Effortlessly Manage Your HubSpot Invoice for Facilities

Hubspot invoice for Facilities

okay guys good morning good afternoon good evening depending on where you're coming from my name remains Richard and and today we are going to see a little bit of guide on how you could actually create a ticket how you could um create your product and how you can create an invoice using the product you've created on hopspot don't forget hopspot remains your one stop shop for all your marketing needs and this is because it has everything you need as you can see it has a CRM section it has the marketing it has the content and then it has the comment section it as well as has the automation which allows you to do things in a special way and then that is all I have to tell you about this so let us see how we could actually create tickets on Hop spots so in order to create a ticket on hopspot the first thing you want to do is navigate to your CRM section of hopspot this is the CRM section as you can see my CER moving around it I'm just hovering so you could see it and then when you hover over it you're going to see it will open you up to contacts companies deals ticket list inbox calls and tax so your next part of call is to click on tickets now because this is a fresh hopspot uh Dash board we don't have any tickets here and I also like to remind you that your ticket could come from any place at all your ticket could come from voices you know from voice calls as you could see here could come from voice calls it could come from maybe companies and your contact it could be a kind of inbox messages maybe from emails and all of that so this is now you trying to process a ticket with whatever you got from call and all over so a particular use case is a situation whereby a customer calls you and say there's an issue with a mast in the city and so you want to use your ticket feature to generate uh maybe a kind of notification for the technical or for the engineering team so they could go and treat whatever the issue is with the you know with the mask or whatever they have been you know they reporting about so let us see how this can be done so this is your ticket dashboard and you're going to see it has a lot of uh you know field here we have the open you know we have the ticket owner we have the create date of the ticket then we have the last activity on the ticket then we have ticket priority and then we have other filters that can help you to find other tickets the reason why these things are here is because it helps you to be able to find tickets easily okay so now let us see how have my open ticket which helps you to see tickets that you know you are currently working on that you have not closed yet and then we have the unassigned ticket which shows you tickets that haven't been signed to anybody in the department okay so how do you actually create tickets on hopspot so if you have clicked on the CRM and you've been able to locate the ticket uh tab the next you want to do is to click on create a ticket now when you click on create a ticket is going to open a little bit of stuff at the right hand and this is where you're going to name the tickets and we are assuming there's an issue with our Mas somewhere in the city so we say um must experiencing uh power outage so if you work with a company and they reported this of this and then this is your pipeline of course you want to leave it at support Pipeline and then if you are using a premium account you can actually add other pipelines here and you know this is how you can actually manage your tickets to know which you know kind of ticket it is so then we have the ticket status this one tells you you know the kind of tickets that you have you know what is it is it a new ticket is it a ticket whereby you waiting for a customer to provide a detail is it a ticket whereby the customer is going waiting for you guys or is it a closed ticket so because it's a new ticket you want to click on this and then ticket description allows you to put in what the complaint is all about so could say um could say custom M at the uh city hall or at the city center do not have network coverage for 3 days now the must or let's call it the Telecom the ton MK is uh not working and all of that so this is what you can you know you're going to put on the ticket you can actually put other stuff like maybe the customer name customer name you know we can say Julian Jan and then customer number customer contact could actually add stuff like maybe his phone number like 07112 and then could add any other thing that could help you to identify the customer so we can put maybe a landmark you can put Landmark is the community college or High School Community High School is close to the place and then we could say okay the source the source is where you are trying to specify how you how this ticket came in so probably the so maybe the customer called you maybe the customer called the C you know the customer care phone line or the customer emailed in or the customer came through the chat box on your website or the customer came in through the support form that you have on your website or on their app or whatever so let's assume the customer called in you're going to select phone and then the ticket owner this is the person that you want to assign this ticket to like okay is it going to be thebe is it going to be the manager is going to be the engineering team is it going to be for the technical team is it going to be for the for the logistics team and all of that this one is where you're going to select that so this is the only person I have I'm going to select him priority of course the priority is determined by how sens what the customer is reporting is to the business is it a threat to life of course you know that would be a high priority ticket is it something that is going to affect the company sales of course that would be a high priority ticket is it something that doesn't really have much effect on the people or the business of course that will be a low priority and all of that so let's assume it's going to be a high priority and then the ticket date of course is going to be the day that you're generating it and then Associated ticket with contact of course who who let's say if you couldn't put the contact details of the customer here actually come here and you can select the customer name let's say it's Brian heligan then you select it and that will just be it and then company of course company is going to be your the name of your company