Create an Efficient Pest Control Bill Format for Enterprises

Pest control bill format for enterprises

[Music] hi and welcome to your pest control industry account it's great to have you on board this video is showing you how you can customize your account to suit your individual business so that's your company information your bank details as well as showing you how all of the features that have already been built into your account work it's 10 easy steps really simple to get this up and running to use it out in the field and day to day as quickly as possible let's get started the first step in setting up your account is to update your company settings some of this information is populated from your trial account activation but you can also change anything here as well so in your settings cog in the top right hand corner of the portal you'll then have company profile tab the company profile includes being able to update your company details as well as your logo on color being able to access your formatize invoices and your payment details as needed invoice settings allows you to set information that's going to populate on your invoices as well as the settings in regards to how your invoices will be sent to your accounting package for example as well as being able to set up automatic reminders for outstanding invoices so in the settings cog in the top right hand corner we have the account settings and then down to invoice settings here you will be able to add in your payment terms and conditions as well as your bank details we can also use placeholders to be able to populate information in relation to the payment that you're looking to get the customer to make so if they're going to make a payment into your bank account for example you can ensure that they're putting a reference number by reiterating what the invoice number is right here in the payment details so we're just going to add an example for you and here we can indicate to please use and control space to bring in the invoice number you can add any other terms and conditions that you wanted to add in here as well as being able to add a document resource from your formatize account in as an attachment to the invoices that you're sending out to the customer there is also option to be able to add links to this content so if you wanted to encourage the customer to read leave a google review on your account you can do that here as well your currency is set by the country in which you set up your account your invoice status so this is about when invoices are converted from a draft invoice so something that would potentially happen into an open invoice or an open invoice would be that you've completed the job and now it is payable so quite often clients would have the job convert from a draft invoice to an open invoice when the job is being completed so that means that you know the jobs completed so the payment is now applicable whereas in a draft scenario and the job's not completed the job may change the date for example so then the invoice is not payable until the job is completed there are some options in the integration side of your invoices and what information and at what time will go to your accounting package so this is totally up to you the sales person is by default set as hide you can choose to show the salesperson this is coming from your job information so if you're using that as a process or a commission type scenario or reference point you can choose to have the sales person visible you also have options for invoice defaults as well as pdf options so showing item codes in your invoice including a remittance payment section at the bottom of the invoice if a customer was for example to send a check back to you if you don't accept checks then you can also remove that as a feature your job number and location can be the first line of the invoice pdf so if you're attaching your invoices to your jobs that's a nice and easy reference point for your customer to know exactly what it's for especially when you're looking at jobs that are real estate for example you can show the individual line item prices in the pdf or you can choose just to show a total of the individual items your numbering options can pull from your accounting package numbers if you're integrating your draft invoices uh with your accounting package if you're not then you can just start from a rolling number your default invoice payment terms are set here as well as being able to update individual customer payment terms so you can set what their payment terms are but by default typically most of your clients would be whatever you indicate here the invoice email is customizable so it again is using placeholder information by pressing ctrl space but you can change this content as you see fit for your business i mentioned earlier about the email attachments so you can add resources such as terms and conditions or brochures that you would like to have sent with all of the invoices that are sent out to your customers and you can attach those here smart assist allows you to send outstanding invoice reminders to your customers in most instances you would choose to have these reminders go out only once the invoice is open the functionality of this content is very much the same as our job type communication so you can trigger multiple methods of communication and whether or not they be email sms creating a pdf letter or an internal task to your team and triggering at different points to be the reminder so for example you may have an email go to the billing name you know seven days after the invoice is due you might also have another email that goes to them 14 days after and your content for each of those communications can differ so as it becomes more and more overdue your content may become more firm or you may choose to have a trigger to set yourself an internal task so that you're going to follow up on those outstanding invoices remembering that you could have various reminders at different points of an overdue invoice and only if an invoice is not marked as paid by the time it gets to that trigger point would that communication be sent quote settings quite similar to the invoice settings so in the top right hand corner settings cog down to accounts and then quotes we have the ability to set your numbering as well as a default title to be added to your quotes which can be changed on each individual quote terms and conditions to be added by default when you do create a quote you can actually add one off note so specifically for that quote you can have your own set of notes in relation to that as well as having a set summary your quote email works in the same way the the email for invoices work so you can change all of these content and use the placeholders that are relating to quote information resources again the same as your invoice information to be able to add your own brochures and or terms and conditions into your quote email as well as setting a default quote expiry each individual quote can be updated to have its own expiry date and time frames your quote pdf options again can choose whether or not you want to show item codes