Comparison between Entry-Level and Full Licences

Adminsoft has two licensing levels for its software.  While exactly the same software is installed in both cases, its level of functionality is controlled through activation keys.  The two licensing levels allow users to choose the level of sophistication that they require (and pay appropriate licence fees for the level of functionality they are using and the size/scale of usage).

This information sheet summarises the differences between the "Entry-level" and "Full" licences of Adminsoft software modules.  Prices for Entry-Level licences are about 30% - 33% (depending on which licence) less than the equivalent full licences.


Entry Level

Full Version

No "User Defined Fields" on Staff

You can create "User Defined Fields" on staff (e.g. Department, budget fees), and use these in management reports

Address Book

Entry Level

Full Version

No "Client Manager" facility.  Only one person can be assigned as "looking after" a client.

Optional "Client Manager" field to record the person who looks after a client at the day-to-day admin/management level (in addition to the director-to-director level person)

Limited to just 5 "User Defined Fields" on only one page.

Extensive "user defined field" facilities on up to 9 pages.  Gives very powerful database capabilities and management reporting.

Comments are limited to 500 characters.

Comments are limited only by disk space.

Link to another client (e.g. a head office) can only occur in the Debtors module.

Has the ability to also link clients at timesheet entry, and invoicing.

Length of "Client Type" is fixed at 4 characters

Client Type code length can be 1 to 9 characters

Jobs Module

Entry Level

Full Version

No support for sub-jobs

Full support for sub-jobs (e.g. extensions to a fixed price job, and phases of a larger project)

No links to third-party products

Can populate land information (Parcel ID, appelation, etc.) from LINZ, and drill-down from a job into the appropriate plan in QuickMap.  (Only applicable in NZ.)

No advanced Time & Cost settings for each job

Can specify the staff charge group for all work on this job (e.g. use everyone's Rate 3 when entering timesheets for this job), a different client and addressee for sending invoices, and display invoiced costs to-date.

Limited to just 5 "User Defined Fields" on only one page.

Extensive "user defined field" facilities on up to 9 pages.  Gives very powerful database capabilities and management reporting.

No facility to record and report on "bottoms on seats" costs, gross profit, and margin

"Jobs Profit Report" and "Single Job Status Report" also give running tallies of actual costs, gross profit, and margin for each job.

Time & Cost module

Entry Level

Full Version

Record work as Hours (and decimals) only

Can record and report on time as either "Hours" or "Units" (e.g. 15 minute units)

Only show hourly charge rate as a dollar value during timesheet entry, and display dollar values for each line.

Can configure the software to display (and select) charge rates using a code, and hide the dollar values of fees during timesheet entry.

No support for "Staff Types" or "Staff Type Invoices".

Support for "Staff Types" (e.g. Director, Qualified Professional, Draftsperson, Field Technician, Clerical, etc.).  These can be used in various reports, and in "Staff Type Invoices" (where fee amounts are collated by staff type).

Only one charge rate per person

You can define up to 9 rates for each person.  On special Jobs you can specify to use respective "Rate 3" say, for each person who works on this job.

No "Cost" rates

You can define a Cost Rate for each person (typically salary/wages converted to an hourly basis adjusted for holidays, etc.).  If you wish, you can even specify a different cost rate for each charge rate (e.g. "time-and-a-half")

No cost tracking and gross margin/profitability reporting by job.

You can report on accumulated costs, gross profit, and margin per job (or client)

(not supported)

Can specify charge rates applying to all staff for specific work-codes (e.g. extra charges for use of special equipment or high-tech software)

(not supported)

Supports GST inclusive disbursements (a more natural way to invoice standard council/govt fees, airfares, parking, and other such expenses).

Simple write-off handling only

Can optionally track write-offs back to respective staff, and use this in productivity reports by person.  In addition, can also track write-offs to respective work-codes, and quantify the types of work causing problems.

Does not have "advanced invoice features"

Advanced Invoicing features including:

Invoice/Statements (includes outstanding previous invoices, and Total Balance Due)

Optionally print a Director"™s signature block

Standard Paragraphs for text that is commonly used in many invoices

Optional "Staff Type" based invoices

GST Inclusive Disbursements grouped separately at the bottom

Can show discount after GST (sometimes used if offering discount for early payment).

Support for a "Service Fee"

No "advanced management reporting" features

Advanced reporting features include:

Actual ("bottoms on seats") costs, gross profit, and margin in appropriate reports

Full unlimited use of "User Defined Fields" from both Clients and Jobs for filtering, grouping, and sorting

Debtors (Accounts Receivable)

Entry Level

Full Version

Balance Forward statements only   i.e. Opening Balance at beginning of month, plus activity during the month, and closing balance.

Open Item and Balance Forward statement types   i.e. can show the date of very old invoices (and any payments / credits allocated against them)

No interest calculations

Can calculate interest on selected balances that are older than a specified aging (i.e. raise appropriate interest transactions, and add to outstanding balance).

Basic constraints of 5 User Defined Fields in management reports.

Full unlimited use of "User Defined Fields" from Clients for filtering, grouping, and sorting


Entry Level

Full Version

No ability to re-schedule To-Do Lists

Can re-schedule To-Do Lists for individual people, which automatically slides "Slippable work" (forwards or backwards) to reflect realistically achievable workloads.


There is no Entry-Level variant of our Creditors module.

General Ledger

Entry Level

Full Version

Only basic account codes

Support for sub-codes and extended account codes with multiple components (e.g. Office, Division, Department, Cost Centre, etc., and even user defined components).  Reports can be filtered, grouped, sub-grouped, sorted, and consolidated by any (or several) account components.