LabBoard logo tab

Blog

 
Calendar day icon
FEB 2011

LabBoard is heading to ABRF 2011

With LabBoard in its public beta, we’re looking for additional customers to join the LabBoard un-LIMS revolution. LabBoard is completely free during our public beta so now’s a great time to try it out for your lab.

Nicola will be heading down to ABRF 2011 in San Antonio this weekend to check out the conference and meet with lab managers & core facilities.

If you will be at ABRF 2011 in San Antonio and are looking for a new small lab sample management or LIMS system, get in contact with us so we can arrange a meeting. Also, we have a special promotion for all ABRF attendees we meet up with so be sure to ask Nicola about this when you meet her.

Looking forward to lots of great conversations!

Nicola & The LabBoard Team

(0 comments)

 
Calendar day icon
JAN 2011

Billing – Day-to-Day Usage

Now that you’ve had the chance to setup all of the basics of the LabBoard Billing application you probably want to know how to actually generate some invoices. Your day-to-day usage will allow you to monitor the outstanding (or un-invoiced) revenue your lab has generated. Additionally, a running tally of your year-to-date (YTD) revenue is calculated on the LabBoard tab. Just as in the Samples application, the LabBoard tab also provides you with billing specific recent activity.



Recent activity provides helpful updates about your users’ activity, such as choosing a rate plan (allowing you to modify their choice in case it was chosen incorrectly).



You can choose how often to perform your billing activities. Most labs do this monthly but LabBoard will let you invoice all of your completed samples whenever you wish. When you are ready to perform your billing / invoicing activity, click on the Invoices tab. You’ll notice that samples have been grouped into invoices or orders – allowing you to move through your billing processes faster.



Inside the Invoices tab, you can do several things. You can trigger the generation of the CSV or XML spreadsheet that exports all of the recent sample activity. However, if you need to make a price adjustment to a particular sample, change a billing address or confirm the client account information, click the invoice number within which that sample exists.



Within an invoice, you will see the details of the samples included in that order as well as the billing and payment information. Clicking on the edit link in the top right corner of the invoice will enable you to update the billing address, change payment information and adjust prices.



You can change the price a client is billed for a particular sample using a positive or negative value to increase or decrease the listed price of the service. For example, entering a -25 into the Adjustment (%) box will reduce the listed price by 25%.

In this screen you can also make changes to the billing address or corrections to the payment method information if your client has made an error.

Once you have completed all of the updates and changes, simply click save and the changes will be applied. At this point you will see your price adjustments take effect and the total will decrease or increase based on the adjustments.

Once you have made changes to all of the invoices as required, you can click the generate invoices link in the Invoices tab. This will take you to a screen where you can select which invoices (orders) you wish to export, allowing you to have control over which samples are billed at what time.



Once you’ve checked off the invoices you wish to generate, click the generate button and you will be prompted to select the file type you wish to create.



Most labs will select Excel, which can be easily manipulated into the specified format required for their financial system. Once the file type is selected, the file will automatically download to your computer’s downloads folder. From this point, you can manually manipulate your data or create an Excel macro that will allow a one click automatic reformatting of the LabBoard generated worksheet into the required format.



Lab Analytics

Finally, for general information on your lab’s billing activities, visit the Analytics tab.

You’ll get an overview of the financial activity from the gallery view but as with the Samples application, you can dig in deeper using the tabs on the left to see more details about revenue, outstanding balances, adjustments made to charges and revenue based on individual clients.



We hope you enjoy the new LabBoard Billing functionality and please let us know if you have any questions and, as always, we love to hear your suggestions.

Cheers,
The LabBoard Team

(0 comments)

 
Calendar day icon
JAN 2011

Setting up LabBoard Billing Integration

So we told you earlier this week that LabBoard now has a Billing application, allowing you to more easily process your service laboratory’s monthly invoices. In this post, we will walk you though the setup of the application, so you can get LabBoard Billing working for your lab.