or maybe where the staff works and all of that so when you're done with this now you're going to click on what create once you click on create then this ticket has been created you can actually see the ticket here uh Mass experiencing power outage is ticket name and then there's a little diff you know there's a little bit of details here you can see the details that we provided and you could see this is where it's telling us everything the source of whatever and then the date and all of that and then as time progresses if you make any response or you respond to this customer you're going to use that maybe through email or through call if you want to make any special notes and say okay uh customer has been reached and has explained in clear details what the issue is um send uh maybe you send technical team let's call it on Monday because today is Friday so you could actually say okay we're going to send technical team to the maybe to the MK to to fix whatever the issue is or to investigate the matter further you can say send technical team on Monday to further to further investigate and profile solution so let's say profile a solution profile a solution and then we're going to click what create a note so this is just you trying to create a note and after you've must have created a note you might want to create a task so when you want to create a task of for this can be you trying to assign this tickets or assign this tasks of maybe you know we just created something that we say investigate or whatever so maybe the person that's going to do that task you're going to say okay uh kindly it's okay kindly visit the mast at uh Community High School and carry out proper investigate on why m is you know switched off for this now so you're going to have to put a priority of course it's going to be high priority and then too too and then Q there's no Q there and then you're going to sign whoever you know is in charge of doing that you're going to assign them and then when you're done with that what do you do next you're going to put maybe maybe 1 hour before the date and all of that and when you're done with that going to create and create so you can put a title of the this say m at community school so now we have put on our task we will say create at this point now our task has been created so this is just how you can create a ticket and all of that as you create them you're going to see a lot of things at the bottom and if you are done with this part and then you go back to your ticket dashboard you're going to see the ticket you've created here this is it here and you're going to have to come here this is your all ticket section you can see Mass experiencing whatever and all of that and then if actually you come to click on your tasks you're going to see whatever task was assigned and whoever owns the task look at it here and then you can see everything about the tax here so that brings us to the next section which is creating of products in our going to use this for our invoice so if you want to create products on up on your hopspot the first thing you want to do is come to your hopspot dashboard and then you're going to click on Commerce when you click on Commerce you're going to find things like overview payment invoice payment links quotes and then product so this is where you're going to have to work with so you're going to click on products when you click on products it will bring you up to where you're going to create your product so this is where you are going to have your product and of course you know your product are the items you sell these are you know this could be digital products this could be your physical product in your shop maybe you into building materials so this could be your cement Your Rod you know your glasses or you know Nails hammer and the rest of them so now we are trying to creates these things inside of our H spot such that whenever a customer comes in we can know what to sell and we can know what to give them and at what price we don't have to start writing invoices and all of that so let's see what it is so in order for you to create a product in your H spot you want to come into your product section and then there is nothing here yet but even if you have something here that is not the issue you're going to create the one that has not been existing in this place so we are going to go to our create product here click on create product and then you're going to be open up to where you're going to put in the product name so you can call this uh d t Dango cement yeah of course dang cement and then let's let's just ignore this skku then we say 50 kg bag then of course this can be you know don't don't just touch anything here don't touch anything so you can say product type of course going to be an inventory stuff then the unit cost that now the unit cost is the amount you used to buy it from the market so let's assume you bought it 7,500 then unit price how much you selling it maybe you're selling 8,500 and then when you do that if you look at the margin section it's going to tell you how much how much profit you're going to make and then at this point you can actually put an image if you have the images on your system or whatever but let's assume we don't have that now so we can do say create this is as simple as ABC you can see we created our our product in our what in our hot spot so we are still here let us add another product so can okay create product maybe want to add another product so we can call it uh can okay 6 in concrete nail of course we are going to ignore the SKU and then we say okay we can call it say um okay let's title it concrete new let's say concrete na so can okay uh 6 in concrete name and then of course we we let everything here be and then we're going to come and put inventory and then the unit cost that's how much per kilo now so we're going to come here we're going to say okay we say 1 kilo of this cost us uh let's say 120 and then we are going to sell for uh say uh 35 okay so you can see we are making $5 anytime we sell a pound weight of it or a kilo of it so we're going to say okay create that is our second product right there so let us create another product perhaps we sell Roofing sheets so we're going to say [Music] aluminum uh Roofing sheets then of course we can call it a long long span long span [Music] aluminium Roofing sheet okay so of course it's going to be an in three stuff and then the unit price we can say it is 500 and then we are selling for 650 and then once you