In this course you will learn how to make a Filemaker database system that can be used to register time spent on jobs. This is specifically meant for freelancers and people who work for multiple clients or employers.
In this case it will be a time registration database where you store your time spent, miles traveled and extra expenses for each job you do.
We will be storing employers and contacts and entering job details.
This is a course for people who own a small business and can’t afford to buy expensive software packages to manage their administration. For people who don’t want to spend hours each week doing boring, monotonous paperwork that can be automated and be made easy, fun and professional looking.
I included the Filemaker file in the course for download so you can easily look at my file if you get lost somewhere or if there is something you want to look at more closely in detail.
At the end of this course you will be able to start your own FIlemaker projects and build them exactly the way you want them so they work for your company and not the other way around.
We will have a look at the final file we are going to make. I will explain where you can download the Filemaker File. And pay attention to the remark on the language of calculated name fields, like month names, if you are going to use the downloaded file.
Here we will create the first table and fill it with fields to set up our first layout and enter some data.
To be able to enter data we will need to make a nice looking layout for data entry.
With a menu we can easily navigate through our solution.
To get a better overview of our employers we can make a list view so we can see them all.
We could add buttons and other items to make certain tasks a little easier.
We want to put our contacts in a separate table. This way we can store their data separately.
Let's create the list view for the clients and give them a menu button so we can get to our new layout.
It's not handy to have to change layouts a lot. So let's make it easy on ourselves.
Let's figure out what fields we are going to need to enter our jobs.
We have a few more fields to add to the jobs layout.
Let's create the table we are going to use to enter the details of each job.
The Job details part needs to be displayed inside a portal on the Jobs layout.
Let's make a layout that is used to print the job details. This will look a little different from an on screen display.
We will need a script that performs all the steps that need to be performed in order to actually print this page smoothly.
Making a Pdf and dispalying that is usually a handier way to preview your print layout.
Let's figure out how to attach the pdf to an email.
In order to keep all of the different Job Details in one table we will need to create a funky structure.
Let's add the new fields for the travel section to the JobDetails table.
To add the expenses we will need one more extra field.
There is a difference between the money you bill and the money you will eventually take home.
If we drive one way, we usually also drive back. Entering that manually is boring. Let's not do boring!
If there are routes we often use we might want to store them. That way we can more easily add them to our travel list.
To get an overview of all the jobs we do we might want to put them in a list view that has some extra features.
Now let's group our jobs by year and by Month. That way we can see separate totals.
We can use scripts to automatically find certain types of jobs in our list.
There are two potential problems with our dates. Let's make our system as solid as possible.
This file contains a lot of personal info. We will want to keep it all safe.
A graph gives you the ability to display your income in a more visual manner.
We can base our graph on our Jobs list so we can easily move back and forth between our list and our graph.
Looking at this graph on the screen is fine. But sometimes it is handier to have a printed out version.
Our list and our graph are better when they are not sorted in the same way. Let's change their sort order.
We have made a graph per month. But maybe for some people it is more interesting to have a graph per quarter.
If our graph has too many quarters in it, we could restrict the date range we want to display.
Let's learn more about graphs by making a different kind of graph.
A report doesn't need to contain a graph. Let's learn a trick with sub summary parts and sorting to get the list of top employers.
It can be handy to get an overview of all the jobs of a particular employer on his own layout. Complete with a link to the job itself.
For years I was trying to figure out a good system that would be flexible and allow me to do some proper invoicing and stock management. After years of messing around with Excel files I finally had had enough and went looking. I found Filemaker and discovered a great tool that was packed with great functionality. I dove right in, started to learn everything I could. What started as a simple invoicing database became two and I was always looking to add more and more. I kept running into problems which forced me to find solutions and slowly I started to get to know Filemaker like the back of my hand. Now years later I have taught loads of people how to work with Filemaker and how to solve difficult problems. I have created very complex setups which have taught me everything I need to know about Filemaker.