OPS

OPS Software is a powerful project budgeting and finance tracking solution designed for businesses handling multiple clients, budgets, and expenses. It streamlines operations by providing a centralised platform for project setup, financial planning, and automated invoicing.

・Project Cost Not Updating in Profitability Preview?
Verify cost categorization and ensure budget approval.
Recurring Costs Not Applying?
Check payment frequency settings and ensure automation is enabled.
・Exported Reports Missing Data?
Verify that the correct dates are selected before exporting data.
・Need More Help?
Contact OPS Support for personalized assistance.

📩 Email:
💬 Help Desk:

This guide explains how the 🔷 Seamless Automation of Confirmed Payments feature automatically syncs payment statuses between Cash Flow and Production Costs modules.

Step 1
Access Cash Flow

1. Log in to: https://ops.inc/
2. Click “Cash Flow” in the main navigation

Step 2
Locate Payment Transaction

1. Use the date selector to find the transaction date
2. Expand the relevant department section
3. Select the specific cost item requiring confirmation

Step 3
Confirm Payment

1. Click the ellipsis icon (⋯) next to the cost item
2. Select “Confirm Payment” from the dropdown menu
3. Click “Save” to finalize

Step 4
Verify Automatic Update

1. Click the project name link (automatically redirects)
In Production Costs view:
・Green checkmark (✓) appears beside the paid item
・Payment Status updates to “Paid” in real-time
・Change is visible to all authorized users immediately

This guide explains how the 🔷 Seamless Automation of Confirmed Payments feature automatically syncs payment statuses between Cash Flow and Production Costs modules.

Step 1
Access Cash Flow

1. Log in to: https://ops.inc/
2. Click “Cash Flow” in the main navigation

Step 2
Locate Payment Transaction

1. Use the date selector to find the transaction date
2. Expand the relevant department section
3. Select the specific cost item requiring confirmation

Step 3
Confirm Payment

1. Click the ellipsis icon (⋯) next to the cost item
2. Select “Confirm Payment” from the dropdown menu
3. Click “Save” to finalize

Step 4
Verify Automatic Update

1. Click the project name link (automatically redirects)
In Production Costs view:
・Green checkmark (✓) appears beside the paid item
・Payment Status updates to “Paid” in real-time
・Change is visible to all authorized users immediately

Step 1
Access Cash Flow

1. Log in to: https://ops.inc/
2. Click “Cash Flow” in the main navigation

Step 2
Locate Payment Transaction

1. Use the date selector to find the transaction date
2. Expand the relevant department section
3. Select the specific cost item requiring confirmation

Step 3
Confirm Payment

1. Click the ellipsis icon (⋯) next to the cost item
2. Select “Confirm Payment” from the dropdown menu
3. Click “Save” to finalize

Step 4
Verify Automatic Update

1. Click the project name link (automatically redirects)
In Production Costs view:
・Green checkmark (✓) appears beside the paid item
・Payment Status updates to “Paid” in real-time
・Change is visible to all authorized users immediately

Step 1
Access Cash Flow

1. Log in to: https://ops.inc/
2. Click “Cash Flow” in the main navigation

Step 2
Locate Payment Transaction

1. Use the date selector to find the transaction date
2. Expand the relevant department section
3. Select the specific cost item requiring confirmation

Step 3
Confirm Payment

1. Click the ellipsis icon (⋯) next to the cost item
2. Select “Confirm Payment” from the dropdown menu
3. Click “Save” to finalize

Step 4
Verify Automatic Update

1. Click the project name link (automatically redirects)
In Production Costs view:
・Green checkmark (✓) appears beside the paid item
・Payment Status updates to “Paid” in real-time
・Change is visible to all authorized users immediately

This guide explains how to set up 🔷 Recurring Organization Costs for regular payments like rent, salaries, and subscriptions directly from your dashboard.

Step 1
Access Cash Flow

1. Log in to: https://ops.inc/
2. Click “View Cashflow” in the main navigation

Step 2
Initiate New Recurring Cost

1. Under Predetermined Categories, click “Add New Cost”

Step 3
Define Cost Details

1. Accounting Category: Select from:
2. Subcategory: Choose relevant option (e.g., “Office Rent”)
3. Vendor/Name

Step 4
Set Up Recurrence

1. Dates:
・Bill Date: When invoice is received
・Payment Date: When amount is due

2. Recurrence Settings:
・Check “Recurring Cost” box
・Select frequency:5
・Set end date (or leave open-ended)

Step 5
Financial Configuration

1. Currency & Amount:
・Select currency (USD, EUR, etc.)
・Enter cost amount
・Apply tax if applicable

2. Payment Details:
・Cost Type: Expense/In-House/Freelancer
・Method: Credit Card/Bank Transfer/etc.
・Paid By

Step 6
Assign & Save

1. Status: Set as Paid/Budgeted/TBC
2. Assign To: Select responsible team member
3. Click “Save”

This guide explains how the 🔷 Seamless Automation of Confirmed Payments feature automatically syncs payment statuses between Cash Flow and Production Costs modules.

