1. Projectmanager takes a Project him/herself by clicking 'Accept' button on the Project Overview tab
2. Projectmanager is assigned by a Project Director or a Senior Project Manager with Administration rights from the Project Director page. Click Projects -> Project Director to access the Project Director page.
3. Projectmanager can be pre-assigned by Accountmanager in the Quote phase.

Espresso allows yout to have up to 4 Project Managers per single project.
It can be exceptionally convenient when you work with smaller language-centric teams that hanlde various Tasks separately. Select names from the dropdown menu to add additional Project Managers. Check the box or select the radio button next to a name to define the person, who is responsible for the next step in the Project.

Espresso 2.5.3 introduced Task ownership to complement Project ownership. Espresso automatically assigns the ownership of all Tasks to the Project Manager at the moment of Project assignment. You can assign each task to any other Project Manager on the Task tab by changing the name in the Task header. Pull the dropdown menu to see all available choices.

IMPORTANT! All assigned Project and Tasks appear automatically on personal To Do lists. To view your To Do list click Projects -> To do or configure the Dashboard to display your To Do list.

Overview tab

The first tab, called 'Overview' displays the most important information such as Client contact details, Client Memo field, the list of all tasks and the financial details of the Project including margin calculations.

Dropdown menu options:

• Accountmanager - You can reassign a Project to another Accountmanager
• Projectmanager (up to 4 depending on your Espresso configuration) - Projects appear on the Projectmanager's ToDo list immediately after assignment.

TIP! In some configurations you can assign several Projectmanagers to one project. Use the radio button behind the Projectmanager name to mark the person who is currently in charge.

There are 9 buttons at the bottom of the Overview page

• List - returns the user to the Project list
• Cancel - cancels the Project. Please note that the Quote will be displayed on the Client History tab
• Revert - reverts Project into Quote (effectively cancels 'go-ahead')
• Deliver - closes the Project and requests feedback for all involved Resources
• Print - prints Project overview
• Invoice - creates a Project Invoice
• Email - creates an empty e-mail message addressed to the Project Manager with e-mail addresses of all involved Resources in the BCC field.
• ccQ - creates a new Quote based on the current Project (templating).
• ccP - creates a new Project based on the current Project (templating) including assigned Resources.

Status tab

Click Status to access the Status tab

The Status tab displays status for each Task and allows Project Managers to view Project profitability per Task:
The vertical axis displays margin in %. Orange bars show margins per Task. Margins can be positive or negative. The green line displays the expected Project margin, set per default on 40%.
TIP: Set your mouse above the bar to view its description.

All Project Tasks are listed below the graph. Project Tasks are color coded by Task deadline.
You can change the Task status by selecting it from the dropdown menu. Espresso saves all changes automatically. Tick the checkbox to mark the Task completed. All completed tasks are colored grey.

Project tab

Click on the Project tab to access the Project details.

This tab allows you to edit Project details:

Project Description fields:

• Project title - project title.
• Quote code - overrides the automatically generated Quote code.
• Ref - any reference (yours or client's) you would like to include.
• Tags - allows you to tag Projects with keywords
• Location - allows you to transfer the ownership of a Project to another Location (if configured).
• Framework Agreement - you can book this project on a certain Framework Agreement or leave it as a standalone project.
• Contact person - select a Client Contact person for this project. Please note that selecting a Person will automatically fill in the Telephone and Email fields with the information from the Client Persons database.
• Telephone - Telephone of the Client Contact person for this Project.
• E-mail - E-mail address of the Client Contact person for this Project.
• Quote created - Quote creation date. Sometimes you need to change it.
• Delivery - Deadline date and time for this Project
• Delivery format - delivery format description (i.e. Word, XML etc)
• Applicable tax - Select the applicable tax (VAT) rate. Espresso pre-selects Client- or Country- specific tax rates but you can always override this pre-selection.
• Specialization(s) - Expertise area for this projects. Adding this information makes this project appear in Specialization reports. Specialization is also a part of the EN 15038 requirement for Proofreaders.
• Note (client) - any Project-specific text you would like to appear on your Quote.
• Note (internal) - any Project specific text for internal use
• Archive - can be used to store the path to the project files

IMPORTANT!Espresso calculates the Project Delivery date (or Deadline) using the Project duration in days and the date of go-ahead if the Quote Project duration is set to other number than zero.

Task management tab

Click Tasks to access the Task management tab.

This tab allows you to edit, add, delete and reorder Tasks within a Quote.

To add a new Task

Add tasks by selecting the Task Type and adding financial details per task (see 4. Sales for details).

IMPORTANT! All Surcharge or Discount tasks should be added at the very end as their calculations are based on the total amount of tasks already added.
IMPORTANT! Non-TRADOS Translation tasks are marked with awith a blue border. TRADOS Translation tasks are marked with a red border.IMPORTANT!You can always update Translation and Sworn Translation tasks with the new TRADOS log.

To change an existing Task:

• Change any number and click the "update" button next to it to save changes.
• Click theTRADOS icon to view or edit the TM breakdown or upload a new log instead of already registered log.
• Click the Task Deadline to edit it. Espresso saves changes automatically
• Pull the dropdown menu to re-assign the Task to another Project Manager. Espresso saves changes automatically

To delete an existing Task:

• Click theDelete icon and confirm your decision by clicking ''OK

To reorder the tasks:

• Use the arrow icons to reorder the tasks

Assignments tab

Click Assignments to access the Assignments tab

Assignment tab displays the Assignments of Tasks to Resources.
Each Assignment row shows the Task financial details (number of units, price per unit, Task value and currency) and the Assigment details (Name of the Assigned Resource, his/her e-mail address, PO number, deadline, number of units, price per unit, Assignment value and currency etc).

