Automating Billing with TextExpander and Automator

In my day job, we use an antiquated old Windows PC system for managing our billing. It takes multiple mouse clicks and butten presses to make a simple entry. It almost feels like I have to walk across the office and turn a wheel somewhere to make a billing entry. Several years ago I decided I was done with it.

Instead, I started making my billing entries in a Byword file called, unsuprisingingly, billings. I keep this file open as I go through my day and make entries with a series of cryptic TextExpander snippets.

For example:

xrvc

expands to

## Roadrunner v. Coyote

and

xtto

gets me

Place telephone call to opposing counsel concerning

Using these snippets it is really easy to capture billing entries as I move through my day. The Billings file syncs through iCloud to my iPhone and and iPad and I use TextExpander touch on those devices too (syncing through Dropbox) so billing entries are no more difficult there.

Another snippet I use every morning is

xbill

Which renders the date and summary information.

#2013-04-10 Billings

Totals

B

NC

Admin

CD

At the end of the day, I email the text file off to one of the staff members so she can click buttons, turn dials, and feed coal into our billing system.

About the hundredth time after I copied the text, went and started a new email and then pasted it in, I realized that there must be an easier way to automate this. Of course there is. I use Automator to create and send an email to my assistant every day with my billing text. Here’s the Automator service workflow.



The workflow takes the selected text and then prepares an email. It then copies the selected text in the body of the email and uses the recipient and subject line I specify. Then it automatically sends the email. Except for selecting the text and firing off the service, I have no interaction whatsoever. (I should probably attach a keyboard shortcut to make this feel even more magical.)

This is the first automation service I’ve created that sends off an email without me even looking at it and at first it was a little weird but now I’ve gotten over it and I love that my Mac does it all for me.



Nerdy Professionals on iPad Document Management



np-glasses.jpg


Ernie Svenson and I are doing another Nerdy Professionals seminar next Friday, Aparil 19 at 1pm EST on how to use the iPad. This one will focus on managing PDFs on your iPad. We are going to cover the basics of how to get documents on your iPad, and how to manage, annotate, and share them. The seminars are done through Go-To-Webinar and you can watch Ernie and I use our iPads as we talk. The session will last for an hour. We don’t have continuing legal education credit set up just yet but they are pretty helpful. If you’re an attorney and want some help with this or know an attorney that needs some help with their iPad, send them over to NerdyProfessionals.com and have them sign up. Use “MacSparky” for a discount.

MPU 132: Merlin Returns

One of my favorite shows every year on the Mac Power Users is the workflow interview with Merlin Mann. Merlin is a friend and was the very first workflow guest on the show. This year’s episode delivers in spades. We talk about how we use Evernote, GTD in 2013, the iPad, Podcasting, and Merlin’s favorite Apps. Enjoy.

Farewell Roger

Today we lost Roger Ebert. Roger Ebert was prolific and has been my trusted source for movie reviews my entire life. Every time I start feeling sorry for myself, I think of Roger Ebert, who couldn’t talk and couldn’t eat, but published amazing stuff every single day.

Looking at Ulysses III

I was provided an early release of Ulysses III and my first impression was “wow”. The developers have really created something different with Ulysses and for the first time I was really tempted to try and write a big project with it. I particularly like the baked-in sync with their iOS text editor, Daedalus Touch.

Yesterday Ulsses III went on sale in the Mac App Store and I bought in. (It is on sale, $20 this week and will go up to $40 next week.) I spent several hours yesterday trying to move the next Field Guide’s text into Ulsses III and testing the syncing link to Daedelous Touch on my iPad.

Ulysses III is gorgeous. The way it renders text and iterates on the three pane view is truly remarkable. However, ultimately, I am not going to be writing a Field Guide in it, at least not this version of it. I experienced some wonkiness in syncing tests to the iPad, I really need a global search, and it just feels not quite there yet. I think Gabe Weatherhead’s views are pretty similar to mine.

I don’t regret buying it though. I think this app is on the right track and I really want to see it get better. In my book, Ulysses is definitely one worth watching. I’m going to be keeping up with the updates.

Macworld/iWorld moves to Late March 2014

Next year’s Macworld/iWorld expo, previously scheduled for Superbowl weekend (January 31-February 2), just moved to March 27 through March 29, 2014. Macworld.com has the full story. While I have to admit I’d have no problem giving up the Super Bowl for Macworld, I’m not sure everyone would agree. I think this move is a good one. Moreover, the new date means I don’t have to leave town on my wife’s birthday.

I’ve written before that I believe Macworld has found its groove since Apple left. Moving the date further helps draw the distinction between the Macworld of old and the Macworld of now. It’s no longer competing with CES. Instead, it takes place months later.

So now we’ve all got a year’s notice and no excuse not to make plans to attend next March. It’s just not right how much I enjoy attending Macworld every year.

Apple’s Enemies

I’m 100% on board with Brent Simmons’ post at Macworld yesterday.

“Instead, Apple’s enemy is Apple itself. It must attract and retain talent. It needs to get strong where it’s weak—particularly with syncing and online services.

It needs to retain that awesome balance between cautious incremental updates and the occasional, mind-blowing new.

It’s not easy. But nobody does it better than Apple.”

I tried to make a similar point in my Macworld article about the culture of fear in the Apple community. We are not going back to a world where one platform gets 96% of the market share. We no longer need to be worried about our beloved fruit company shuttering its doors. It is now up to Apple to continue to deliver.