as well as individual pricing for the quote or if you just wanted to have a total price quote assistant works in the same way as your invoice assistant so again your multiple triggers of communication and whether or not that be an email creating an sms a pdf letter or an internal task for yourself that can trigger x amount of days hours or months after the quote date before the quote expires or after the quote expires so some follow-up options there to help automate your process and trigger your customer to engage with you in relation to the quote the content works in the same way that we've seen other content populate automatically informatize so if you're using an email template it will automatically go to the contact of the quote you can choose this to be your own information if you're looking to send yourself as an email reminder the email subject again can use placeholder information to be able to populate with different content that would be relevant and then you have your text options so you can write the body of the email and use those placeholder options again just make sure you save on each of the updates that you make and as well saving from the above settings that you had already created integrating your formatize account with your accounting software is really easy we do have a two-way integration with both xero and quickbooks to be able to integrate that to your account just simply select the settings cog in the top right hand corner of the management portal go to integrate and then down to accounting software here you'll see the option to be able to choose your accounting package which will then redirect you to that accounting package platform to be able to log on and integrate the account as part of your account you can have multiple users and user groups created within the portal to help manage the people who need to access your account so anyone who needs to complete a job fill in forms access reporting make invoices book jobs needs to be a user on your account so anyone who needs to be able to log on onto the account needs to have their own user profile further to a user profile you can determine the permissions and accessibility of that person's login through the user groups so in your users tab there are some groups that have already been created for you to help with this process so we have general pest technicians timber pest technicians administration and your default main group so general pest technicians will have specific forms that they can see that potentially are only applicable to people that can do general pest work there may be people within your business that don't do any timber pest work for example because they're not qualified so being a general technician only will ensure that they're not booked on termite jobs or timber pest jobs for example and as well not seeing those forms that are not applicable to them so it makes it nice and easy to be able to manage users people can be part of more than one group so if they do both general pest and timber work they can be in both groups to make it nice and easy to ensure they've got visibility of exactly what they need to have adding a customer into the crm is really easy so this can be done through importing creating a customer straight into the crm and also when you are creating a job you can create new customers at that same time so we'll look at creating a customer through this crm directly so from the home dashboard you can click on contacts or you can go through the crm and click on contacts there in the contacts page you'll see all of the customers that have already been created on your account and on the right hand side we've got the new contact button creating a customer is easy so using the billing name if it is a business for example if it's mr or mrs for example in a residential scenario their names will create as the billing name so we'll just do a test example here you can add in their contact information including email addresses your contact type so in most instances it's going to be a customer the tags that you add here will be available the next time you create a customer so that may be for suppliers for example the status of the customer by default will be active you can make customers inactive if needed throughout the account the billing terms by default are set to the billing terms that you've set on your account settings this can be changed for individual customers as well the source of the contacts so this has been created through the crm but if you were to do an import for example or if you wanted to capture that their source of this customer was through google a referral for example then you can also do those tags your billing address will populate as the main billing address against the customer but there is the option to have additional locations so their billing address may be different to the locations that you service or they may have more than one location as well so i'm just going to quickly create a customer okay when we go down we do have the notes field available so this refers to notes about the billing customer as a whole we do also have the location note and also job notes saving the customer will bring you to the customer card so you will have all of the details about that customer available to you here people and locations allow you to add more than one person associated to the billing name as well as more one than one location so they both work in the same way so if we look at locations for example you're able to click on the drop down and then add a new location your formatize pest industry account has already been loaded with 19 of our specialist forms available to you these come under our pest specialist license that has an annual fee of just 245 dollars a year and includes access to all of the forms that have been approved by various insurers in the industry the forms are designed to be compliant as well as easy to use so for your technicians out in the field and also for your customer to be able to read these forms can be edited just make sure that any changes that you make don't affect the integrity of the form as far as the regulations and standards that they need to meet if you're unsure make sure that you check with your insurer the forms dashboard will allow you access to the form templates so you can have a look at those templates and make any changes that you like so if you click onto existing templates you'll be able to edit the forms that you have available so here are all of the forms we can filter down the search to be able to have a look at the general pest service report for example i'll show you here as well on the details page we've spoken about group permissions so this is where we control the types of user groups that are able to view and start the form as well as who's able to edit the form more details on the form builder and its functionality is available in other youtube videos on the form builder but specifically i wanted you to see how to make simple changes such as adding new photo fields and also updating chemical lists which seems to be the most popular changes that have been made to these forms so if we