A lot of questions, and a lot of answers:
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In reading below about the depth of features, this seems like a lot to configure. How easy is it to set up?
You can be active and live within two minutes. We ask you a small number of questions and have chosen default settings for the rest. If you want, you can change any setting at any time. Click here. First 30 days free.
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Is Nexonia for small, medium or large businesses?
All. We've worked very hard to make our system very simple to use and configure for any size company. We can export and integrate with any accounting/ERP system, although some will require professional services on our part to enable some integration capabilities. Our goal is "simple complexity"...we make it easy to use and administer even though we have a lot of depth in the background.
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Do I have to buy any hardware or software?
No, Nexonia is a web-browser based system. We handle all the software development, enhancements, servers and backup. You don't have to buy or maintain hardware, operating systems, applications or databases. You will never have incompatible systems because we handle it all.
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I have sub-contractors, can they pay for their own access?
Absolutely. With Nexonia's role-based licensing options you can create a role called "sub-contractors" and indicate that these sub-contractors must provide their own credit cards.
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What time increments can I charge?
Time tracking increments of 1, 2, 3, 4, 5, 6, 10, 12, 15, 20, 30, 45 and 60 minutes are supported by our duration-choice wizard. Plus, you can directly enter in any time duration you'd like. You can find this in Setup > Company > Regions > General (which means you can have different increments per region).
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Can I record comments about my time and expense entries?
Absolutely. You can make these comments mandatory, optional or you can choose to not display the entry box. You can find this in Setup > Users > Roles > Approvals (which means you can change different settings per role).
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Can I set quotas for time entries?
Absolutely. You can set daily, weekly, monthly, quarterly and/or annual quotas for both overall and billable time. You can also specify a lockout period so that if a user is late, he/she will be prevented from recording time until he/she is caught up. Finally and probably most important, you can send out reminder e-mails (with management escalations) for late submitters. You can find this in Setup > Users > Roles (which means you can change different settings per role).
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Can I have different security access levels?
Absolutely. You can set read and edit access levels by role and with influence over different groups of people. You can find this in Setup > Users > Roles.
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Can I set my own approval processes?
Absolutely. You can set approval processes with hundreds of steps if you want (although we're not sure why you'd want to have this many steps!). You can find this in Setup > Users > Approvals. You can assign different approval processes for different roles. You can also specify "skip conditions", such as those you might want if a particular manager has "authority" for a certain level of expense approvals. You can find this in Setup > Users > Roles > Approvals.
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How do you know what our organization chart looks like?
Your administrator uses a simple screen to specify "who works for whom". Moving people in the hierarchy also allows for re-assigning subordinates when moving a person to another location.
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Can I change what days of the week are part of the time system and on which day the week starts?
Yes, this is fully supported. You can find this in Setup > Company > Regions > General.
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Can a central person enter time or expenses on behalf of others?
Yes, your administrator can specify that a user can "proxy" on behalf of other users (and for which users). However, we do track in the edit history for each entry what user actually created the entry. The approval process is always followed for the user for whom the time or expense entry was made.
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Tracking taxes on expenses is frustratingly complex, how do you handle it?
We've created the ability to setup your own tax codes and then specify an unlimited number of "tax profiles" that can be associated with a region. These tax profiles are then available to the "tax wizard" when entering expenses. If properly configured by your internal administrator, users should only have to enter a total amount and then select an appropriate tax profile to have all the calculations done for them.
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Since you support multiple currencies, how do you handle exchange rates?
We currently allow our customers to administer their own exchange rates against a base currency. Customers can set exchange rates that vary over time (and they can change them whenever they like). In addition, customers can set a "variance allowance" so that users can override the exchange rates within a prescribed percentage of the official exchange rate (e.g. to accomodate variance in credit card exchange rates). A future enhancement will be to allow customers to subscribe to an automated exchange rate mechanism.
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How do you support currencies?
We support 184 currencies from around the world. We provide you with complete control of where the currency symbol is located for formating (as well as number and date/time formatting). You can set different internationalization defaults (time zone, language, number formatting, etc.) per region. It's best to explore to see all our options. These can be found under Setup > Company > Regions.
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Do daily workflow notifications "follow the sun"?
Yes, when there are daily workflow notification e-mails to send, we send them to users at the appropriate time in their time zone.
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How "international" are you?
For the three languages we currently support, we've tried to make sure everything is translated and internationalized (including drop-downs and reports). Each region can have default languages, currencies, decimal separator, thousands separator, location for currency symbol and time/date format. Also, we allow an individual user to change his/her preferences to vary any of these settings for their individual use. Our public website (prior to login) will be fully translated in Spanish soon, but everything from the logon screen forward is completely translated.
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You support three languages (English, French and Spanish), can you support more?
We fully support Unicode and can support an unlimited number of languages. All we need to do is translate some key text files and our system will be ready for the new language. For languages beyond our first three, we're interested in hearing from alliance partners or key customers who would like to work with us on the translation services and associated costs. Please click to contact us if this interests you.
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I have a diverse company with some people who enter time all the time, expenses all the time, time some of the time, expenses some of the time, time and expenses all of the time and sub-contractors as well. Can you handle that?
Yes, we can. Plus, we can support any other permutation or combination of the above and you can choose the most appropriate license for each class of user (we call the classes of users "roles"). For this situation, we'd recommend enabling all features and then using various roles to specify the feature-level access and payment plans associated with the roles. You might not need this flexibility to start, but we want to make sure you have it available as you organization grows.
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How do I get support?
We recommend that you identify "regional administrators" for each region that can answer the day to day questions your users or management might have about the system. We include the name, e-mail address and phone number for these administrators in each workflow e-mail that we send. Nexonia support includes e-mail, telephone, and scheduled webinars. Our Contact Us page has more details.
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I have other questions, how can I reach you?
Our Contact Us page has more details, or click to send us an e-mail.
Click here. First 30 days free.
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