Team OOTI 🔵

Discover how multi-currency management works on your OOTI account through a concrete example.

Understanding Multi-Currency Management on OOTI

USE CASES

You have added your collaborators but you do not see them, follow the two steps below

My collaborators are not displayed, how come?

It is possible that when you log in to OOTI, the interface is not in your language. Here are the steps to keep the same language on OOTI every time…

I need to change the language on OOTI every time I log in, why?

If you have moved or want to modify your address on OOTI, follow these steps.

How to change my agency's address on OOTI?

You're trying to log in to your OOTI account and your login password isn't recognized? Here's what to do.

OOTI doesn't remember my login password, is that normal?

Manage Team and Project Permissions in OOTI — Best Practices

The difference between "Admin" in team and project permissions?

All you need to know: strategies, checklists and user feedback

What is a paying user? Everything you need to know, step by step

That's a great question! Many agencies wonder why they should invite all their collaborators to OOTI. 🤔 Why not enter the hours for the rest of the team myself? Can't…

Why Invite All Your Collaborators?

If a person who previously used OOTI has left the agency and has returned, you can grant them access to the platform again so that their previous data can be…

How to unarchive a user to restore their access to OOTI ?

Here are the Belgian specificities based on OOTI's big features.

🇧🇪 Belgium-specific features on OOTI: summary table

Admin

Are you unable to update the progress of your phases? Having difficulty finding the right steps? We'll guide you through the process.

I'm having trouble updating the progress of my phases

The phases of your fee-based projects aren’t enough, and you want to create sub-phases for more detailed tracking? We explain how to do it.

Looking to create sub-phases in OOTI? Here’s how.

The details of my project are not displaying in my fees

There are several ways to calculate fees. Here’s how to calculate them on a flat-rate basis.

How to set up flat fees for my project ?

The more a project involves external actors (co-contractors, subcontractors, occasional service providers...), the more complex the coordination becomes. How to effectively manage these stakeholders ?

External service providers in a project : where to find them, what to do?

There are several methods for calculating fees. Here is how to calculate them by cost brackets :

How to calculate my fees by cost brackets ?

Projects

There’s nothing more frustrating than being unable to send an invoice. If this happens to you, here’s a summary of what you can check before contacting support.

I can't send an invoice from OOTI

Here is how to perform a VAT regulation on your project, step by step, in all simplicity.

How to perform a VAT regulation on OOTI?

The titles on your invoices don’t match your terminology? Update them from the branding settings in your account.

How do I change the title of my invoice?

You made an invoice and there is an error in the customer's name. You are therefore going to modify the information in the customer file. It may happen that the…

I changed a client name but it does not appear on my invoice

Before you can update your invoice numbering, make sure to follow these rules:

How do I update the numbering of my invoices?

To apply a discount on OOTI, you can either use the discount module or create a negative annexe. Here are the details:

How to make a discount on OOTI?

You can invoice between your entities within the same OOTI account by creating an Insourcing type invoice.

How to invoice between your entities?

You have just started on OOTI but do not have your past invoices? The advantage of resuming invoicing is to have a precise follow-up of revenue, from the start of…

How to resume an invoice already passed in time?

You wish to personalize your invoices in the image of our agency, go to the style guide.

How do I edit my invoice header or footer?

You invoice an advance at the start of a project that must later be reimbursed? Here’s how to handle it.

How to manage fee advances (retention/holdback) in OOTI?

On OOTI, it is not possible to edit an invoice with an amount equal to zero. This is the procedure to follow when your co-contractor invoices but you don't.

Your co-contractor invoices but you don't

Billing

Logging your time for each project and phase can be tedious. We explain how to do it easily, whether via timesheets or the calendar. The choice is yours !

I can't enter my time on the projects : What should I do?

Do your collaborators work on weekends and need to log their time? Here’s a guide to help you set up your account.

Can I include weekends as working days?

Time was recorded on the wrong project? Learn how to transfer logged hours from one project to another.

How to transfer an employee's time recovery to another project ?

Adjust the weekly duration of a collaborator while preserving their historical data in OOTI.

Modify the weekly limit of a collaborator without losing their time history

Discover how to enter time/time-off for other collaborators

Enter time/time-off for other collaborators

Duration

Need to make a change to the dates of a fixed-term contract? Here’s how to do it in just a few clicks.

How to change the date of a CDD?

We know that this concept is not often very simple so here is a short explanation to guide you.

How to determine the billable hourly rate?

Learn how to optimize the entry of your overhead costs for a more accurate financial analysis of your agency.

The allocation of overhead costs in OOTI

We have created an Excel file to help you calculate the billable rate of your collaborators quickly, by entering some data collected from OOTI.

Calculate the billable rate of your collaborators

When a team member’s billable rate changes, update their role and linked projects to ensure precise budget tracking and controlled profitability.

Increase in an employee’s billable rate during an ongoing project: what should you do?

Agency management

You have imported your data : time, invoicing, projects... but there is an error message during the import on some or all the lines of your file? We explain everything…

There is an error message when I import my data, what should I do?

Learn how to export a report of your invoices and get a summary of their status: not sent, pending payment, paid, overdue, and more.

How to export an invoices report in Excel format (.xls) ?

A complete guide to exporting time spent by project, phase, and collaborator, with two methods to choose from.

How to import a full month of time entries into OOTI ?

Learn how to efficiently export all of your agency’s general expenses in a single file, saving time and simplifying your accounting process.

I would like to export my overheads.

Imports/exports

Here is what you need to set up in advance to prepare for the arrival of a new employee.

Preparation for the arrival of a new user

Here’s what you need to prepare before setting your employees’ schedules.

Time settings setup — step-by-step guide

Here is what you need to set up beforehand to generate a resource schedule.

Preparation for resource schedule

Practical sheets

Find answers and get help from Intercom Support and Community Experts

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