click onto form builder you'll be taken to the form template where you can make these changes so you'll see down on the left hand side is all of the different entry fields that are available through the middle here we have the content and if we were to select one of the fields in the form we will then have the field settings for that particular form so there's lots of functionality here you can right click to delete any fields that you don't want to use you can also bring in extra fields so if you wanted to for example add in another question quite simply drag in a text box and write in what you want that question to be over on the right further down in this form i wanted to show you about the chemical selection so you can choose the active products that you're using so this list is available to be edited so if you didn't want to have some of these chemicals because you don't use them for example just simply hover over it and you'll see the delete functionality and you can remove that particular entry if you wanted to add other chemicals that are not listed here you can just add the item in here so for example and then click on add this will be available once you save and deploy the form the next time you use that particular form so just make sure as you're making the changes when you're ready for that to be live just make sure that you deploy you can add photo fields into any section of the form that you like you can add in as many photo fields as well so anywhere that you'd like to add in a photo field just click on the advanced option in the toolbox and then you've got the camera filled so simply drag that into the form wherever you want that to happen that one field for the camera option will allow you to take multiple photos so you can change the question to indicate what they need to take the photo of for example and you can also add default tags so using the object names within the fields in the form so every field has an object name so you can use those in square brackets with a comma separating them to be able to indicate specific information for example once that's done you can save the form again and deploy if that's all the changes that you need to make and it's ready to use job type templates are a really easy way to be able to communicate with your clients have preset forms and invoices applicable automatically attached when you create a job so we have created a series for you that have been indicated to us by fellow pest controllers to be of benefit they're all customizable so you can make any changes to the communication that's triggered and the time frames that it's been triggered on so we'll have a look and see what a job type can look like to show you how you can make changes and how they suit in different circumstances so job type templates you then have all of the different templates so there's about 15 here that you can choose from you can make changes to them you can create more that's totally up to you so if we were to look at a residential pest management for example you'll see in the job details this information is going to populate on the job when you book it so this is the job type with the title so the title is going to populate on your job the description will populate into the job notes again you can edit this we're talking about a job type which is for every time you do this type of job so we're not talking about a specific customer's type this is for every time you do residential pest management this is the flow that you want to happen as far as communication and the forms that are attached the schedule color is this color in the top right hand corner when you're looking at the jobs from a diary perspective so that you can see at a glance quite easily that you've got a specific type of jobs for that week or that day duration of the job so typically when you do this type of job it would take you two hours but when you book a job you may book it for a lesser amount of time or a greater amount of time that's totally up to you it's just a guide the job form that's attached so this is one of our specialist pest forms that's automatically attached to the job for you so that service report every time you book this type of job the form will automatically be there so from a job booking perspective you don't have to think about the forms that are applicable this particular job doesn't have any specific safety first forms attached but again you can add any form templates that you wish the safety first form being attached to the job will allow you to set a rule that that form has to be completed before the job form can be accessed again this is your own business preference the groups that are allowed so the user groups who are able to do these types of jobs you can select those here the job status updates and future reminders are quite similar in what they do they're just triggered by different stages or time frames surrounding the job so you can have multiple updates sent at different stages again using the different communication types that we have available email sms pdf letter or an internal task this update has been created for you automatically so that when the job is created an email is going to be sent to the contact now you can choose to turn off any of these communications so just make it disabled or enabled that's totally up to you the communication can also be edited so if we have a look at the communication here you'll see that the subject line is populating free text as well as placeholder information which is that job detail that's going to populate when you book the job so for example if we're saying that we're booking a job for you know three rodeo road gregory hills when the email goes out to the customer it will say residential pest management three rodeo road gregory hills hi and then we've got the conduct name so hi james thank you for booking a residential pest management job with your business name so it's going to populate your own company information our technician will arrive at your property again stating the address the time and the date now if you don't know at the point of booking the job if it is going to be that specific time that you've initially indicated to the customer you can just remove the reference to the time on this communication so you can just take that out and then further add any more information that you wanted to add or make any other changes again using the placeholders to populate information that's coming from your company details any changes that you make just make sure that you save before going on to the next which is future reminders so in your future reminders for residential pest management you'll see that there are three different actions that are going to happen when you're using this particular job type so what is happening in this particular instance first off we have an email that is going to be sent two days before the job is due so if we think about when we're creating a job potentially they may be weeks in advance so sending a customer a email a couple of days before is a good reminder for them as well as being able to indicate to the customer any items that they need to