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Travel invoice format for Planning

everyone this video I want to talk about a new feature we just added this morning it's pretty exciting a lot of people that I've talked to about it have been very excited to hear more about it so just this morning we added a feature for you to set up a way to send invoice approvals to your clients so they can actually sign off on the invoice and the details in terms prior to you booking their trip or running their card for any actual payment now one thing to note is everything that I'm going to show you today is set up as an admin signed in so I'm signed in as an admin as far as non admin users you may or may not have access to this if you are set up in a way that you have your own individual invoice template where if you operate under a different agency name with a different logo you will have access to this if you are set up in a way that you use your agency's default invoice templates you will not have access to edit these but you will be able to use the one set up by your owner or admin of your vacation CRM account so for those that are admins if you hover over settings you'll notice a new section in here for invoice approval details and this is where you actually set up the individual templates now there's two columns here the column on the left would be personal templates just for yourself and the column on the right are system-wide templates so you would set these up here and all of your agents under your account could use them now if you are a user that has your own invoices that you use separate from the regular agency ones you will have access to this screen but you cannot edit or change anything in this column you have to set up your own personal templates here now I'm just going to set one up agency wide here so to get started you just click add new system template and the idea here is you could create different templates for different situations so one for people that accepted insurance one for people the declined insurance or you could do one for cruises or one for groups you can figure out what's best to set these up but just know that you can set up multiple now for the template name you just need to name it something SiC to let you know which one is this template is so this one I'm going to say app loot approval without insurance and then for the logo you're gonna go ahead and insert your agency logo there okay so I selected one and I'm going to click upload and it's going to add my logo in there and then this is going to be for the body of the email that is sent to the client so enter your subject something like something like that and then you've got some merge fields you can put in the body of it so you could say hi client and then you have to put in the merge field for the invoice approval URL this is the actual link that they will click on to view their their invoice to approve and then put in any other details you want and then through your signature in the bottom if you'd like and then for the disclaimer this is going to be on the actual invoice itself so if you want to load your default agency terms from your standard invoice you can just click this now if you're using the standard ones from the vacation CRM provides you with out-of-the-box there may be some things you want to clear out of here like I don't know that it's necessary to have the dress code info or the you know the airline check-in or Resort check-in info basically this is going to be more for terms related to the clients a trip itself and this is also where you may want to put things about insurance like an insurance waiver so something like and you know I just threw that in for a filler but basically you would put in what that means if they don't have insurance should they need to cancel or their trip is delayed or they lose anything while they're traveling the medical you know all of the things that they don't get because they're declining insurance or if they are purchasing insurance you can put in here the details of that and then you can set up up to three check boxes so the first one is probably going to be something like I understand and agree and you can make it required or optional and you can add up to three I'll just put two in for now and then this is the message that they are going to see when they click Submit or when they approve or decline the the actual invoice so put in you could put in a link to your payment form if your clients typically don't make payment until after they have been sent an invoice and they've approved it or you can just put a simple thank you for you know submitting this we'll be in touch shortly whatever you'd like and then once you get this all set up you'll click Save and now it is created so now that you have one created in here let's go to a client's trip that you may have booked for them and I'll just select let's say this one here and now on the actual trip screen and the reservation screen you're gonna see a new button here to send the invoice approval so when you click this it's going to give you options on which template you want to send to the client whether it be the insurance without insurance whatever you have set up so select only you want and it's going to take you to this screen that it is this is the screen you're actually sending it from so it'll load the clients email address here and then from that template we set up it'll load the subject the body you can add things to the body if you like and then here's the actual invoice that they will receive and then here's those terms and here's where it would show the insurance waiver information and then you're just going to click send and once you do that it's going to send to the client and if you scroll down in the trip there's a new section to see the status of that so it'll show the date that you send an out and the status so right now this one has been sent but it hasn't been signed so I sent this to myself so I'm just gonna check my email real quick so we can see what it looks like to the client all right and here is the email that I received from my agent in this case and normally they could just click on this link but since I'm using a different browser just to record this I I had to copy and paste it so I'm just gonna paste it in here and it's going to load the invoice to be approved by the client so again it's pretty much what you just saw on the last screen the client can go through make sure everything looks correct look through the terms and conditions here and then they have this agreement section so they can check these boxes it puts in today's date and they would digitally sign their name now if they decline this they can actually ignore the check boxes and just decline it but we're just going to approve this one so I fill everything out I can save it as a PDF if I want it for my own records or print it for my own records but I don't necessarily need to because I can always click on that link that I receive via email to see it again if I need - I'm just coming going to approve this so not to proved here's that message that I showed on the template screen that you can customize to say whatever you want and now as an agent if I go back into the trip screen and refresh it it's going to show that the status is approved and if I was the client and I wanted to for some reason view that again I could just always click on this and they won't be able to edit it but they will be able to see that it has been approved already and they can view their signature details and things like that so that's what we have so far the next step that we're going to add is an actual section to the dashboard to show the pending invoice approvals so you will be able to see a list of any that you've sent out recently whether or not they've you know just been sent they've been approved or they've been declined and in addition that we also have an auto email template you can set up for these so it's down here the invoice approval follow-up reminder this is the number of days after you have sent that to the client so if you say you know if they haven't submitted it or signed it and approved it within two days send this email and that will just send them an email that you can set up to remind them hey I'm still waiting on you to approve your invoice so give it a try let us know if you have any feedback or if you have any questions on it thank you