To Assign a Task:

• Click on the 'Assign' button to open the Assignment window.

The Assignment window helps Project Managers to find the best suitable and available Resources for your Project Tasks. The search form accepts the following criteria:

1. Name (or Company name).
2. Task type (i.e. Translation, Interpreting, DTP etc)
3. Ranking status

Possible Search scenarios:

1. You just want the best match. Let Espresso find the right Resource for your Task: just click the '->' button. Espresso will display a list of Resources that match the Task and are already rated. Espresso sorts Resources by a) Client favorites b) highest rating in the last 6 months. All Resources that are currently engaged in your Projects will be marked with color. Resources on vacations (or unavailable otherwise) will be marked by the icon.

2. You would like to assign a Task to someone you know well. Just type some letters from the Resource name and click the '->' button. Espresso will fetch all Resources with matching the name and Task type.

IMPORTANT! Check the box (see screenshot) to instruct Espresso to override Task type matching. If the box is checked Espresso will match only by name!
IMPORTANT! Resources must be marked as suitable for a certain Task type if you want Espresso to use full matching. Click Resource record -> Work tab to add Task types to a Resource record.

Click 'Select' to select one of the found Resources. The Assignment window will open an Assignment form:

The Assignment form fields:

• Resource contact person - select one of the available Resource contact persons from the dropdown menu.
• Number of units - enter the number of units. TIP: double-click in the field to copy the number of units from the Task.
• Units - select units from the dropdown menu
• Unit rate - enter the unit rate. Please note that Espresso will pre-fill this field with the rates from the Resource profile if the Task matches the Task type, unit type and currency of the rate record from the Resource Work tab.
• Assignment value - the value of this field is calculated automatically based on either a) the number of units and the unit rate or b) the TM calculation (see below).
• Currency - you can create a PO in any currency of your choice
• Assignment deadline date - click this field to open the Calendar
• Assignment deadline time - click this field to open the Calendar
• Additional notes - use this field to add additional instructions if you want them to be added to the Purchase Order automatically (if configured!)
• Mark as client preferred - check this box if you want to add the Resource to the list of Client Preferred Resources for this Task type and language combination (if available).

Click 'Assign' to complete the Assignment. Espresso will automatically generate a PO (Purchase Order) based on your PO template. Click the PO code to open the PO.
IMPORTANT! You can assign a Task to several Resources.
IMPORTANT! To edit the Assignment: change any numbers and click 'update'
IMPORTANT! Use status menu to flag the Assignment status

Handling TM

Espresso allows you to import a separate TRADOS log if you want to use another breakdown for Assignment of Translation tasks. To use a log:

• Click on the icon to open the TM form
• Select a CSV-formatted logfile for import
• Click upload log
• The form is pre-filled with TRADOS rates from the Resource profile. You can change the breakdown numbers and rates, Espresso will re-calculate the totals for you. The total value number is copied with each re-calculation into the Assignment value field.

TIP: Red table background means 'not calculated yet'. Green table background means 'OK'

Documents tab

Click Documents to access the Documents tab

The Documents tab displays the EN 15038 Checklist of items that should have been completed before you issued a Quote and provides links to various linked documents. The Checklist is not mandatory.

Attached documents:

• Quote for download - provides a link to a Quote template (format depends on your installation).
• Envelope Green - provides a quick link to create a Project Confirmation e-mail using standard texts (See Settings->Texts)
• Envelope Red - provides a quick link to create a Project Delivery e-mail using standard texts (See Settings->Texts)
• Attached documents - you can attach any document to your Project. These documents are uploaded to the Espresso server (the exact directory structure depends on you installation). All linked documents can be downloaded from the Espresso server: right click on the link and select 'Save as ...' to save a copy locally.

Invoices tab

Click Invoices to access the Invoices tab

The Invoices tab lists:

• All invoices issued to the client within this Project. Each invoice is listed with the invoice code, issue date, due date, all the financials and its status. Click on the invoice code to access it.
• All Resource invoices that are expected to be received from your vendors. Each Resource invoice is listed with the Resource name, Purchase Order code, amount ex tax, status (not invoiced, invoiced, paid). Click on the Resource name to access the Resource record.

Log tab

Click Log to access the Log tab

The Log tab provides an overview of all Project-related actions. Each action is logged with the date, time and intials of the user. Users cannot change log records.

The first tab, called 'Overview' displays the most important information such as Client contact details, Client Memo field, the list of all tasks and the financial details of the project. Quotes are always editable.

Dropdown menu options:

• Quote status - Flag a quote as 'Sent', 'In progress' or 'Needs action'. These flags are displayed in the Quote list using different color flags.
• Accountmanager - You can reassign a Quote to another Accountmanager
• Projectmanager - You can assign a Quote to a Projectmanager before the Quote is confirmed. Quotes will appear on the Projectmanager's ToDo list when the Quote is confirmed.

TIP! In some configurations you can assign several Projectmanagers to one project. Use the radio button behind the Projectmanager name to mark the person who is currently in charge.