Step 1
Access Cash Flow

1. Log in to: https://ops.inc/
2. Click “Cash Flow” in the main navigation

Step 2
Locate Payment Transaction

1. Use the date selector to find the transaction date
2. Expand the relevant department section
3. Select the specific cost item requiring confirmation

Step 3
Confirm Payment

1. Click the ellipsis icon (⋯) next to the cost item
2. Select “Confirm Payment” from the dropdown menu
3. Click “Save” to finalize

Step 4
Verify Automatic Update

1. Click the project name link (automatically redirects)
In Production Costs view:
・Green checkmark (✓) appears beside the paid item
・Payment Status updates to “Paid” in real-time
・Change is visible to all authorized users immediately

This guide will walk you through the steps to review all organization and project expenses and incomes in a Single Cash Flow Screen feature.
Follow the instructions below to gain a comprehensive overview of your financial data in one place.

Step 1
Access the Platform

1. Open your web browser and navigate to the following URL: https://ops.inc/
2. Log in to your account using your credentials (if required).

Step 2
Navigate to Company Finance

1. On the dashboard locate and click the “View Company Finance” button or tab.
This will open the financial management section for your organization.

Step 3
Review Financial Overview

Once you are on the Cash Flow Screen, you will see a comprehensive overview of your organization and project finances. The screen is divided into several sections for easy analysis:
1. Overview of Financial Expenditure Across All Money Accounts
・View a summary of all financial transactions across your organization’s money accounts.
・This includes both income and expenses, categorized for clarity.

2. Received and Expected Amount for Total Project Income
・Track the received income (amounts already paid by clients).
・View the expected income (amounts yet to be received).

3. Paid and Expected to Be Paid for Total Project Cost
・Monitor the paid costs (expenses already settled).
・Review the expected costs (expenses yet to be paid).

4. Paid and Expected to Be Paid for Total Company Expenses
・Analyze the paid company expenses (operational costs already settled).
・Check the expected company expenses (upcoming operational costs).

5. Monthly P&L Across Financial Channels
・View the Profit and Loss (P&L) statement for each month.
・Compare income and expenses across different financial channels.

This guide will walk you through the steps to add a new cost and upload company expense files.
Follow the instructions below to input cost details, categorize expenses, and manage payments efficiently.

Step 1
Access the Platform

1. Open your web browser and navigate to the following URL: https://ops.inc/
2. Log in to your account using your credentials (if required).

Step 2
Navigate to Cash Flow

1. On the dashboard locate and click the “View Cash Flow” button or tab.
This will open the cash flow management section for your organization.

Step 3
Add a New Cost

1. Click the “Add New Cost” button.
This will open a form to input cost details.

Step 4
Fill in Cost Details

Follow the steps below to complete the cost entry form:
1. Select Accounting Category
Choose the appropriate category from the dropdown menu:
・Payroll
・Outsourcing Salary
・Rent / Utilities
・G&A / Office Expense
・Travel & Transportation
・Professional Services
・Tax / Insurance
・Other

2. Input Vendor Name
・ Enter the name of the vendor or service provider.
・ Example: “Printing Services.”

3. Input Vendor Description
・ Provide a brief description of the vendor or expense.
・ Example: “Printing costs for marketing materials.”

4. Input Dates
・ Enter the Date of Bill (when the expense was made).
・ Enter the Payment Date (when the payment was or will be made).

5. Recurring Cost (if applicable)
・ If the cost is recurring, select the “Recurring” option.
・ Specify the time frame (e.g., monthly, quarterly).

6. Currency and Exchange Rate
・ Select the currency from the dropdown menu (e.g., USD, EUR, GBP, JPY, RSD, CNY).
・ Input the exchange rate if applicable.

7. Input Cost and Tax Amount
Enter the cost of the item.
Input the tax amount (if applicable).

8. Upload Payment File
・ Click on the “Bill or Payment Statement” field.
・ Upload the PDF file of the payment or invoice from your computer.

9. Select Cost Type
Choose the cost type from the dropdown menu:
・ In-House
・ Freelance
・ Expense

10. Select Payment Method
Choose the payment method from the dropdown menu:
・ Personal Money
・ Credit Card
・ Bank Transfer
・ Debit / Cash

11. Select Cost Status
Choose the cost status from the dropdown menu:
・ Paid
・ TBC (To Be Confirmed)
・ Budgeted
・ Reimbursement

12. Assign Team Member
・ Select the team member you wish to assign the task or expense to.

Step 5
Save the Cost

1. Review all the entered details to ensure accuracy.
2. Click “Save” to add the cost to the system.

This guide will walk you through the steps to add and manage company costs using the  Predefined Company Costs feature.
Follow the instructions below to categorize costs according to standard accounting categories and subcategories, and to add or revise labels as needed.

