Sarah Johnson: 75% utilized (optimal)
   • Mike Chen: 110% utilized (critical overallocation)

3. Check upcoming commitments:

   • Week of Apr 15: 3 projects overlapping
   • Week of Apr 22: Client presentation conflicts
   • Week of May 1: Planned vacation time

Expected Result: Clear view of resource constraints and potential scheduling conflicts.

2. Project Resource Planning

1. Open Project Scheduler calendar view

2. For new project “RETAIL-POS-2025”:

   • Required skills: POS systems, retail operations
   • Duration: 8 weeks
   • Start date: May 1
   • Team size: 2 consultants

3. Use Smart Scheduling to find available resources:

   • System suggests: Sarah Johnson + External contractor
   • Alternative: Delay start to May 15 for Mike Chen availability

Expected Result: Optimal resource allocation plan with alternatives identified.

3. Resolve Scheduling Conflicts

1. Identify conflict: Mike Chen overallocated in Week 16

2. Options presented by system:

   • Option A: Reallocate 20 hours to Sarah Johnson
   • Option B: Hire temporary contractor
   • Option C: Extend TECH-ERP timeline by 1 week

3. Select Option A and update allocations:

   • Move frontend tasks to Sarah Johnson
   • Keep Mike Chen on critical technical components
   • Update project timeline to reflect changes

Expected Result: Conflicts resolved with minimal impact on project delivery.

1. Mobile Expense Entry

1. Use mobile app to capture receipts during client travel

2. Create expense entry:

   • Project: TECH-ERP-2025
   • Category: Travel - Airfare
   • Amount: $450
   • Description: “Flight to client site for requirements gathering”
   • Billable to Client: Yes
   • Receipt: Photo attached

3. Add hotel expense:

   • Category: Travel - Accommodation
   • Amount: $180 × 2 nights = $360
   • Billable to Client: Yes

4. Add meal expenses:

   • Category: Meals - Client Entertainment
   • Amount: $85
   • Billable to Client: Yes (per contract terms)

Expected Result: All travel expenses captured with proper categorization and client billing flags.

2. Expense Approval Workflow

1. Submit expense report for approval

2. System routes to project manager for review:

   • Validates against project budget
   • Checks expense policy compliance
   • Verifies client billability

3. Project manager reviews and approves:

   • Travel expenses: Approved (within policy)
   • Meals: Approved (client entertainment allowed)
   • Total approved: $895

4. Finance team processes reimbursement

5. Client billable expenses flagged for next invoice

Expected Result: Expenses approved for both reimbursement and client billing.

3. Include in Client Invoice

1. When generating next client invoice

2. System automatically includes billable expenses:

   • Airfare: $450
   • Hotel: $360
   • Meals: $85
   • Total Reimbursable: $895

3. Add expense markup if configured (e.g., 10% handling fee)

4. Attach receipt copies to invoice package

Expected Result: Client invoice includes detailed expense breakdown with supporting documentation.

1. Configure Client Portal

1. Navigate to Administration → Client Portal Settings

2. Enable portal features:

   • Project status visibility
   • Invoice access and payment
   • Document sharing
   • Time approval (for T&M projects)
   • Support ticket submission

3. Set security parameters:

   • Two-factor authentication: Required
   • Session timeout: 30 minutes
   • IP restrictions: Optional
   • Data access level: Project-specific only

Expected Result: Portal configured with appropriate security and feature settings.

2. Create Client User Access

1. Go to Clients → TechCorp Industries → Portal Users

2. Add client users:

   • Primary Contact: David Wilson (Project Sponsor)

     • Access Level: Full project visibility
     • Permissions: Approve timesheets, view invoices, download reports

   • Finance Contact: Jennifer Adams (AP Manager)

     • Access Level: Billing only
     • Permissions: View/pay invoices, download statements

3. System generates secure login credentials

4. Send welcome emails with portal access instructions

Expected Result: Client users created with role-appropriate access levels.

3. Configure Project Visibility

1. For project TECH-ERP-2025, set portal visibility:

   • Project Status: Real-time progress updates
   • Milestones: Completion status and deliverables
   • Time Tracking: Weekly summaries (detailed hours hidden)
   • Budget: High-level budget vs actual (detailed costs hidden)
   • Documents: Shared folder for deliverables and reports

2. Set up automated notifications:

   • Milestone completion alerts
   • Invoice generation notices
   • Project status updates (weekly)

Expected Result: Client portal configured with appropriate project visibility and automated communications.