There are 6 buttons at the bottom of the Overview page

• List - returns the user to the Quote list
• Quote - displays the Quote template
• File (if activated) - saves the Quote as a Word or PDF file
• Cancel - cancels the Quote
• Convert - converts the Quote into Project
• ccQ - creates a new Quote based on the current Quote (templating)

Click on the Project tab to access the Project details.

This tab allows you to edit Quote details:

Project Description fields:

• Title - project title.
• Quote code - overrides the automatically generated Quote code.
• Ref - any reference (yours or client's) you would like to include.
• Location - allows you to transfer the ownership of a Quote to another Location (if configured).
• Framework Agreement - you can book this project on a certain Framework Agreement or leave it as a standalone project.
• Probablity - go ahead probability (used to calculate the Sales forecast)
• Contact person - select a Client Contact person for this project. Please note that selecting a Person will automatically fill in the Telephone and Email fields with the information from the Client Persons database.
• Telephone - Telephone of the Client Contact person for this project.
• E-mail - E-mail address of the Client Contact person for this project.
• Accountmanager - select the name of the Accountmanager for this project. Please note that Espresso automatically selects the name of the Client Accountmanager when creating a Quote. You can override the default setting by selecting another name.
• Quote created - Quote creation date. Sometimes you need to change it.
• Delivery date - Deadline for this project
• Project duration - Number of days, required for this project
• Delivery time - Deadline for this project
• Delivery format - delivery format description (i.e. Word, XML etc)
• Applicable tax - Select the applicable tax (VAT) rate. Espresso pre-selects Client- or Country- specific tax rates but you can always override this pre-selection.
• Remarks - displays Client Management field content
• Specialization(s) - Expertise area for this projects. Adding this information makes this project appear in Specialization reports. Specialization is also a part of the EN 15038 requirement for Proofreaders.
• Note (client) - any Project-specific text you would like to appear on your Quote.
• Note (internal) - any Project specific text for internal use
• Archive - can be used to store the path to the project files

IMPORTANT!You can choose either 1) deadline or 2) project duration. Espresso will use Project Deadline if Project Duration is set to 0 (zero). Espresso will recalculate deadline at the moment of conversion (go-ahead for the Quote) based on the current date and the project duration if Project Duration is numeric and set to something else than 0 (zero).

Click Tasks to access the Task management tab.

This tab allows you to edit, add, delete and reorder Tasks within a Quote.

To add a new Task

Add tasks by selecting the Task Type and adding financial details per task (see 4. Sales for details).

IMPORTANT!All Surcharge or Discount tasks should be added at the very end as their calculations are based on the total amount of tasks already added.
IMPORTANT! Non-TRADOS Translation tasks are marked with a with a blue border. TRADOS Translation tasks are marked with a red border.IMPORTANT! You can always update Translation and Sworn Translation tasks with the new TRADOS log.

To add an existing Task: 

• Change any numbers and click the "<-" button next to it to save changes.
• Click the  TRADOS icon to view or edit the TM breakdown or upload a new log instead of already registered log.

To delete an existing Task:

• Click the Delete icon and confirm your decision by clicking ''OK

To reorder the tasks:

• Use the arrow icons to reorder the tasks

Click Documents to access the Documents tab

The Documents tab displays the EN 15038 Checklist of items that should be completed before you issue a Quote and provides links to various linked documents. The Checklist is not mandatory. 

Attached documents:

• Quote for download - provides a link to a Quote template (format depends on your installation).
• Envelope - provides a quick link to create a Quote e-mail using standard texts (See Settings->Texts)
• Attached documents - you can attach any document to your Quote. These documents are uploaded to the Espresso server (the exact directory structure depends on you installation). All linked documents can be downloaded from the Espresso server: right click on the link and select 'Save as ...' to save a copy locally.

Click Log to access the Log tab

The Log tab provides an overview of all Quote-related actions. Each action is logged with the date, time and intials of the user. Users cannot change log records. 

• Sales: YTD performance per month based on quote-to-project conversions vs budget.
• Operations – WIP/YTD performance based on invoiced numbers vs budget.
• Performance per client (sales)
• Performance per language (sales)
• Performance per resource (top 10 resources, annual costs etc.)
• Performance per client country (sales)
• Project margins (concise and extended)
• Project margins per project manager (concise and extended)
• Budget performance per location, account- and project manager
• Cash forecast
• Performance per lead (marketing and sales)
• Performance per Client Group (sales)
• QA. Project delivery times

Sales report

Click Reports -> Sales to access the Sales report

Sales report provides you with in-depth information on your company Sales performance per month. You can narrow down the selection by Location, Account manager, Project manager and a period of time (Click Search to create a new Report if your search criteria has been changed).