Step 1
Access the Platform

1. Open your web browser and navigate to the following URL: https://ops.inc/
2. Log in to your account using your credentials (if required).

Step 2
Navigate to Cash Flow

1. On the dashboard locate and click the “View Cash Flow” button or tab.
This will open the cash flow management section for your organization.

Step 3
Add New Costs

You can add new costs in two ways:
Option 1: Add a New Cost
1. Click the “Add New Cost” button.
This will open a form to input cost details.

Option 2: Add a Cost Within a Predefined Category
1. Locate the predefined category where you want to add a new cost.
2. Click on the category to expand it.
3. Click the “Add New Cost” button within the category.

Step 4
Select Accounting Category

1. In the cost form, locate the “Accounting Category” dropdown menu.
2. Select the desired category from the list:
・Payroll
・Outsourcing Salary
・Rent / Utilities
・G&A / Office Expense
・Travel & Transportation
・Professional Services
・Tax / Insurance
・Other

Step 5
Input Cost Details

1. Fill in the required details for the cost, such as:
・Cost Name: A descriptive name for the cost.
・Amount: The monetary value of the cost.
・Date: The date the cost was incurred.
・Description: Additional notes or context for the cost.
2. If applicable, select a subcategory from the dropdown menu (if available).

Step 6
Save the Cost

1. Review the details to ensure accuracy.
2. Click “Save” to add the cost to the selected category.

This guide will walk you through the steps to export project income, expenses, and organization expenses in CSV format. Follow the instructions below to generate and download financial reports that are accounting and financial year-ready.

Step 1
Access the Platform

1. Open your web browser and navigate to the following URL: https://ops.inc/
2. Log in to your account using your credentials (if required).

Step 2
Navigate to Company Finance

1. On the dashboard or main menu, locate and click the “View Company Finance” button or tab.
This will open the financial management section for your organization.

Step 3
Generate a New Report

1. In the Company Finance section, click the “Generate New Report” button.
This will open a new window to select the time frame for your financial report.

Step 4
Select Date Frame

1. Choose the Date Frame for the report.
・Example: Select a specific financial year, quarter, or custom date range.

Step 5
Generate and Download the Report

1. Click the “Generate” button to create the report.
2. The system will process the data and export it in CSV format.
3. A “download latest report” button will appear, by clicking it, a zipped file with all the requested information will be downloaded into your download folder

Step 6
Access the Downloaded File

1. Navigate to your computer’s download folder to locate the zipped file and open it.
2. Open the file using spreadsheet software (e.g., Microsoft Excel, Google Sheets) to view and analyze the data.

The Reporting and Analytics section of [Software Name] provides powerful tools to help you track, analyze, and optimize your financial and project performance. With intuitive dashboards and detailed reports, you can gain valuable insights into your organization’s income, expenses, and profitability

1. How to Create a New Project
2. How to use the Easy Project Search Function
3. How to Creating Multiple Departments and Defining Them According to Project Requirements
4. How to create Multiple Budget Estimate Versions
5. How to Write Comments About Departments and Each Budget Item
6. How to Colour Code your Budget Items
7. How to Duplicate Departments and Budget Items
8. How to Type in Expected Costs for Project Team to Follow Negotiation Guidelines (Cost Status + Actual Cost)
9. How to Analyse Project Profitability With Side-by-side Comparing Estimated and Actual Costs
10. How to Define Costs per In-house, Expense, and Freelancer
11. How to Define Costs per Status: TBC, Budgeted, Paid, Reimbursement
12. How to view Automatic Project Profitability Preview, clear overview of project expenses, approved budget, and profitability of the whole project

13. How to Move department Sections with All Costs for Easy View
14. How to use Icon Indicator for Payment Status, Uploaded Bills, and Payment Statements
15. How to Select Assign To for Team Member Responsibility
16. How to view Complete project grid overview with all project information (Estimate Version, Exported Invoices, Project Costs Per Month, Payment Method, Expense Type, Per Department, Per Cost Status)

17. How to Sort Projects By Project Code, Estimate Approval Date, Invoice Payment Status
18. How to view Project Profitability Breakdown Overview
19. How to Filter Projects By Client, Budget Type

This guide explains how to quickly find projects by filtering them based on client or budget type using the  Filter Projects feature.

