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Invoice master for IT

so when it comes to sending out invoices especially in Zoho we want to make this a seamless process that's why we want to send out quotes and estimates to you know customers that we feel that's going to make a payment with a credit card or potentially turn over the transaction faster not like sending regular proposals we do to try to do bids but for the money we try to collect quick we go into Zoho invoice Zoho invoice and then we go into if the customer is not there we got to create the customer so we're going to see if homeboy is here so we're gonna create the customer so we call him an individual Mr Martin Aras on the email so we just put all this information here email address phone number make sure you check these off tax exempt just put Capital Project New York state so that way it doesn't charge them tax everything do on receipt price list you can leave the same always check this off allow customer to pay via their bank account and give them access to the portal so you slide over here to get to the address so you got to add a plus and then a one check out these dashes so that way the number could work you copy the address or the over and you click save so I'm going to show you how to create the estimate and then I'm going to send it off to the client and I have also inside Zoho when there's a a customer that's late or a gentle payment reminder you're going to get the email the email is going to come to you it's going to say hey follow up with clients so that way you'll know what clients haven't paid debt you know what I'm saying so we're going to create a new estimate cuz he wants a camera system and we're going to call this camera system upgrade we're going to have this expire let's say give them a week two weeks if there's a name you can put that I usually put the same thing I'm putting here right here in the subject line so now here we have to add the material so now we got to go to the website and then we just select the product we're going to right click on this and we're going to save the image as whatever that save that to your hard drive right then we're going to copy this copy all this we going to go back to Zoho we're going to add we just going to paste that in there then we're going to add the new item so what I like to do is just take out some of this information something like that and then we just call this NVR 8 give it a skill number any kind of just make up something so now we uploaded that image so we have to put pieces cuz for each piece is going to be $1.99 88 so here the description then I'll recopy all of that information I just copied non taxable uh you know service item we could put and click save you could actually put any exemption reason I just don't want to be filling out that's all so next we know we need wire so like I said I only want one line item I don't want want a bunch of lines showing him how much things are so we're going to go to the calculator then we going to go 95 * 16 and that's going to be 1520 so then we're going to add 1520 + 10 9 8 88 1520 +1 9988 that's how much the NVR the camera system cost so that's 21 26988 so we're just going to change this 26 19 88 so now that changed that so now we didn't incorporate the wire nor did we incorporate the connectors right so the wire and the connectors we just got to find a price for the wire and the connectors the C 5 cable so 8i 13499 so 13499 + 35 so that's 18224 go back to Zoho then we add 2 2619 88 + 1 182 1824 so that's 28212 easy crimps are like $50 so we can add another $50 so 28 522 so this is how much it would cost do the job now for some people we could put cameras you know like wire connectors labor we could do that but I don't want to break it up I want him to know for this whole entire thing this is how much it's going to cost you for both of us to come in and do it so this is all pretty much set all we got to do here now is just make sure we tell him that he has to pay 50% right here so right here in the customer note uh we let them know that he has to pay a 50% deposit and then we check this off so when we click save and send it's going to ask us to sign it then it's going to ask us do we want to email it we say yes and just email it out but Zoho will now track the progress you know what I mean for this for this invoice automatically we don't have to keep following up and then it's going to send us an alert so that way we could just be like oh now we need to follow up you know what I'm saying so that's how we keep these things going so we save and send we're going to approve and sign we're going to enable the signature then all we do actually I'm going put we going to CC instead of info I'm going just put you I'm going always forward you to all these estimates and whatnot or you can just f to yourself and then we send it now it's sent so he will get it on his side approve it then we will come back and then convert it into an invoice he'll make the payment we'll order the equipment go there and do the work bang bang bang so now he has this invoice that's how you create a customer create an invo or estimate inside of Zoho invoice so this is what we're going to be using when we sending out uh payments to clients to get quick payments our re current customers customers who's paying monthly bi-weekly stuff like that people who we collecting money on a daily basis with not big projects all right so that's how we using this so if you have any questions let me know