Line by line:

• Quotes converted - total turnover per month (summarizes all Quotes that received ‘go ahead)’ in your default currency.
• Quotes converted - a number of Quotes that received ‘go ahead’ per month
• Costs - all costs already booked for the converted Quotes per month
• Margin - margin on converted Quotes per month in your default currency
• New clients - number of new clients per month
• Quotes created - total number of Quotes issued per month
• Quotes created - total quoted amount per month
• Average quote - average Quote volume in your default currency
• Conversion % - percentage of Quotes that received ‘go head’ to all issued Quotes
• Conversion - volume in Quotes that received ‘go head’ to all issued Quotes
• Margin % - percentage margin on converted Quotes that received ‘go ahead’
• Budgets - target turnover per month (can be defined per location)
• YTD quotes converted - Year-to-date turnover in your default currency
• YTD costs - Year to date costs booked on Quotes that received ‘go-ahead’ in your default currency
• YTD margin - Year to date margin on Quotes that received ‘go-ahead’ in your default currency
• YTD margin % - Year to date margin in percents on Quotes that received ‘go-ahead’ in your default currency
• YTD invoiced - Year to date invoiced in your default currency

The graph displays five major KPIs visually:

• orange bar - Quotes converted (factual turnover)
• green bar - Costs (already booked on Projects in Espresso)
• blue bar - Invoiced (already invoiced in Espresso)
• grey bar - Projected monthly revenues (based on number of days and realized turnover)
• red line - Target turnover

Operations

Click Reports -> Operations to access the Operations report.

The Operations report is focused on WIP (work in progress). You can narrow down the selection by Location, Account manager, Project manager and a period of time (Click Search to create a new Report if your search criteria has been changed).

TIP! You can change the default view (line) to bar, pie chart, step, cylinder, curve, cone, area or scatter and toggle 3D view by selecting radio buttons and re-running the report.

Line by line:

• WIP - total value of all open Projects in your default currency
• WIP - number of open Projects
• Invoiced - Invoiced amount per month in your default currency
• Unpaid invoices - Total amount in your default currency of still unpaid Invoices (selected by issue date) per month.
• Overdue invoices - Total amount in your default currency of overdue Invoices (selected by issue date) per month.
• Costs - total costs booked on Projects that are already invoiced in your default currency
• Margin - margin on invoiced Projects in your default currency
• Margin % - margin in percents on invoiced Projects in your default currency

The graph displays five major KPIs visually:

• orange bar - Quotes converted (factual turnover)
• green bar - Last year turnover
• blue bar - Invoiced amount
• red line - Target turnover

TIP! You can change the default view (line) to bar, pie chart, step, cylinder, curve, cone, area or scatter and toggle 3D view by selecting radio buttons and re-running the report.

Clients

Click Reports -> Clients to access the Clients report.

The Clients report shows you the KPIs per client (number of Projects, turnover per Client, costs on projects per Client, margin in your default currency and in percents per Client). You can narrow down the selection by Location, Account manager, Project manager and a period of time (Click Search to create a new Report if your search criteria has been changed).

The graph presents you with each client share in your Company turnover. Espresso displays you pie chart slices for 10 of your largest Clients. All other Clients are shown as Other Clients slice. Move your mouse around the pie chart to see the name of your Clients and the turnover per client in your default currency.

TIP! Rows in the table are clickable. Clicking on Client’s name will bring you to the Client’s record. Clicking anywhere else will display a list of the Client’s projects.

TIP! You can change the default view (pie chart) to bar, line, step, cylinder, curve, cone, area or scatter and toggle 3D view by selecting radio buttons and re-running the report.

Languages

Click Reports -> Languages to access the Languages report.

The Languages report shows you the KPIs per language combination (number of Projects, turnover per language combination, costs on projects per language combination, margin in your default currency and in percents per language combination). You can narrow down the selection by Location, Account manager, Project manager and a period of time (Click Search to create a new Report if your search criteria has been changed).

The graph presents you with each language combination share in your Company turnover. Espresso displays you pie chart slices for 10 of your largest (by turnover) language combination. All other language combination are shown as Other language combinations slice. Move your mouse around the pie chart to see the name of the language combination and the turnover per language combination in your default currency.

TIP! Rows in the table are clickable. Clicking on language combination name will display a list of the Client’s projects.

TIP! You can change the default view (pie chart) to bar, line, step, cylinder, curve, cone, area or scatter and toggle 3D view by selecting radio buttons and re-running the report.

Resources

Click Reports -> Resources to access the Resources report.

The Resources report shows you the KPIs per Resource (number of Assignments, total costs per resource and the average margin per Assigned Task in your default currency and in percents). You can narrow down the selection by Location, Name, Task status, Task type and a period of time (Click Search to create a new Report if your search criteria has been changed).

The graph presents you with each Resource share in your Company costs. Espresso displays you pie chart slices for 10 largest (by cost in your default currency) Resources. All other Resources are shown as Other resources slice. Move your mouse around the pie chart to see the name of the Resource and the costs per Resource in your default currency.

TIP! You can change the default view (pie chart) to bar, line, step, cylinder, curve, cone, area or scatter and toggle 3D view by selecting radio buttons and re-running the report.

TIP! The table is color-coded with breakpoints at 40% margin (all blue), 20% (yellow), 0% (orange). Negative margins are colored red.

TIP! Click Save to print the report to PDF

Countries

Click Reports -> Countries to access the Countries report.

The Countries report shows you the KPIs per country (number of Projects, turnover per country, costs on projects per country, margin in your default currency and in percents per country). You can narrow down the selection by Location, Account manager, Project manager and a period of time (Click Search to create a new Report if your search criteria has been changed).

The graph presents you with each country share in your Company turnover. Espresso displays you pie chart slices for 10 most important countries. All other counties are shown as Other countries slice. Move your mouse around the pie chart to see the name of the country and the turnover per country in your default currency.

TIP! You can change the default view (pie chart) to bar, line, step, cylinder, curve, cone, area or scatter and toggle 3D view by selecting radio buttons and re-running the report.

Margins

Click Reports -> Margins to access the Margins report.