Step 1
Access Project Finance

1. Log in to: https://ops.inc/
2. Click “View Project Finance” from the main dashboard

Step 2
Apply Filters

1. Click the “Filter” button (top-right of the project list)
2. Select your filter criteria:
・Filter by Client
・Displays only projects for the selected client
・Search for specific clients using the search bar
4. Filter by Budget Type
5. Filter by Project status

This guide explains how to access and analyze your project’s financial performance using the 🔷 Project Profitability Breakdown Overview feature.

Step 1
Access Project Finance

1. Log in to: https://ops.inc/
2. Click “View Project Finance” from the main dashboard

Step 2
Select Project

1. Locate your project in the list (use search/filters if needed)
2. Click “Project Details” to open the financial dashboard

Step 3
Analyze Profitability Breakdown

1. Click “Project Expense Overview” tab to see:
・Comprehensive Financial Breakdown
・Cost by Expense Type
・Cost by Payment Method
・Cost by Department
・Monthly Cost Tracking
2. Side-by-side comparison:
・Recorded costs (actual spending)
・Budgeted costs (planned spending)
・Variance analysis (difference between actual and budget)

This guide explains how to organize your project list using the 🔷 Sort Projects feature to view projects by different criteria

Step 1
Access Project Finance

1. Navigate to: https://ops.inc/
2. Log in with your credentials
3. Click “View Project Finance” from the main menu

Step 2
Sort Projects

1. Locate the “Sort By” dropdown menu (top-right of project list)
2. Select your preferred sorting option:
・Project Code: Alphabetical/numerical order
・Estimate Approval Date: Newest to oldest (or vice versa)
・Client: Grouped by client name
・Invoice Payment Status: Paid/Pending/Overdue

This guide explains how to access and use the comprehensive 🔷 Complete Project Grid Overview to view all critical financial information for your projects.

Step 1
Access Project Finance

1. Navigate to: https://ops.inc/
2. Log in with your credentials
3. Select your project from the dashboard

Step 2
View Complete Project Grid

1. Click “View Project Finance” in the project menu
2. The system displays a complete grid overview showing:
・Monthly project costs
・Payment methods used
・Expense types
・Departmental breakdowns
・Cost statuses

Step 3
Access Detailed Views

1. Click “Project Details” for expanded information:
2. Budget & Profitability: Visual charts comparing estimated vs actual costs
3. Estimates & Invoices: Complete history of all versions and transactions
4. Income Tracking: Expected amounts, payment dates, and received totals
5. Expense Overview: Monthly breakdown of recorded vs budgeted costs

This guide explains how to assign responsibility for specific cost items to team members using the ✅ Select Assign To feature.

Step 1
Access Project Costs

1. Navigate to: https://ops.inc/
2. Log in with your credentials
3. Select your project from the dashboard

Step 2
Locate Cost Item

1. Click “Production Costs” in the project menu
2. Expand department by clicking the department name
3. Select cost item to view its details

Step 3
Assign Responsibility

1. Click the “Assign To” dropdown menu
2. Select the appropriate team member from the list
3. The assignment will save automatically

This guide explains how to interpret and use the icon indicators for payment status and attached documents in your project costs.

Step 1
Access Project Costs

1. Navigate to: https://ops.inc/
2. Authenticate with your login credentials
3. Select your target project from the dashboard

Step 2
Navigate to Cost Details

1. Click “Production Costs” in the project menu
2. Expand department by clicking the department name
3. This Icon indicates if the item has been paid or not.
4. This Icon indicate that the cost item has a new comment left by a team member
5. This Icon Indicates that the cost item has a file attached

Step 3
Reorganize Departments

1. Click and hold the drag handle/arrows
2. Drag vertically to reposition the section
3. Release to drop in new position
・All associated costs move with the department
・New order saves automatically

This guide explains how to reorganize department sections for optimal viewing using the ✅ Moveable Department Sections feature.

Step 1
Access Project Costs

1. Navigate to: https://ops.inc/
2. Log in with your credentials
3. Select your desired project from the list

Step 2
Enable Section Rearrangement

1. Click “Production Costs” to view all departments
2. Locate and drag arrows (<>) on the left side of each department header

Step 3
Reorganize Departments

1. Click and hold the drag handle/arrows
2. Drag vertically to reposition the section
3. Release to drop in new position
・All associated costs move with the department
・New order saves automatically

This guide will walk you through how to view the automatic profitability preview showing project expenses, approved budget, and overall profitability using the ✅ Automatic Project Profitability Preview feature.

Step 1
Access the Project

1. Open your web browser and navigate to: https://ops.inc/
2. Log in using your credentials (if required).
3. Locate your project using the search function or project list.