1. Create Monthly Retainer Agreement

1. Navigate to Contracts → Service Agreements

2. Create new recurring service contract:

   • Client: TechCorp Industries
   • Service Type: IT Support Retainer
   • Monthly Fee: $5,000
   • Included Hours: 40 hours/month
   • Overage Rate: $150/hour
   • Billing Cycle: Monthly (1st of month)

3. Define included services:

   • Help desk support
   • System monitoring
   • Preventive maintenance
   • Priority response for critical issues

Expected Result: Recurring monthly billing setup with clear service scope and overage terms.

2. Configure SLA Metrics

1. Set up Service Level Agreements:

   • Response Time:

     • Critical: 1 hour
     • High: 4 hours
     • Medium: 1 business day
     • Low: 3 business days

   • Resolution Time:

     • Critical: 4 hours
     • High: 24 hours
     • Medium: 3 business days
     • Low: 5 business days

2. Configure SLA penalties/credits:

   • Miss critical response: 5% monthly fee credit
   • Miss resolution target: 10% monthly fee credit
   • Exceed 95% uptime: No penalty
   • Below 95% uptime: 2% credit per percentage point

Expected Result: SLA terms defined with automatic tracking and billing adjustments.

3. Automated Monthly Billing

1. System automatically processes on billing date:

   • Base retainer fee: $5,000
   • Hours used: 45 hours
   • Overage hours: 5 × $150 = $750
   • SLA credits: -$250 (one missed critical response)
   • Net Monthly Bill: $5,500

2. Invoice includes detailed breakdown:

   • Service summary report
   • Hours utilization by category
   • SLA performance metrics
   • Incident response log

3. Invoice automatically sent to client finance contact

4. Payment processed via client’s preferred method

Expected Result: Automated, accurate monthly billing with detailed service reporting.

1. Project Profit & Loss Analysis

1. Navigate to Analytics → Project Profitability

2. Select project: TECH-ERP-2025

3. Review P&L breakdown:

   Revenue:

   • Fixed milestones: $150,000
   • Time & materials: $89,500
   • Reimbursable expenses: $4,200
   • Total Revenue: $243,700

   Costs:

   • Consultant time: $156,800
   • Travel expenses: $4,200
   • Subcontractor fees: $15,000
   • Overhead allocation: $18,000
   • Total Costs: $194,000

   Profitability:

   • Gross Profit: $49,700
   • Gross Margin: 20.4%

Expected Result: Detailed project profitability analysis with cost breakdown and margin calculation.

2. Consultant Utilization Analysis

1. Open Resources → Utilization Reports

2. Review quarterly performance:

   John Smith (Senior Consultant):

   • Billable Hours: 420 / 520 total hours
   • Utilization Rate: 80.8%
   • Average Bill Rate: $150/hour
   • Revenue Generated: $63,000

   Sarah Johnson (Business Analyst):

   • Billable Hours: 380 / 520 total hours
   • Utilization Rate: 73.1%
   • Average Bill Rate: $120/hour
   • Revenue Generated: $45,600

3. Identify trends and improvement opportunities:

   • John: Slightly over target (80%), excellent performance
   • Sarah: Below target, opportunities for additional projects

Expected Result: Clear view of individual and team performance with actionable insights.

3. Business Intelligence Dashboard

1. Access Executive Dashboard for comprehensive view:

   Financial Metrics:

   • Monthly Recurring Revenue: $25,000
   • Average Project Value: $85,000
   • Client Retention Rate: 92%
   • Days Sales Outstanding: 28 days

   Operational Metrics:

   • Team Utilization: 76.5%
   • Project On-Time Delivery: 89%
   • Client Satisfaction Score: 4.2/5.0
   • Average Project Margin: 22.1%

   Growth Indicators:

   • Pipeline Value: $450,000
   • New Client Acquisition: 2 this quarter
   • Upsell Revenue: $78,000
   • Consultant Productivity: +12% YoY

Expected Result: Comprehensive business performance dashboard with key performance indicators.

Contract Lifecycle Management

• Master service agreements
• Statement of work templates
• Change order processing
• Contract renewal automation
• Compliance tracking

Quality Assurance Workflows

• Deliverable review processes
• Client approval workflows
• Quality metrics tracking
• Continuous improvement programs
• Knowledge management

Integration Capabilities

• CRM system synchronization
• Project management tools
• Time tracking applications
• Document management systems
• BI and analytics platforms