The Margins report shows you the KPIs per project (number of Tasks, Project valie, costs per Project, margin in your default currency and in percents per Project). You can narrow down the selection by Location, Account manager, Project manager and a period of time (Click Search to create a new Report if your search criteria has been changed).

TIP! You can toggle view by clicking on the  icon.

TIP! All Projects are clickable. All Clients are clickable.

TIP! The table is color-coded with breakpoints at 35% margin (all blue), 20% (yellow), 0% (orange). Negative margins are colored red.

PM

Click Reports -> PM to access the Project Managers report.

The Project Manager report shows you the KPIs per Project Manager (deadlines, number of Tasks, Project valie, costs per Project, margin in your default currency and in percents per Project).

TIP! All Projects are clickable.

TIP! The table is color-coded with breakpoints at 35% margin (all blue), 20% (yellow), 0% (orange). Negative margins are colored red.

Budgets

Click Reports -> Budgets to access the Budgets report.

The Budgets report compares the factual performance per Location and per User with the targets (Budgets) defined in the Settings.

Cash

Click Reports -> Cash to access the Cash report.

The Cash report forecasts the Cash influx based on the Invoiced amounts taking into consideration (Client-specific) invoicing terms and Client payment tolerance.

IMPORTANT! You must track the incoming payments and mark outstanding Invoices as paid if you want to see realistic figures in this report.

IMPORTANT! Please note that the Cash report provides you only with indication of expected payments and is by no means linked to the actual payment patterns.

Groups

Click Reports -> Groups to access the Groups report.

The Groups report shows you the KPIs per Group (number of Projects, turnover per Group, costs on projects per Group, margin in your default currency and in percents per Group). You can narrow down the selection by Location, Account manager, Project manager and a period of time (Click Search to create a new Report if your search criteria has been changed).

The graph presents you with each Group share in your Company turnover. Espresso displays you pie chart slices for 10 of your largest (by turnover) Groups. All other Groups are shown as Other groups slice. Move your mouse around the pie chart to see the name of the Group and the turnover per Group in your default currency.

TIP! You can change the default view (pie chart) to bar, line, step, cylinder, curve, cone, area or scatter and toggle 3D view by selecting radio buttons and re-running the report.

Leads

Click Reports -> Leads to access the Leads report.

The Leads report shows you the KPIs per Lead (number of Projects, turnover per Lead, costs on projects per Lead, margin in your default currency and in percents per Lead). You can narrow down the selection by Location, Account manager, Project manager and a period of time (Click Search to create a new Report if your search criteria has been changed).

The graph presents you with each Lead share in your Company turnover. Espresso displays you pie chart slices for 10 of your largest (by turnover) Leads. All other Leads are shown as Other leads slice. Move your mouse around the pie chart to see the name of the Lead and the turnover per Lead in your default currency.

TIP! You can change the default view (pie chart) to bar, line, step, cylinder, curve, cone, area or scatter and toggle 3D view by selecting radio buttons and re-running the report.

QA

Click Reports -> QA to access the Quality Assurance report.

The QA report visualizes the QA parameters you enter while closing Projects (i.e. delivery times etc) You can narrow down the selection by Location, Account manager, Project manager and a period of time (Click Search to create a new Report if your search criteria has been changed).

Move your mouse around the pie chart to see the name of the QA parameter.

TIP! You can change the default view (pie chart) to bar, line, step, cylinder, curve, cone, area or scatter and toggle 3D view by selecting radio buttons and re-running the report.

The Project management overview is divided in three parts:

• Unasigned projects - this section lists Projects that are not yet assigned to a Projectmanager
• Assigned projects - this section lists Projects assigned to you (or to another Projectmanager. Use the dropdown menu to view your colleagues Projects)
• Uninvoiced projects - this section lists closed Projects that are not yet invoiced.

TIP: All projects are color-coded by Deadline.
TIP: Click on the  Memo icon to open the Project (Quote) Memo field.
TIP: You can export a list of your projects to Excel by clicking on the 'export to Excel button'.
TIP: You can sort projects by Due date, Project code, Client name, Project title and Project Manager initials

IMPORTANT! Please note that Project inherits all its properties from the original Quote! By setting up a Quote you already have set up your Project.
IMPORTANT! Not all freshly converted Projects appear on top of the list. A Project can be assigned to a Projectmanager already in the Quote phase!

Click on any Project to open it. 
Continue to 5.1 Project Anatomy for more details.

The form consists of two parts:

1. Project description
2. Task description

Project Description fields:

• Title - project title
• Ref - any reference (yours or client's) you would like to include
• Framework Agreement - you can book this project on a certain Framework Agreement or leave it as a standalone project.
• Contact person - select a Client Contact person for this project. Please note that selecting a Person will automatically fill in the Telephone and Email fields with the information from the Client Persons database.
• Telephone - Telephone of the Client Contact person for this project
• E-mail - E-mail address of the Client Contact person for this project
• Accountmanager - select the name of the Accountmanager for this project. Please note that Espresso automatically selects the name of the Client Accountmanager when creating a Quote. You can override the default setting by selecting another name.
• Delivery date - Deadline for this project
• Project duration - Number of days, required for this project
• Delivery time - Deadline for this project
• Delivery format - delivery format description (i.e. Word, XML etc)
• Tax - Select the applicable tax (VAT) rate. Espresso pre-selects Client- or Country- specific tax rates but you can always override this pre-selection.
• Remarks - displays Client Management field content
• Specialization(s) - Expertise area for this projects. Adding this information makes this project appear in Specialization reports. Specialization is also a part of the EN 15038 requirement for Proofreaders.
• Note (client) - any Project-specific text you would like to appear on your Quote.
• Note (internal) - any Project specific text for internal use

IMPORTANT! You can choose either 1) deadline or 2) project duration. Espresso will use Project Deadline if Project Duration is set to 0 (zero). Espresso will recalculate deadline at the moment of conversion (go-ahead for the Quote) based on the current date and the project duration if Project Duration is numeric and set to something else than 0 (zero).