Step 2
View Profitability Overview

1. Click the “Production Cost” button on your selected project.
2. The system will automatically display:
・Project Expenses: All incurred costs
・Approved Budget: Originally allocated funds
・Profitability: Real-time calculation of budget vs. actuals

This guide will walk you through the steps to define cost statuses as TBC (To Be Confirmed), Budgeted, Paid, or Reimbursement using the 🔷 Define Costs per Status feature. Follow the instructions below to track and manage your project’s financial status effectively.

Step 1
Access the Project

1. Open your web browser and navigate to the following URL: https://ops.inc/
2. Log in to your account using your credentials (if required).
3. Locate the project where you want to define cost statuses. Use the Easy Project Search Function to find it quickly.

Step 2
Navigate to Production Costs

1. Click the “Production Costs” button on any listed project.
This will open the production costs management section.

Step 3
Expand Department and Cost Item

1. Locate the department where the cost item is listed.
2. Click on the department to expand it and view its associated cost items.
3. Select the specific cost item you want to define and click to expand it further.

Step 4: Define Cost Status

1. In the expanded cost item view, locate the “Cost Status” field.
2. Click the dropdown menu to select the desired cost status:
・TBC (To Be Confirmed): Costs that are pending approval or confirmation.
・Budgeted: Costs that are planned and included in the project budget.
・Paid: Costs that have been settled or paid.
・Reimbursement: Costs that will be reimbursed by the client or a third party.
3. Once selected, the cost status will be saved automatically.

Step 5: Review and Confirm

1. Review the cost item details to ensure the Cost Status is accurately defined.
2. Repeat the process for other cost items as needed…

This guide will walk you through the steps to define costs as In-House, Expense, or Freelancer using the 🔷 Define Costs per In-House, Expense, and Freelancer feature. Follow the instructions below to categorize costs accurately and streamline your project’s financial management.

Step 1
Access the Project

1. Open your web browser and navigate to the following URL: https://ops.inc/
2. Log in to your account using your credentials (if required).
3. Locate the project where you want to define costs. Use the Easy Project Search Function to find it quickly.

Step 2
Navigate to Production Costs

1. Click the “Production Costs” button on any listed project.
This will open the production costs management section.

Step 3
Expand Department and Cost Item

1. Locate the department where the cost item is listed.
2. Click on the department to expand it and view its associated cost items.
3. Select the specific cost item you want to define and click to expand it further.

Step 4: Define Cost Type

1. In the expanded cost item view, locate the “Cost Type” field.
2. Click the dropdown menu to select the desired cost type:
・In-House: Costs incurred by your internal team or resources.
・Expense: Costs related to external purchases or services (e.g., software, equipment).
・Freelancer: Costs associated with freelance or contract workers.
3. Once selected, the cost type will be saved automatically.

This guide will walk you through the steps to analyze project profitability by comparing Estimated Costs with Actual Costs using the 🔷 Analyze Project Profitability feature.
Step 1: Access the Project

Step 1
Access the Project

1. Open your web browser and navigate to the following URL: https://ops.inc/
2. Log in to your account using your credentials (if required).
3. Locate the project you want to analyze. Use the Easy Project Search Function to find it quickly.

Step 2
Navigate to Production Costs

1. Click the “Production Costs” button on any listed project.
This will open the production costs management section.

Step 3
View Project Profitability

1. In the Production Costs section, locate the Project Profitability overview at the bottom of the page
2. The system will display a side-by-side comparison of:
・In-house expenses
・Project expenses
・Approved budget
・Project profitability

This guide will walk you through the steps to input expected costs for your project team, ensuring they follow negotiation guidelines. You can also track the Cost Status and compare Estimated Costs with Actual Costs using the 🔷 Type in Expected Costs for Project Team feature. Follow the instructions below to manage and monitor project costs effectively.

Step 1
Access the Project

1. Open your web browser and navigate to the following URL: https://ops.inc/
2. Log in to your account using your credentials (if required).
3. Locate the project where you want to input expected costs. Use the Easy Project Search Function to find it quickly.

Step 2
Navigate to Project Estimate

1. Click the “Project Estimate” button on any listed project.
This will open the budget estimate management section.

Step 3
Open the Team & Logistics Tab

1. Select the “Team & Logistics” tab.
This will display all departments and cost items associated with the project.

Step 4: Add a New Cost Item

1. Click the “Add Item” button.
2. Select the desired cost item from the from the predetermined items .
・Example: “Graphic Design,” “Creative,” or “Art Director.”
3. Click “OK” to confirm your selection.

Step 5: Input Expected Cost Amount

1. In the cost item field, enter the expected cost amount.
2. Press the “Enter” key to save the amount.
・Example: Enter “$1,500” for graphic design costs.

Step 6: Mark as Approved by Client

1. Click the ellipsis icon (…) on the left side of the project window.
2. Select “Approved by Client” from the dropdown menu.
・This will mark the cost item as approved and ready for implementation.

