Initials Service Invoice Made Easy

Initials service invoice

hello and welcome to the house call pro scheduling dispatch and payments webinar my name is Abby I'm on the customer success team here and I'll be taking you through things today I did want to start off by guiding you to the account settings up here in the right corner you can see and then quarter my picture in the circle you just click there and go into account settings for you it'll be your initials or your picture of course here you'll find where to put in your company profile information set up any additional employees you have your price list can be added and edited right here you can put in the business hours and if you have online booking your booking windows will be set up in here as well and then again for online booking if you're on the modern or advanced plan or have the add-on service area is going to be set up in this section and then text messages this is for the custom SMS again for modern and advanced plans or any add-ons below you'll see billing and this is for your house called pro account with us you can find your invoices in here and then payouts this is for our credit card processor if you are using ours the deposits excuse me get deposits and payouts will be located there as well as in the dashboard in this icon that says my money on the top left now in house-call Pro there are three ways in which you can create an invoice or an estimate the first is by clicking this plus new button and blue up here when you click on that you'll have the drop down option with job estimate event or customer and job is an invoice in our system those two terms are interchangeable so a job is an invoice and an invoice is a job the second way is going to be in the customer profile right here you'll click into your customer list find the customer profile you want to create a job or estimate for and once in that profile you'll see those two big buttons in blue the third and final way is by clicking into your schedule here on the top left you can see when I hover over the calendar here on the Sunday this plus sign and green and a little green circle pops up you can click directly on to any part of the calendar and it'll automatically give you the drop-down so if we went for a Thursday at 10:00 it's gonna give us an option for job estimate or event it's a little selective job from here you can put in your customer name as soon as you start typing the customer name it will propagate everything that has that name in it and you can see here pops up in here or you can add a new customer you'll also see we have customer tags that you can enter as well as job tags customer tags are going to be attached specifically to the customer profile throughout its lifetime in your account if you want to mark excuse-me track how many people are coming to you through homeadvisor and being converted into real jobs you can do that with ohm advisor tag or Yelp you can type in anything you want at any time and then just hit enter the job tab will be specifically for that job you'll also have this private notes section for internal use only so if you aren't supposed to be going into the garage or don't pet the dog that'll be located right here and then attachments we can put in PDFs or images from both the mobile phone app and web portal so from here we're going to click Next and go to the second step which is adding line items this is going to pull directly from that price list that you saw in your account settings you can click the blue plus button up here if you want to look at the entire price list menu or you can simply start typing in and everything that has that word in it just like with the customers will drop down here you can scroll through to find which one you want so we'll go ahead and add that and then we'll go ahead and also add the tuneups you can change the pricing on this at any points you can edit everything in the description on the line item title all the above can be changed again both in the web portal and mobile app which I will show you you can scroll down to the bottom to set up a discount by dollar amount or percentage so we're going to go ahead and give Jennifer a 5% discount because she is friends and fam and keep in mind whatever you type in in this description section will appear on the invoice so do be careful with that you sprayed something about an angry or rude customer that might become a hundred percent real quick now from here we're gonna go to next and schedule this out you can see it automatically appears on the portion of the schedule that I actually clicked on when I was creating this but if I want to drag and drop it somewhere else I'll just change it that way or we can just click once and it'll pop up with this you can click on date to change it and we're gonna leave that though or you can change the time about 10:30 and I'll say till 1:30 p.m. not am and confirm you can see that has expanded and moved and then to dispatch you're gonna go up here right underneath that green Save button and you'll see this dispatch edit team icon you'll just select who you'd like to send on the job and then click done you now see all three faces appear on the corner and then their arrival window is going to be located in the middle you can see right here this is how the customer will view this arrival window so instead of having an angry customer if we're running a little late because of traffic or because of another job we have this little buffer we can say instead of arriving at 10:30 a.m. on the dot we'll get there any time in between this half hour range or hour or two and then you can set that as the default if you'd like to have a half an hour or whichever one for every job you can also set up your recurrence right here if you look all the way over on the far right underneath save this recurrence little circle with arrows appears and you can set up a daily weekly monthly or annual difference if you want to do a quarterly one you'll just click monthly and select every three months from there you'll finish this out and then click done although I'm gonna click cancel you'll also see this notify customer it's check marked this is going to default to whatever the customer profile is set to so if you do have not notifications on like Jennifer you will see this little checkmark off it'll be there excuse me if you want to not or if you don't want to send this specific notification for this one time you'll just unclick it and it will not send the email and text notification letting Jennifer know that this has been confirmed but we're going to go ahead and send that so then you can see what that looks like on my mobile phone let me just pull over that mobile app for you and then be able to see that give me one moment if you don't mind and here we go you can see here the little pop-up for the text message it's confirming with Jennifer that we have scheduled a Jay Weber the technician from Abby's home services set to arrive on Thursday February 7th between 10:30 a.m. and 11:00 and then you can click into the job details to see that that details page of course then from here we're going to go ahead and open up the job that we have set and this is our job detail page on the mobile app once we're on our way we're gonna go ahead and click on my way and let Jennifer know we are in route and she'll get this drop down for the text message saying AJ Weber is enroute once we arrive on site and we're ready to start actually doing the work look like start right here you'll see it's in progress now there won't be any updates for that specific one for the customer once we scroll down you can see all the information for the specific job including the line items which can be edited by clicking this little pencil icon in the top right corner if we need to add anything at any time we'll just go ahead and select that from our list we'll add it and click done and if we need to get approval for this additional service and if Jennifer is there in person we can click on approve in the upper left corner and before the work starts we're going to get the signature approval and there we go it's been saved you can scroll down you'll also see job tags private notes and photo documents still appear here at the bottom once we've completed all the work we'll click finish and it will let Jennifer know we have finished this job with a quick little text and again that job detail page that will click in and it's not invoicing at this point in time it's just