be aware of or prepare for for your particular visit the next communication is that 11 months after the job is completed so quite often when you're doing residential pest management it is encouraged that you would do a revisit 12 months later so the way to be able to communicate with the customer is to trigger communication to go to them after the job is completed so future reminders allow you to trigger communication to happen x amount of days hours and months before the job or after it's been completed so we had the reminder just before of two days before the job is due now we're talking about what happens after the job is completed so again using that placeholder and free text information to be able to build your content for it to trigger automatically now with the communication of sending an email to a customer 11 months after the job is completed they could give you a call and make a booking or access your website if you're using like a contact us form that's available through your account as well using web forms so we've created them that extra safety net of a task to yourself so the task to your admin team that are accessing the portal and this is triggering 12 months after the job is completed is there as a reminder for you to go back and have a look you'll see the details of what the job was originally for you to be able to look at the crm and see that that customer may have already rebooked with you so you can close off this task as being complete and if it hasn't been booked it's giving you the opportunity to give the customer a call so you may give the customer a call and they say look i'm really busy at the moment can you call me tomorrow no worries you just reassign that task to yourself again for tomorrow if you give the customer a call and they say i'm not quite ready can you give me a call in you know two months time same applies you can just reassign that task for another day and you can make sure that you're following up with those customers that haven't rebooked unless they indicate otherwise and then you would just close off the task so that's the job type reminders and communication you can add more reminders and more communication to these they don't have to be created in the order that they're going to happen so you can create any that will fit in between these ones that we have here or you can change what's there the line item element within the job type varies from business to business on how you would like that to work some clients would for residential pest management for example add in the line item of residential pest management with a zero value for the unit amount and either the person who's booking the job or the technician out on the field can update this at any time this is totally up to you it's just a way for the invoice to be generated automatically for you but if that doesn't suit the process of your business then most definitely you don't have to use this functionality the recurring function when it comes to a job type quite often would be more so in different industries that it would be relevant i found mostly in pest control that it's more so the individual job that you're booking that would be of a recurring nature and the reason why we say that and a prime example would be if you're thinking about a commercial pest management and everyone does this differently but you may go to the bakery and do commercial paste management every fortnight and you may go to the restaurant and you attend there every month so when you're talking about the job type and the communication that happens for each of those the communication is going to be the same and the form is going to be the same but because the recurring profile is going to be different you would just have your job type recurring profile not to have a recurrence and when you book a job you can set the recurring profile for that specific job for that client and that location makes it much easier to manage when you don't have multiple job types and then when you're trying to book a job you're trying to choose which is the right job type for this particular work so on each of the job types that we have created for you there are different communications because there are different workflows most definitely as i've mentioned already you can edit those and if you need further assistance from our professional services team we do have training options available to talk about your specific needs our resources and document management functionality allows you to have documents such as policies and procedures sds's insurances any records that you want to hold in your account to be able to have available to your technicians out in the field can all be held in your resources to make sure you keep them up to date so in the resources tab you can have multiple folders and subfolders as well as all of the documents within them so you'll see that a lot of resources have already been uploaded for you with various folders available to help streamline being able to find the specific document that you're after a majority of the documents do have an expiry date assigned to them and you will be notified as an admin user when those documents are due to expire expired and overdue so on each of the documents the concept is for you to have a look at that pdf have a look back to where that document originated from and check in to make sure that it is still up to date if there's been any changes then you would upload the new version if there's no changes then just set yourself a new expiry date to go back and check in on that later some of these documents may not be relevant to your individual business so again you can select them on the far right hand side checkbox and then use the action tab to delete it and then press go you can add more resources and documents into your account as well there's no limit on how much you can hold in there you can also control through the user groups who is able to view different types of documents in different folders the final step to have your account up and running is to activate your account we have thousands of pest controllers already using the formatize solution every day and we'd love for you to be part of this to activate your account simply select the settings clock in the top right hand corner over on company profile you have your payment details we accept paypal visa and mastercard payments from a month-to-month perspective once your account is activated your license fee or 245 dollars annually will also be processed so that you've got continued access to the solution as well as all of the forms if you need some further help with your account and wanted to engage in some further training we do have lots of options available so their self-help through the help menu you can access the user guide and getting started guide as well as our youtube channel that has various videos that are available to you or you can engage our professional services team that can offer training specific for your business and answer your specific questions about your business processes if you have any questions please reach out to us we're more than happy to help [Music] you