Step 7: Navigate to Production Costs

1. Click the “Production Costs” button or tab.
This will open the production costs management section.

Step 8: View Estimated vs. Actual Costs

1. Click on the department to expand it and view its associated cost items.
2. Click on the added cost item to expand it further.
3. View the Estimated Amount (the expected cost you entered earlier).
4. The Actual Cost will be displayed in the cost bracket once it is input by the team or finance department.

This guide will walk you through the steps to color code budget items for better visual organization using the ✅ Color Code Your Budget Items feature. Follow the instructions below to assign colors to specific cost items and enhance your project budgeting workflow.

Step 1
Access the Project

1. Open your web browser and navigate to the following URL: https://ops.inc/
2. Log in to your account using your credentials (if required).
3. Locate the project where you want to duplicate departments or budget items. Use the Easy Project Search Function to find it quickly.

Step 2
Navigate to Production Costs

1. Click on “project estimate” on any listed project.

Step 3
Open the Team & Logistics Tab

1. Select the “Team & Logistics” tab.
This will display all departments and budgeted cost items associated with the project.

Step 4: Duplicate a Department or Budget Item

1. Locate the department or budget item you want to duplicate.
2. Click the ellipsis icon (…) next to the department or cost item.
3. From the dropdown menu, select “Duplicate” or a similar option.
・Duplicate Department: This will replicate the entire department, including all its associated cost items.
・Duplicate Cost Item: This will create a copy of the individual budget item.
4. The duplicated department or cost item will appear in the list with the same details as the original.

This guide will walk you through the steps to color code budget items for better visual organization using the ✅ Color Code Your Budget Items feature. Follow the instructions below to assign colors to specific cost items and enhance your project budgeting workflow.

Step 1
Access the Project

1. Open your web browser and navigate to the following URL: https://ops.inc/
2. Log in to your account using your credentials (if required).
3. Locate the project where you want to color code budget items. Use the Easy Project Search Function to find it quickly.

Step 2
Navigate to Project Estimate

1. On the main dashboard, click the “Project Estimate” button.

Step 3
Select the “Team & Logistics” tab.

1. This will display all budgeted cost items associated with the project.

Step 4: Color Code a Budget Item

1. Locate the budget item you want to color code.
2. Click the ellipsis icon (…) next to the item.
3. From the dropdown menu, select “Color Code” or a similar option.
4. A color palette will appear. Choose a color to assign to the item.
5. The selected color will be applied to the budget item for easy identification.
6. The color code will save automatically once selected.

This guide will walk you through the steps to add comments to departments and individual budget items. Follow the instructions below to provide context, notes, or updates on specific project elements.

Step 1
Access the Project

1. Open your web browser and navigate to the following URL: https://ops.inc/
2. Log in to your account using your credentials (if required).
3. Locate the project for which you want to add comments. You can use the Easy Project Search Function to find the project quickly.

Step 2
Navigate to Production Costs

1. Locate and click the “Production Costs” button for the desired project.
This will open the production costs management section for the project.

Step 3
Expand Departments and Cost Items

1. Select a Department:
・Click on the department you want to add a comment to. This will expand the department to show its associated cost items.
・Example: Expand the “Creative Department.
2. Select a Cost Item:
・Click on the specific cost item within the department to expand it further.
・Example: Expand “Graphic Designer .”

Step 4: Add a Comment

1. Click the ellipsis icon (…) next to the department or cost item.
2. Select “Comment” from the drop down menu.
3. A comment box will appear. Type your comment in the box.
・Example: “This cost item includes additional revisions requested by the client.”
4. Press Enter to save the comment.

Step 5
View and Manage Comments

1. To view existing comments, click the ellipsis icon (…) again and select “View Comments.”
2. You can edit or delete comments by clicking the appropriate options next to the comment.

This guide will walk you through the steps to create multiple budget estimate versions quickly using the Quick and Multiple Creation of Budget Estimate Versions feature. Follow the instructions below to add, customize, and manage budget estimates for your project.

Step 1
Access the Project

1. Open your web browser and navigate to the following URL: https://ops.inc/
2. Log in to your account using your credentials (if required).
3. Locate the project for which you want to create budget estimates. You can use the Easy Project Search Function to find the project quickly.
4. Click on the “Project estimate” tab to open its details.

Step 2
Navigate to Project Estimate

1. Click on the “Project estimate” tab to open its details

Step 3
Customize the Budget

1. Click the “Budgeting” tab.
2. Add a Project Service Fee if required.
3. Apply a Discount if applicable.
4. Add Consumption Tax if required.
5. Review the total budget to ensure accuracy.