Task description fields:

Each Project consists of one or more Tasks. Add tasks by selecting the Task Type and adding financial details per task:

1. Translation or Sworn Translation. You must provide:

• number of units (words, lines etc)
• units (words, lines etc)
• source and target languages
• ‘no match’ or ‘new words’ rate and a currency of your choice.

Please note that selecting the currency for the first task will select currency for the wholeproject. You will be unable to change the currency afterwards.Espresso will calculate subtotals for you. Click ‘Add’ to add the task.

As an alternative, you can import a TRADOS or SDLX logfile (in CSV format) by clicking on the icon. Espresso will read the logfile and calculate the subtotals based on the wordcount fromthe logfile, the ‘no match’ rate and the standard TM breakdown discount (See TM Handling below).

2. Engineering. You must provide:

• number of units (hours etc)
• units (hours etc)
• description (i.e. ‘Import and export’)
• rate per unit and currency (if it is a first task).

Espresso will calculate subtotals for you. Click ‘Add’ to add the task.

3. Interpreting. You must provide:

• number of units (hours etc)
• units (hours etc)
• source and target languages
• unit rate and a currency of your choice.

Espresso will calculate subtotals for you. Click ‘Add’ to add the task.

4. DTP. You must provide:

• number of units (hours etc)
• units (hours etc)
• description (i.e. ‘InDesign template processing’)
• rate per unit and currency (if it is a first task).

5. Copywriting. You must provide:

• number of units (hours etc)
• units (hours etc)
• language
• description
• unit rate and a currency of your choice.

Espresso will calculate subtotals for you. Click ‘Add’ to add the task.

6. Editing. You must provide:

• number of units (words etc)
• units (words etc)
• source and target languages
• unit rate and a currency of your choice.

Espresso will calculate subtotals for you. Click ‘Add’ to add the task.

7. Transcription. You must provide:

• number of units (hours etc)
• units (hours etc)
• description (i.e. ‘Movie script transcription’)

Espresso will calculate subtotals for you. Click ‘Add’ to add the task.

8. Revision. You must provide:

• number of units (words etc)
• units (words etc)
• source and target languages
• unit rate and a currency of your choice.

Espresso will calculate subtotals for you. Click ‘Add’ to add the task.

9. Reviewing. You must provide:

• number of units (hours etc)
• units (hours etc)
• language
• description
• unit rate and a currency of your choice.

Espresso will calculate subtotals for you. Click ‘Add’ to add the task.

10. Proofreading. You must provide:

• number of units (hours etc)
• units (hours etc)
• language
• description
• unit rate and a currency of your choice.

Espresso will calculate subtotals for you. Click ‘Add’ to add the task.

11. Surcharge or Discount:

• Percentage
• Title for your Surcharge or Discount

Espresso will calculate subtotals for you. Click ‘Add’ to add the task.

IMPORTANT! All Surcharge or Discount tasks should be added at the very end as their calculations are based on the total amount of tasks already added.

TM Handling

Espresso allows to import TRADOS and SDLX logfiles in CSV format for easy calculation of subtotals per language. To import a log:

1. Click on the TRADOS icon to open the Import screen.
2. Select the file you want to upload

3. Click 'Open'. Espresso will import the logfile.
4. Check the TM Grid:

You are presented with 4 columns:

• TM Discount in % - Discount calculated in % of the no match rate. Espresso uses Company TM Breakdown for this column.
• Words - number of words, summized per log category
• Rate - rate based on one of the Pricelists (see Pricelists).
• Subtotal - subtotal per log category in currency of your choice

Espresso TM calculator works in two modes:

1. Known rates (price and/or breakdown are listed in the Pricelist):

• All calculations are made automatically. You do not need to change anything
• Check the numbers and click Save to save the Grid with the task

2. No pricelist mode (no match rate and/or breakdown are unknown):

• Enter the desired no match rate in the NO MATCH RATE field (marked green)
• Click the % button. Espresso will calculate all discounts and subtotals for you based on the no match rate and the discount percentages from the leftmost column. Please note that you can always alter discount percentages by hand.

IMPORTANT! All TM grid data is saved with the Task and is editable.
IMPORTANT! In Sales and Projects all Translation Tasks with existing TM Grid are marked by theTRADOS icon with RED border.

Click Next to Preview your Quote:

This page allows you to check all project details and (if required) reorder the tasks.Current task pricing can be added automatically to one of the three pricelists:

• Gen = General pricelist
• Grp = Client Group pricelist
• Cli = Client pricelist
• X (or no selection) = this rate will not be added to pricelists.

Click ‘Next’. The quote is ready now for download in HTML, PDF and in Microsoft Word formats (exact formats are defined in your Templates).