done with that you can say Okay create product and so this is how you create a product there's nothing else you want to do here so this is your product and then this is how much you bought them and then whenever you were selling it you're going to see the difference so let us now proceed to creating our invoice with this product that we've created here so if you want to create an invoice of course is still within the commer section of your hopspot so to create an invoice on hopspot you simply go to your invoices under the commment section click on invoice and as soon as you click on invoice you're going to see here it say move de from payment whatever whatever we don't have any du here so far so we are going to click on what create when you click on create it's going to be create a one time invo this is just something that they can pay and then you're done but if you say recurring in invoices this is something that is going to keep happening maybe probably a subscription or whatever so click on create one time invoice and then we are going to come over here and we're going to start by showing now this is where it's going to be interesting guys you're going to put in your contacts going to put in who you are creating this invoice for remember this invoice is going to go to the customer digitally okay so you're going to put in the person that you're creating this invoice for so of course we have contact here so this is this is usually going to bring out a list of your contact or your customers for the business so you can say okay Brian H you know Holan is going to be our customer so we select him and then we click on Save and you can see we have selected the name now now we have the customer where he works and then we have his building address of course today's date is this and then the maybe the you know the receipt is going to a video today and then we can put just maybe the invoice number or just whatever so we can put like this just anything you like and then you're not going to say okay let's put the items that that the customer bought so let's put the item that the customer bought and we can do that by selecting from the product library that we just created now so let us go to our product library and then select what the customer so let's assume this customer is trying to do some Renovations on his home and so he's he's buying all three items on our shop aluminum roofing sheet concrete nail and D cement so we are here now we have selected all the product that he bought bought so we now want to put in the quantity so he bought reing sheets how many did he buy okay he bought five sheets he he now he bought concrete how many pound weights did he buy can say okay he bought three pound weights triangle tement how many bags did he buy he bought seven bags and then we're going to put our discount here can say Okay 2% discount 2% discount and then for the cement we are given 3% discount and of course there's a tax rate here let just ignore the tax for now so we have now we have successfully buil our our invoice with our products now let us add other things like discount like tax and fees so we're going to click on sub tootal you're going to see some you know stuff like add discount add fees so this is where you're going to add extra stuff that the customer has to pay like Transportation Fe or delivery charges so we're going to come here say Okay add one time tax we can call it um can call it DT tax can call it or uh state tax we can say state tax state tax and that could be how much we can say that one is 5% okay then let us also add something else can say okay let us add a fee can call it delivery fee then that could be let's say let's call it uh 3% we are trying to give him a no it's percentage so call it 3% we say 3% like this so that's our delivery fee we can even add other stols but let us leave it at this so at the end of the day the customer will paying us this amount so you can see how sweet this thing is it has actually helped us to calculate everything here we didn't have to punch calculators or whatever so at the end of the day now we are going to create this and we can say finalize we say finalize it means that we are done with this invoice and then we can say finalize again and then the invoice will be created and then we not have to choose uh where we want to actually send this to so this is your your mail that you want to use to send this to the customer so you are so normally you're supposed to connect this to to the hotspot whatever so if you connect it now you can see that you're going to be able to send this invoice out to the customer that you know has this so let me quickly connect this to the invoice or let me quickly connect this mailbox and then I'll return back and finish up this so let's see so your work come I've been able to connect this uh email to my uh I've been able to connect this email to my hopspot so now I can actually send it to this customer using my email address and then when I click on send invoice of course it's going to come to me but before that I can actually write email manually I can actually click on that and then to be able to I should be able to write this email manually and then whatever I have there whatever I want the customer want to see I'll be able to see it here so I can come and then I'll put subject say uh invoice for can call it h 6 September purchase uh of course and then you can put invoice number call it 09 2024 um 124 or 1225 and then could just put some little stuff say okay please find attached your invoice below so this could be our email and then once we are done actually come out here and then we could put up the email and of course our Brian and then once we done with this now we could come here and then we can click on send once you click on send now this email will be going to our customer you'll be able to know that okay I now have an invoice to pay and then they're going to pay and the business will what our business will cash out so let us click on send now we have clicked on send and the customer is going to receive their invoice and then they're going to pay us so if you're wondering how to create a ticket on hopspot how to create an invoice and how to create products this is a video for you so this is just it guys remember to subscribe to the channel and remember to keep checking with us as we always going to receive useful tips that will help you grow in your freelancing your digital marketing in your virtual assistance skills so see you some other time bye-bye