Step 4: Define Departments

1. Click the ellipsis button (…) on the left side of the screen.
2. Select “Create New” from the dropdown menu.
3. Enter a Name for the additional estimate version.
・Example: “Revised Estimate v2.”
4. If you wish to copy all cost items and departments from the previous estimate, check the “Select All” or similar option.
5. Click “Save” to create the new estimate version.

Step 5
Manage Multiple Estimates

1. A second estimate will now be created. You can cycle through both estimates for reference.
2. Add new cost items or make adjustments to the new estimate as required.
3. Use the ellipsis button (…) to switch between estimates or create additional versions.

Step 6
Mark Estimate as Approved

1. Once the client approves the desired estimate, click the ellipsis button (…) next to the approved estimate.
2. Select “Approved by Client” to mark the estimate as finalized.

Additional Notes
・Version Limits: Depending on your subscription tier, there may be a limit to the number of estimate versions you can create. Check your plan details for more information.

This guide will walk you through the steps to create and define multiple departments for a project using the Create Multiple Departments feature. Follow the instructions below to add departments and customize them according to your project requirements.

Step 1
Access the Project

1. Open your web browser and navigate to the following URL: https://ops.inc/
2. Log in to your account using your credentials (if required).
3. Locate the project for which you want to create departments. You can use the Easy Project Search Function (refer to the previous guide) to find the project quickly.

Step 2
Navigate to Production Costs

1. Locate and click the “Production Cost” button on the desired project .
This will open the production costs management section for the project.

Step 3
Add a Department

In the Production Costs section, click the “Add Department” tab.
This will open a new window to create and define departments.

Step 4: Define Departments

You can add departments in two ways:
Option 1: Search by Client Name
1. Select the type of department you wish to create from the offered predetermined departments
・Example: “Creative,” “Event,” “Production,” etc.
2. Input the Name of the Department you want to add.
・Example: “Graphic Design Team.”
3. Click OK to save the department and add it to the project.

Step 5
Save and Continue

1. After adding all required departments, review the list to ensure accuracy.
2. Click OK to save the changes and continue working on the project

This guide will walk you through the steps to use the Project Search Function to quickly locate projects by client name, project name, or project code/number. Follow the instructions below to efficiently search for projects on the platform.

Step 1
Access the Platform

1. Open your web browser and navigate to the following URL : https://ops.inc/
2. Log in to your account using your credentials (if required).

Step 2
Locate the Search Bar

1. On the dashboard or main menu, locate the Search Bar.
This is typically found at the top of the page for easy access.

Step 3
Perform a Search

You can search for projects using one of the following criteria: Client Name, Project Name, or Project Code/Number. Follow the steps below based on your search preference:

1. Option 1: Search by Client Name
1. Click inside the search bar.
2. Type the Client Name associated with the project.
・Example: “Leo Burnett”
3. The results will appear automatically while you are typing (🔍).
4. The system will display a list of projects linked to the specified client.

2. Option 2: Search by Project Name

1. Click inside the search bar.
2. Type the Project Name you are looking for.
・Example: “2025 Campaign.”
3. The results will appear automatically while you are typing (🔍).
4. The system will display the project(s) matching the name.

3. Option 3: Search by Project Code/Number
1. Click inside the search bar.
2. Type the Project Code/Number associated with the project.
・Example: “PRJ2025-001.”
3. The results will appear automatically while you are typing (🔍).
4. The system will display the project matching the code/number.

Step 4: Review Search Results

1. Once the search is complete, the results will be displayed in a list or table format.
2. Review the details of the project(s) shown, such as:
・Project Name
・Client Name
・Project Code/Number
3. Click on a specific project to view more details or make edits.

Additional Notes
・ Matches: The search function may also display results for partial matches. For example, typing “Leo” may show all projects for clients with “Leo” in their name.
・Clear Search: To clear the search results and return to the full project list, delete the text in the search bar and press Enter.

This guide will walk you through the steps to create a new project using the  Create New Project feature. Follow the instructions below to define the client, billing company, project code, project dates, budget type, and other essential details.

Step 1
Access the Platform

1. Open your web browser and navigate to the following : https://ops.inc/
2. Log in to your account using your credentials.

Step 2
Initiate Project Creation

1. On the dashboard or main menu, locate and click the “Create New Project” button.
This will open a new project creation form.

Step 3
Fill in Project Details

Fill in the required fields as described below:
1. Client /
・Enter the name of the client for whom the project is being created.

2. Billing Company /
・Specify the billing company associated with the project.

3. Project Name /
・Provide a descriptive name for the project.
・Example: “2024 Q1 Marketing Campaign.”

4. Project Code /
・Enter a unique project code for identification.
・Example: “PRJ2024-001.”

5. Account Type /
・Select the appropriate account type from the drop down menu.

6. Budget Type /
・Choose the budget type for the project.

7. Project Job /
・Define the type of job or work to be performed.

8. Service /
・Select the service category for the project.
・Example: “Creative,” “Creative production,” “Post-production” etc.