letting her know we have finished I can see all of the details for the specific job below and once we go back in here you can take payment or send an invoice directly from the top section if you click send it'll pop up with all these options but if we want to take payment in person we'll go ahead and click pay if you have a cheque payment I recommend putting the cheque number in the payment notes section then from here it'll give you the four options for credit card cash cheque or other you'll select credit card only if you are using our credit card processor any other credit card processor is gonna be other you'll select that and then go through the normal workflow for that specific processor but we'll go ahead and select check for this one and accept payment and then confirmation exit out and then I'll bring you back over to the web portal so you can see how this is updated I'm gonna move this out of the way and then here we go we'll just refresh the house call pro but portal and we'll be able to see our updates here now all the things we have completed our in blue it'll show travel duration on job duration and time stamps everything you can scroll down to see on the left the approval signature here for the amount that it was approved and the date you can also see the payment history has appeared and it shows that it was a check taken for this amount if you need to you can refund this or delete in this section as well you'll also see the Activity Feed it'll show what each employee has done what the action was taken and if it was on an iPhone web portal or Android and if you're integrating with QuickBooks Online you'll have this section up here at the bottom of an invoice as well because mine's not a live account I have errors but there will be a link there for yours and you can click into your QuickBooks account directly there are three points and time in which we do push information over to QuickBooks and the first is with this finish button anytime you click finish on an invoice that will push over to QuickBooks as well as sending the invoice and taking payment these three finish and voice and pay they all push over to QuickBooks so you don't need to manually input any information now if we did not finish this job today and we needed to return another day maybe we need to order a part and come back next week we're gonna add a segment to add a segment you'll click on this gear and wrench icon in the upper right corner and then the drop down for add segment or copy then you will come over we'll say copied a new segment so we're going to take all of this information to the second segment you can see up here segment number one copy but we're going to name this day two and you can see it's still attached to this first invoice number just with a dash one now our excuse me - - if you do copy over you're gonna need to zero out the amount on each item just so it doesn't charge twice when we do go to invoice you'll also need to schedule this out as you would the first segment because the system is not going to assume that you're going back the next day at the same time we have no idea when you're gonna go back so you'll need to let the system know and then you'll click on my way start and finish as you normally would for the other segments all right now back to yes I'm gonna go ahead and click on invoice now and you can see the invoice preview here the payment history appears as well as the signature for approval invoice settings drop down here on the right side and you can add segments by clicking on this section in the navigation bar if you've taken a picture you can also see there will be excuse me a little paperclip icon that appears right next to this and if you select to that you'll be able to choose any or all or none of your attachments or photos to add in it'll just click send invoice if you can edit at any time and that will send off and now it's been sent you can also see here that Jennifer Pitt in the customer profile section it says this customer bills TV Scully this is because this is a parent-child relationship that we set up for this property manager in tenant the tenant is Jennifer Pitt so she's received all these notifications at the top for scheduling on my ways and finish however the invoice is going to be sent to V Scully her property manager when you're creating a contact our customer there will be a section that says this customer bills too and that's where you're going to type in the property manager name you'd need to make sure that you do have a separate customer profile set up for the actual property manager first so there are two separate accounts and then you just link them by saying this customer bills too and filling it in there this is also how you're going to set up an estimate everything will appear the same except for these last couple items are going to be getting approval and copying over to a job if on the estimate you'd like to add options you will do the exact same thing that you would do for these segments you'll click on the gear icon gear in wrench icon that did appear here before and then once you have more than one option you'll or a segment you'll need to come over here and copy to a new segment and that'll bring another one over you'll see segment three or if you want a brand new one with absolutely nothing on it you just click the plus sign on the right right side here and segment four this is how you're gonna also create those estimate options now when we go back to the dashboard you're gonna see right here in the second row this job section and the estimates over here these both have little eye icons when you click on the eye icon this is gonna take you into your reports you can configure these however you like simply by clicking the table columns we can unclick whatever we want we can remove and add anything at any time and if we want to see what unpaid invoices we have that we're still waiting on you'll go over here to the payments column click this funnel on the upper right corner and then we're gonna select do and sent to customer and you'll see all to do a mess that we have for these this specific list of invoices you can click into each separate invoice to access the detail page if you need to export you'll click this book up here with the little X it'll give you the option to export or download the CSV directly to your computer I recommend sending it to your email the format of that is just a little bit nicer for some reason so I always recommend doing that now what I recommend you do from here if you can right after we've wrapped up practice your workflow through at least five times I think five is a great number it's what all my most successful pro start off doing create your own customer profile set the notifications to be sent make sure you put your mobile phone number in the mobile phone section and just send everything so you know exactly what the customer is seen as well as yourself or any technicians if along the way you have questions we are a chat based support so you'll click on this blue chat bubble in the bottom right corner this will pop up and you'll see new conversation and you can just click that to start a new conversation with any of our Technic scuse me our chat support these are fantastic people they're some of the most knowledgeable people at this company I go to them with all my questions so please do not hesitate to do the same they're very happy to help so please be nice to them because they will be very friendly with you and then if you want to find an answer yourself you can search through our articles if you want to check how to do that parent-child setup the pop the top three choices will come up and you can click see more results if it's not in there you can also click at the top navigation bar Help Center to access that web page at any time if I take you here if you do have questions I highly recommend going through this house called pro simple setup I created this specifically to go along with this webinar so any questions that you might have will probably be found in here and it's gonna help get the most basic information to you to get your account setup and get you running with it much faster so definitely check this out [Music] that's all I have for you guys today so thank you so much for joining me if you have any questions at this time please feel free to check those in or you can type them in I'll leave this window open for just a few more minutes all right thanks so much have a good one