Espresso automatically generates all required files and if configured to do so creates a directory on your fileserver with a pre-defined set of project subdirectories.Depending on your Espresso configuration your quote file can be downloaded or written to the pre-defined location on your fileserver.

Espresso also displays the ‘pre-flight checklist’ checkboxes that remind account manager about the tasks that needs to be completed before sending the quote to the client (EN 15038 requirement) and the Envelope icon that is used to create a standard e-mail message to the Client.

IMPORTANT! You can mark your Quote as 'In progress'. 'Needs action' or 'Sent' by selecting the status from the dropdown menu in the top right corner.

You can find your Quote in the list of all open Quotes. Click Sales to open the list.

This list contains all Quotes, color-coded by deadline. You can sort this list using various criteria.
Click on the icon to open the Quote Memo field (Note internal field!) for inline editing.

What's next?

To learn more about the Quotes read the 4.1 Quote Anatomy section.

• To cancel the Quote: open the Quote and click Cancel or mark several Quotes for deletion in the Quote list and click Cancel. Confirm your decision by clicking 'OK'
• To confirm the Quote (go ahead received): open the Quote and click Confirm and confirm your decision.
• To edit the Quote: open the Quote and edit the fields you want to change.
• To export the list of your Quotes to Excel click Export to Excel.

Last but not least:

You can find the list of all your Quotes (open, cancelled and converted) in the Quotes Archive. Click Sales->Archive to access the Quotes Archive

Client records can be found on tabs with the first letter of the client company name corresponding with the name of the tab. You can always filter found records by selecting additional search criteria from the drop-down menu or using the Client Search function that searches through all client-related database fields. You switch between tabs by clicking on the name of the tab.

Found records can always be sorted by their status, company name, last contact or the name of the account manager. “Top” tab shows your clients marked as such.

Double-clicking the name opens the clickable list of the last 5 projects of this customer.
You can send email to the customer by clicking on the “envelope” icon.
Clicking on the telephone number will activate the phone dialer (if installed).
Small colored flags display the client rating given by the account manager.
Client record can be accessed by clicking on the company name.

You can access Client remarks without leaving the page by clicking on the icon.
This icon will be displayed in yellow if the record already contains Client remarks.

Click on the name of the Client to open Client record.

The Client record opens at the Overview tab.
This tab is supposed to provide you with the most essential information about the client.
It shows:

• All open projects, otherwise 5 last projects. You can click through to access these projects
• Client Remarks
• List of all contact persons
• Time at the Client's location (if the Client's timezone is set).

At the bottom of the screen you have a single button:

• New sale - opens a new Quote screen

Click Company to open the Company tab

‘Company’ tab contains contact details for the client.Besides the basic information it allows you to select the timezone and assign the client to any client- or lead group.

Company tab fields:

• Company - contains company name
• Department - department within a company
• Rating - Client rating (excellent, good, reasonable, bad, very bad)
• Contact - Salutation and Contact name of the main Contact person
• Position - Function (position of the main Contact person)
• Address - Street address
• Postal code - ZIP/Postal code
• City - City/Town
• Province/State
• Tel - Primary telephone number
• Tel2 - Secondary telephone number
• Fax - Fax number
• E-mail - Primary e-mail address
• E-mail - Secondary e-mail address
• Skype - IM address (Skype etc)
• Ref - Client reference (your own CLIENT_ID for CRM links)
• Website - website address
• Reg - Record created date
• Tags - Keywords to tag this Client
• Top - Check this box if you want this Client to appear on the Top tab
• Lead - How did you acquire this Client? Select one of the options (optional)
• Group - To which group does this Client belong? Select one of the options (optional)
• Time zone - What is the difference in hours between your location and your Client's location
• Language - What is the main communication language?
• Location - Which location is the ownere of this Client's record (if you use more than one location)
• AM - Who is the owner of this record? This name is selected automatically while creating Quotes.
• 2 AM - Secondary owner / peer

Tip: after selecting the timezone you will see the local time displayed at the top right corner of the Client record.

IMPORTANT! Please note that unsaved changes will be discarded.

At the bottom of the screen you have four buttons:

• New sale - opens a new Quote screen
• Hide - allows you to hide this record
• Delete - deletes a record if it has no Quotes, POs, Projects or Invoices attached.
• Save - saves all changes

Click Billing to access the Billing details:

‘Billing’ tab contains all relevant financial details that are used for invoicing.

Billing tab fields:

• Company - Company name for invoicing (can be different from the name on the Company tab).
• Contact - Default Contact name for invoicing
• Address - Street address for invoicing
• City - City/Town name for invoicing
• Province/State - Province/State name for invoicing
• Dept - Department for invocing
• Minimum rate - Client-specific minimum rate (overrides Company minimum rate)
• Country - Country for invoicing
• CstNum - Customer ID for Export (Venice, Exact, Accountview, QuickBooks ID etc)
• CstNumDelivery - Second Customer ID for Export (Venice, Exact, Accountview, QuickBooks ID etc)

• Client ID - Client ID for Export (Venice, Exact, Accountview, QuickBooks ID etc)
• VAT reg - VAT registration number
• Price list - displays a link if Customer-specific Pricelist is available
• Inv print - Check if Client requires printed invoices
• Inv PDF - Check is Client accepts electronic invoices
• Payment tolerance - additional tolerance in days before warning about overdue invoices
• Invoicing period - Client-specific payment terms in days (overrides default applicaiton settings if selected)
• Tax - Client-specific tax for invoicing (overrides default Country settings if selected).