9. Market Segment /
・Select the market segment relevant to the project.
・Example: “Art & Culture,” “Luxury,” “Fashion,” etc.

10. Expected Budget /
・Enter the estimated budget for the project.

11. Project Prep and Job Dates /
・Fill in the preparation and job execution dates:
・Project Prep Date: The start date for project preparation.
・Job Date: The date when the project work will begin or be delivered.

Step 4: Save and Submit

1. Review all the entered details to ensure accuracy.
2. Click the “Save project” or “Save and continue” button to create the project.

OPS Software provides a structured way to manage multiple projects, track financial details, and ensure that project expenses remain within approved budgets.

1. How to Create a New Project
2. How to use the Easy Project Search Function
3. How to Creating Multiple Departments and Defining Them According to Project Requirements
4. How to create Multiple Budget Estimate Versions
5. How to Write Comments About Departments and Each Budget Item
6. How to Colour Code your Budget Items
7. How to Duplicate Departments and Budget Items
8. How to Type in Expected Costs for Project Team to Follow Negotiation Guidelines (Cost Status + Actual Cost)
9. How to Analyse Project Profitability With Side-by-side Comparing Estimated and Actual Costs
10. How to Define Costs per In-house, Expense, and Freelancer
11. How to Define Costs per Status: TBC, Budgeted, Paid, Reimbursement
12. How to view Automatic Project Profitability Preview, clear overview of project expenses, approved budget, and profitability of the whole project

13. How to Move department Sections with All Costs for Easy View
14. How to use Icon Indicator for Payment Status, Uploaded Bills, and Payment Statements
15. How to Select Assign To for Team Member Responsibility
16. How to view Complete project grid overview with all project information (Estimate Version, Exported Invoices, Project Costs Per Month, Payment Method, Expense Type, Per Department, Per Cost Status)

17. How to Sort Projects By Project Code, Estimate Approval Date, Invoice Payment Status
18. How to view Project Profitability Breakdown Overview
19. How to Filter Projects By Client, Budget Type

Setting up your organization on OPS is a simple process. Follow the steps below to configure your company profile, team, and payment methods.

Step 1
Access the Settings from the dashboard home page

1. Click on your initials in the top-right corner of the screen.
2. Select Settings from the drop down menu.

Step 2: Configure Your Profile

1. Ensure you are on the Profile Settings page, where you can enter your personal details.
2. Click on Edit at the bottom of the page.
3. Fill in all requested information. Fields marked with * are mandatory.
4. Click Save when finished.

Step 3: Configure Your Organization Profile

1. Click on the Organization Settings tab.
2. Click on Edit at the bottom of the page.
3. Fill in all required company details. Fields marked with * are mandatory.
4. Click Save to confirm your changes.

Step 4: Add Team Members

1. Click on the Team tab.
2. Click on Edit at the bottom of the page.
3. Add your team members by entering their email addresses.
4. Click Save after adding all necessary members.

Step 5: Set Up Payment Methods

1. Click on the Payment Methods tab.
2. Click on Edit at the bottom of the page.
3. Enter the necessary details for your bank and credit card accounts.
4. Click Save to finalize the setup.

Step 6: Manage Security Settings

1. Click on the Security tab.
2. Click on Edit at the bottom of the page.
3. Here, you can update your password if needed.

Your organization is now successfully set up on OPS! If you require further assistance, visit our support center or reach out to customer service.

Welcome to OPS! Follow these step-by-step instructions to successfully register your account and get started.

Step 1
Access the Registration Page

1.Open your web browser and go to https://ops.inc/
2.Click on the Register button located on the right side of the screen.

Step 2
Fill in Your Details

1. Complete the registration form by entering all required details.
・Fields marked with * are mandatory.
2. Once all necessary information is provided, click the Submit button.

Step 3: Verify Your Email

1. Check your email inbox for a registration confirmation message from OPS.
2. Open the email and click on Verify my email address to confirm your registration.

Step 4: Set Up Your Password

1. After clicking the verification link, you will be redirected to a password setup page.
2. Create a strong password and enter it in the required field.
3. Click the Register button to proceed.

Step 5: Log In to Your Account

1. You will be redirected to the OPS login page.
2. Enter your username and password and click Login.

Step 6: Access User Support and Guides

1. Upon successful registration, you will receive a welcome email.
2. This email contains a link to the OPS Usage Guide, where you can find:
・Customer support resources
・Demo scenarios
・Frequently Asked Questions (FAQ)

Before you start managing projects and finances with OPS, follow these steps to configure your account correctly:

1. How to : First-Time User Registration
2. How to : Create Your Organization profile