Abtrac

The implementation process for Abtrac is designed to be as non-disruptive as possible. For firms starting fresh without historic data, a 'soft launch' can be achieved in as little as 24-48 hours. However, for most firms migrating from legacy systems like WorkflowMax or Excel, the process typically takes 2 to 3 weeks. It begins with a consultation and a 30-day free trial where firms can test the software with their own data. Once the decision to proceed is made, Abtrac's team helps map out a 'Go-Live' date. The implementation involves setting up core data (employees, clients, job stages, and charge rates), configuring invoice templates, and establishing accounting links. Larger teams often follow a phased rollout where management and admin teams gain access first to prepare the environment before the entire staff is onboarded for time tracking. Abtrac provides a dedicated project plan for these transitions to ensure all data is migrated accurately and the cut-over from the old system is seamless.

Abtrac offers extensive customization capabilities to ensure the software aligns with the unique workflows of different professional firms. Beyond standard brand customization of invoices and reports using the built-in 'Invoice Designer' module, users can create an unlimited number of 'Custom Fields' for projects, clients, and employees to track industry-specific data. The software also allows for highly flexible configuration of 'Charge Rates', which can be set at the employee level, the client level, or even the specific task or stage level. User roles and permissions are granular, allowing administrators to control exactly what data different staff members can see or edit. Additionally, the 'API' allows for technical customization, enabling firms to connect Abtrac to other bespoke internal systems or data visualization tools like Power BI. This flexibility ensures that while Abtrac is a 'standard' SaaS product, it can be tailored to function like a bespoke solution for diverse practices from land surveying to town planning.

Abtrac’s pricing is primarily based on the monthly per-user subscription fee, which covers all core updates and standard support. However, there are potential additional costs to consider. Optional modules, such as the 'Debtor Management' system, may incur a small separate fee. Implementation assistance—such as data migration from legacy software, bespoke one-on-one training sessions, or professional invoice template design services—is typically quoted on a project-by-project basis depending on complexity. There is no charge for the basic mobile timesheet app or for standard accounting integrations (API links to Xero/MYOB). While firms can export their own data for free using the built-in reporting and export tools, a request for a 'curated' full database export file (in .csv format) from the Abtrac team typically carries a one-off administration fee. There are no hidden costs for data storage or maintenance, as these are bundled into the monthly subscription.

Abtrac provides a robust training ecosystem to ensure all users can maximize the platform's utility. Every subscription includes access to an extensive 'Online Video Training Library' and a comprehensive Knowledge Base with step-by-step guides. For new firms, Abtrac strongly recommends professional onboarding sessions. These are usually conducted in 2-3 hour blocks via web conference and are tailored to different user roles: the first session typically covers system administration and data entry (clients, projects, timesheets), while a second session focuses on invoicing and financial reporting. For larger organizations, customized training plans can be developed to cover advanced resource scheduling or multi-office management. Additionally, Abtrac offers '5-star' real-person support via telephone and email during business hours in Australia and New Zealand, ensuring that users can get immediate answers to specific questions beyond the standard training curriculum.

Security is a foundational element of Abtrac’s architecture. The platform is hosted on Microsoft Azure, utilizing their world-class infrastructure and $1B+ annual security R&D. Data is stored in regional centers across Australia and the Asia-Pacific to ensure low latency and high availability. All communications between the user's browser and Abtrac servers are encrypted using industry-standard SSL/HTTPS protocols. User authentication is managed through the Microsoft Membership module, a well-tested security component. Abtrac also employs internal design patterns that strictly isolate client data, ensuring that database requests can only ever return records for a single, authenticated client. For firms requiring higher security, Two-Factor Authentication (2FA) is available. The database itself, Microsoft SQL Server Azure, features built-in business continuity measures including geo-redundancy and point-in-time recovery, protecting firms against data loss even in the event of major infrastructure failures.

Abtrac follows a continuous improvement and rapid release cadence. Minor updates, bug fixes, and security patches are deployed regularly, often multiple times per month, without requiring any downtime for the user. Major feature releases or significant architectural updates (such as the recent API overhaul) occur approximately quarterly. Because Abtrac is a 100% cloud-based SaaS platform, updates are automatic and included in the subscription fee; users always have access to the latest version without needing to manage manual installations or pay for upgrades. Abtrac communicates significant changes through their monthly newsletter and in-app notifications. They also maintain a 'Product Updates' section in their help center, where technical details and user guides for new features are documented. This approach ensures the software evolves alongside changing technologies and industry requirements while maintaining a stable environment for daily operations.

Abtrac’s data ownership policy is clear: the customer owns 100% of their content. Abtrac explicitly states in its terms of use that it claims no intellectual property rights over the data provided by the user. Users have multiple ways to extract their data at any time. Almost every grid and screen in Abtrac features an 'Export to CSV' or 'Export to Excel' button, allowing for the extraction of client lists, project details, and timesheet entries. Furthermore, any of the 150+ reports can be downloaded in standard formats. For firms needing a complete 'snapshot' of their entire database (for example, when moving to a new system), Abtrac offers a curated 'Data Export Zip File' service for a small fee, which provides all organization data in a structured set of .csv files within 24 hours of the request. This ensures total data portability and prevents 'vendor lock-in', giving firms the confidence that they can access their historical records whenever necessary.

Abtrac is designed to scale effortlessly with a firm's growth. The subscription model is built on a 'pay-per-person' basis, allowing companies to start as sole practitioners and grow to hundreds of employees without needing to migrate to a new platform. The cloud infrastructure on Microsoft Azure dynamically manages resource allocation, ensuring that system performance remains consistent regardless of the volume of data or number of concurrent users. Administratively, Abtrac supports multi-office and multi-department configurations, allowing large firms to report on productivity and profitability at various levels of the organizational hierarchy. The software’s 'Resource Planning' and 'Work Scheduling' modules are specifically built to handle the complexities of larger teams, helping managers oversee dozens of projects and hundreds of tasks simultaneously. This scalability makes Abtrac a long-term solution that can support a professional firm through every stage of its business lifecycle.

The terms and conditions for Abtrac prioritize flexibility and transparency for the user. The software is provided on a monthly subscription basis with 'no fixed-term contracts', meaning firms are not locked into long-term commitments and can cancel at any time with appropriate notice. Invoices are generated on the 1st of each month based on the current user count, and payments are typically processed on the 20th. Subscription administrators have full control over licensing and can increase or decrease the user count at any time through the 'Subscriptions' page. If a firm decides to stop using Abtrac, they can notify the company to suspend access at a chosen date. As per the data ownership policy, firms are encouraged to export their data before the suspension date. Abtrac also provides a 30-day free trial with no credit card required, allowing potential users to fully evaluate the terms and functionality before any financial commitment is made.

Abtrac ensures compliance with modern data protection standards through its infrastructure and development practices. By hosting on Microsoft Azure, Abtrac inherits a wide range of global compliance certifications, including ISO 27001, SOC 1, SOC 2, and GDPR, covering the physical and network security layers. At the application level, Abtrac is designed to help professional firms meet their own regulatory requirements, such as maintaining accurate audit trails for financial transactions and protecting client confidentiality. The software is compliant with New Zealand and Australian privacy laws, and its data handling practices align with GDPR principles for international users. For accounting compliance, Abtrac is a 'Xero Accredited App' and a 'Certified MYOB Partner', meaning its integration workflows have been vetted by these major financial platforms to ensure data integrity and security when syncing invoices, tax codes, and payroll information.