Year End Checklist

Billing Rates

With a new year often comes new (hopefully higher!) rates. Go to the rate card editor and add a new rate card with this year's rates. Make sure you edit your cost centers and time-phase in the new card. Because existing projects don't automatically update to new rate cards, run a Rate Card Report to find all your clients and projects and which card they currently use. Update clients and projects as needed.

Remember that rate cards can be cloned to save you time. Additionally, they can be time-phased so you can set things in motion prior to the new year start.

RDC Rates

The internal expenses of your resources have likely gone up over the last year. Go to the rdc editor and add a new rate card with this year's rates. Make sure you edit your cost centers and time-phase in the new card. If you have resources that have RDC values assigned, edit their profile and add a new history row with their updated RDC. Optionally run a RDC Rate Card Report to find who is using which rate.

Remember that rdc cards can be cloned to save you time. Additionally, they can be time-phased so you can set things in motion prior to the new year start.

Close out G&A Engagements

If you have long running G&A engagements, we recommend that you close them out on a yearly basis and open a new engagement for the new year. See How do I set up ongoing non-billable projects for more information.

Close out Billable Engagements

Review and close all engagements and projects that are done for the year. Ideally this is being done all along as projects are completed.

Accounting Periods

Close your accounting periods for time, cost, adjustments, AR, AP, and GL as necessary.

Create new periods for the new year.

Perform a month or year end close.

Holidays

Schedule out your holidays for the new year. Holidays are entered on a per location basis.

Available Time Off

If you are tracking Available Time Off in Projector, be sure to enter the next year's opening balance and accruals.  See the Time Off Reason editor.

Mileage

Update mileage reimbursement rates. Mileage rates are managed on a per location basis.

Archive Documents

If you have old documents in the system, they can be archived out to save room. Please note that deleted archives remove the data from Projector permanently. You can backup the data, or you can delete it. Choose wisely. See Document Archives.

Audit Users and Resources

You have to pay for users and resources. Make sure that all your active users and active resources are indeed using the system! See How am I billed for users and resources

Audit user permissions too. Review who has access to what areas of Projector and whether that is appropriate. User Report.

Update resource Skills.

Update resource Resumes.

Audit Vendors and Clients

Inactive vendors and clients that you no longer do business with.

Audit System Settings

Review your system settings to see if they are appropriate.

• Document storage - do you need more room? How much room are you using?
• User Defined Fields - review your UDF to see if the values are still good.
• Taxes - do you need to update tax rates or applied taxes