There are three buttons at the bottom of the screen:

• Copy primary address - saves you time by copying Company address data to the billing tab.
• New sale - opens the New Quote page
• Save - saves all changes

Click Mailing to access the Mailing details:

‘Mailing’ tab contains all relevant contact details that are used for creating mailings.

Mailing tab fields:

• Company - Company name for mailing (can be different from the name on the Company tab).
• Contact - Default Contact name for mailing
• Address - Street address for invoicing
• Postal code - Postal/ZIP code
• City - City/Town name for invoicing
• Province/State - Province/State name for invoicing
• Country - country for mailing
• Checkbox Mailing - check it to include the client in General mailing
• Checkbox E-mail list- check it to include the client in E-mail mailing
• Checkbox Fax list- check it to include the client in Fax mailing

IMPORTANT! You can export all marked for mailing records into an Excel file by clicking on Clients->Faxlist, Clients->Mailing or Clients->Mailing. Please note that it can take quite a while before the export is complete if you work with a substantial number of client records.

There are three buttons at the bottom of the screen:

• Copy primary address - saves you time by copying Company address data to the billing tab.
• New sale - opens the New Quote page
• Save - saves all changes

Click People to access the People details:

This tab lists all people you worked with within the Client organization. You can add as many People as you like. The records are sorted alphabetically by Name.

To add the new record:

1. Go to the bottom of the screen
2. Add the contact information and click on the "->" button. The record will be added immediately.

To edit existing record:

1. Double-click any name.
2. All fields are now editable. Change the information you want and click on the "->" button. The record will be changed immediately.

To add a Memo to a record:

1. Click at the icon to open the Memo form.
2. Change the information you want and click on the "->" button. The record will be changed immediately.

To delete a Person's record:

1. Click at the icon to delete a record.
2. Confirm deletion
3. Person's record will be deleted immediately.

Click Remarks to access the Remarks tab

This tab gives you access to two Memo fields:

1. Client feedback (required by EN 90158) - intended to collect feedback from the client
2. Client management - intended to collect any client-related short notes.

IMPORTANT! The contents of the Client Management Memo field can also be accessed by clicking at the icon on the Client list (main page of the Clients module).

Click Accounts to access the Account Management module.

This tab can be used as to create client-centric to-do lists per account manager.
Create account events, flag their status (in progress, needs attention, completed etc) mark them as important, not important etc and add a description. All events will be automatically color-coded, ordered by time and date and added to the dashboard overview.

All entered events are editable.

Events marked as ‘completed’ will be automatically removed from all personal to-do lists and moved to the Account history on the ‘Account’ tab.

Accounts tab fields:

• Event date. Select a date by clicking on the calendar icon
• Event title.
• Initials of the account manager. You can create events for yourself and for other account managers as well.
• Status (completed, in progress, needs attention and cancelled) for each event.
• Importance (important, very important, not important). Importance flag is also color coded for easy reading and recognition.
• Event description (up to 2000 characters).

All open tasks are presented color-coded and sorted by date/time. You can edit any task by double-clicking it. Do not forget to save the changes by clicking the '->' button.

Click Documents to access the Documents tab.

This tab allows users to link any documents (Word, Excel, Powerpoint, PDF etc) to the client record. All uploaded and linked documents are automatically indexed and can be searched using from the ‘Document Search’ page (Click Clients->Document search).

Click Contracts to access the Contracts tab.

This tab allows users to create Frameworks agreements and upload documents.

A Framework agreement allows users to group and budget several projects together and track progress for them.You can link any documents (Word, Excel, Powerpoint, PDF etc) to the Framework record. All uploaded and linked documents are automatically indexed and can be searched using from the ‘Document Search’ page.

Frameworks tab fields:

• All open Framework agreements are listed at the top of the page and are color-coded depending on its deadline.
• Agreement title - the working name of the Agreement
• Status (draft, open, delivered, cancelled)
• Owner - a Person who is the owner of this Agreement (Client side)
• OWner - an Accountmanager who is the owner of this Agreement (Your side)
• Contract budget - maximum contract value to be booked on this Agreement
• Agreement period - timeframe for this Agreement (triggers color-coding).
• Memo - any description

Espresso allows you to upload and register any document (Word, Excel, Powerpoint, PDF etc) to a Framework Agreement document after you create a new Agreement record:

You can find the overview and financial state of all open Agreements in Clients->Agreements.

Click History to access the History tab.

This tab is filled automatically. You cannot change anything yourself.
All listed quotes, projects and invoices are clickable.

Parts of the History tab:

• Invoices - lists all Invoices (drafts, sent, paid and cancelled) including the Invoice code and invoiced amounts. You can click through to all related Projects and Invoices.
• Projects - lists all Projects (open, delivered and cancelled).You can click through to all related Projects.
• Quotes - lists all Quotes (open and cancelled).You can click through to all related Quote records. Cancelled Quotes can be recovered by clicking the   Undelete icon. Undeleted Quotes will be immediately displayed in the Sales overview (click Sales).
• Resources - lists all Resources who used to work for this Client including names, sort of work they performed, number of projects and accumulated costs booked on these Resources. You can click through to Resource records.
• Client Statistics in Units - displays the ordered volume per month (in words).
• Client Statistics (monetary) - displays the ordered volume per month (in default currency).
• Unit Statistics - displays the ordered volume per language combination per month.