You’ll notice that when you log in to LabBoard, the header looks a little different and there are now two options: Samples and Billing.



When you click on the Billing tab, you’ll see that the color scheme changes so you know which side you are in. One thing to note is that Billing is only accessible to manager accounts. Staff accounts do not have access to the Billing application.



The Billing tabs look pretty similar to the Samples tabs; they help you navigate through the Billing application functionalities. You’ll see that a LabBoard tab is in both applications. It remains the ‘dashboard’ for Billing, just like Samples. Within the pricing and clients tabs, you can assign prices to your services and assign your client to categories you create such as internal or external.



Of course, Analytics will show you lab productivity from a financial prospective, just like on the samples side. The setup tab allows you to create and adjust rate plans as well as payment options. The Invoices tab is where you’ll actually push billing information out of LabBoard so you can easily get it into your institution or corporate finance software.

Setup:

Upon first login, you will see the following screen on the LabBoard tab, which will guide you through the setup of the billing functionality.



Rate Plans:

First you will set up your rate plans. In LabBoard billing, your rate plans refer to the various categories of users your lab may have. Examples of rate plans may include academic clients, corporate clients, internal clients, external clients etc. These categories simply let you assign different prices to different groups of users for each of your lab’s services.



In this example there are two types of users: Internal and External.



Payment Options:

Next, you will need to set up your payment options. This feature allows you to collect information from your customers that will enable you to bill them once their sample processing has been completed. You should create a Payment Type for each type of payment your lab accepts. University labs often have an Account option to collect university specific internal account information and a purchase order option (PO) to collect a PO number for external clients. This payment information will become part of the Excel or xml output you receive when you do your billing. This information is essential for integrating with your financial/invoicing software.





When setting up an Account option, you can create additional fields to allow you to collect the correct information from your clients, ensuring you can bill them appropriately for services rendered.





You can always refer back to the Setup tab to add or change payment options in the future. Clicking on the payment options will display all of the payment types you accept and the type of information you collect from your customers.



Pricing:

With rate plans and payment options created, the last step to setting up the billing functionality is to assign a price to each of the services your lab offers. By clicking on the Pricing tab, you will see the list of services you have previously setup in the Samples application under the Services tab. Simply click on each service to assign a price for each rate plan you had previously created.





So, that’s it. You’re all setup to start receiving billing information via LabBaord. If you have any problems at all, drop us a note to support@labboard.com or give us a call.

Have a great day.
The LabBoard Team

(0 comments)

 
Calendar day icon
JAN 2011

Tired of manually billing for lab services? LabBoard Billing Integration is here!



Back when we first started building LabBoard, we consciously made the decision not to include a billing and invoicing application inside the product. We knew eventually we would have to add one or integrate with something else out there on the web but the top priority was to get the sample management functionality up and running and to get our un-LIMS in some test labs.

Well, we did that and what we heard back from you was a wish that we could help you with one of the biggest, most boring time sinks of the Core Facility workflow. Billing.

We found many core facilities already have a financial/invoicing system in place (eg. PeopleSoft), so we decided to focus on billing integration.

First, let me tell you that doing a complete billing application for labs based in Universities with the various financial environments is pretty challenging. Not all universities use the same finance software and none use the same configuration - so fully integrating with these is not straightforward.

What we’ve done is tried to remove the manual data entry that is time consuming and error prone without directly integrating with your institution’s financial software. We simply allow you to export your billing / invoice information into an XML or Excel file – which can then be reformatted to your University or corporate financial software’s import format. We can assist in the automation of this reformatting. It’s quite simple and we are happy to help.

Through our new Billing application, you will now be able to assign prices to your services as well as create various ‘Rate Plans’. Rate plans are different price rates for different types of customers who use your lab’s services. For example, if you provide your services to both academics and corporations, you can create an Academic and Corporate Rate Plan and then associate a different price for each plan for specific services.

Over the next few days, we will be posting additional information to show you how to set up your LabBoard Billing and then how to use it, once you’ve started collecting billing information.

Keep in mind, any samples that were submitted prior to you setting up Billing will not be integrated into the Billing application and you’ll have to do your manual billing for these ones.

We hope you take some time to play around with the new functionality and look forward to hearing your feedback.

Cheers,
The LabBoard Team.

(0 comments)

 
Calendar day icon
OCT 2010

Large Batch Support and Batch Upload of Results

You may notice we’ve made a couple of changes to LabBoard over the weekend. The focus for this update was improvement of support for high-throughput scenarios, specifically, when you want to increase your lab’s efficiency by processing large numbers of samples at once. To support this we’ve improved two features of LabBoard: creating larger batches and batch uploading result files. The rest of this post will give you a rundown of how each of these new features works.

Create Larger Batches


Previously in LabBoard you could create batches with a maximum size of 25 samples. We’ve now enabled you to create larger batches by changing the page navigation in batch creation to Load More Samples. This allows you to see more samples on the same page and select more samples for batch creation.



When you click Load More Samples an additional 25 samples will be loaded into the same page . Any samples you’ve already selected will remain selected and you can continue to add more samples to your batch. You can click Load More Samples as many times as you need to, depending on how many samples you want to include in the batch.

By the way, this new way of loading additional samples has also been added to Receive Samples, so you can now receive more samples at the same time.

Batch upload of result files.


We’ve also streamlined the sample results upload feature. You were previously restricted to posting results files to each sample in a batch individually.



This was inefficient in high-throughput labs, so we’ve now added the ability to upload multiple results files at one time. Using the new Batch Upload Files button you will be presented the same browse dialog as with the individual upload feature except now, you can select multiple files. (Don’t worry; you can still upload individual sample results files the same way you used to if that’s what you want)



Here is how it works:
Within the Post Results section of your batch, click the new Batch Upload Files button in the top right corner.

To select multiple files, hold down the Ctrl key and select the samples you want to upload (or you hold down the Shift key to select a serial list of files). Once you have selected the files you want, click Ok or Open and the upload of all the files will begin.





LabBoard will take all of your uploaded results files and try to automatically infer which file belongs to which sample. It does this by looking at the result’s file name and matching the file name to any sample in the batch with the same sample Id (eg, S123456) or same sample name (eg. sample1, as entered by your client). So, if you are using this feature, it’s best to name your results files by either the sample Id or sample name. You can also append additional information to the end of the filename like “S123456 Updated.pdf” and LabBoard will still recognize it and associate it to the correct sample.

When LabBoard can’t figure out the right spot for a particular result file, it will identify it as an unassociated result and leave it at the top of the batch’s file list.



When there are unassociated files, you can manually associate them to the correct sample yourself by simply dragging the file to the correct sample. Just click on the left side of the results file on top of the six little boxes.



This will allow you to associate the results file to the sample of your choice. This drag and drop feature will also work if there is a result file associated with the wrong sample. You can just modify its association by dragging the result file to a different sample.

(FYI: The ability to drag samples is only active for files that have been uploaded but have not yet been posted for review. Once you post the results, you can no longer change their associations.)

It is also possible to post results files and leave some files unassociated to any samples. You may wish to do this if you have quality control results files that you want to have associated to a batch for documentation purposes but that you don’t want to link to any client samples. When you leave results in the unassociated section, these results files will be listed in the Results pages of the batch. They are also available during Results Review if you are using a workflow that includes this feature. While these results are viewable by all your staff they are never displayed to your clients.

We hope these changes make your use of LabBoard more efficient in high-throughput situations. If you have any questions or comments about these new features, please don’t hesitate to contact us. We are always happy to hear your feedback.

We hope you enjoy the new features.

The LabBoard Team.

(0 comments)

 
 

 

Search and more

 

Stay in Touch

Your Account

Contact Us

Phone icon
Email icon
 
Copyright © 2018 by Cultivate Code Inc.