TRANSCRIPTION
Step 1: Initial Setup & Settings
ZevBit Software Training
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--- CLIP 1: Overall Settings + Chat & Help Center ---
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[00:00:00]
Hello and welcome to ZevBit Software. We are so excited that you decided to sign up and create your account. We can't wait to walk you through step by step how to set everything up for your company and get the most out of the system. The system was built specifically for contractors to save time, be more efficient, and most importantly be more profitable. So let's go ahead and get started. We're going to start with step one which is the initial setup process and learning the system. We're going to be following it up with additional steps to learn the entire system. First of all, I want to say if you guys have any questions at any time, go ahead and click on this chat button in the bottom left corner and click send us a message right here.
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This will go directly to our support team. Anytime you have questions, you need more help on something, you want to jump on a zoom call or phone call, use this chat message right here to get in contact with us and we'll get back to you as soon as possible. From there you can also click the help center and find these articles with additional information for different sections of the software. Let's go ahead and get started. The first place you want to navigate to is the settings where you can do the initial setup process. So you probably landed here in the CRM. Just go ahead and click on settings and then here you can confirm your company name and address. If you had any trouble with your logo, go ahead and re-upload it here. If you need to delete and re-upload, I'll show you how you can
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crop that here. So I'm just selecting this example logo. You can actually zoom in and out on this with your mouse and then drag this to fit where you want the logo. So zoom it and then drag this around, hit okay and then make sure you click the save button to save your logo.
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--- CLIP 2: Templates ---
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All right, once you've done that you can move to the templates tab. We're going to come back to catalog afterwards but click on templates and the first thing you want to do is check submit marketplace for what templates you need for your company. So if you guys do any of these services, go ahead and click on these folders and select those templates. I'll show you in a second. If you don't do any of these services, don't worry you can skip this step and just jump forward a little bit in this video and we're going to go through
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how you can build out all of your custom templates for the services you do. All right, if you do any of these services here, go ahead and click on the category and then select the services. You'll see that there is base rock by the ton and base rock by the yard for certain services. So whether it says yards or tons, select that based on how you're buying the base rock or aggregate or whatever the material is. All right, so here you would just click select and select the services that you need and go through. In this case, I would skip over the yards unless you need it, the steps and then there's also subcontracted options. So if you don't do your concrete in-house, then you would select subcontracted.
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All right, so just select what you need based on how you do those services. If it's done with your own employees, you'll select that here. Even if it's day rate finishers, you'll still select this in-house template. You can get select that you sub out the finishers. And if you subcontract everything, then you would select that here. So that's kind of how that works. Select what you need and then you'd move to the next category. For example, landscaping. Select the templates that you need over here. So you can just click right on this select button to select them and those will get added here. Go through the ones you need and you can just go through the list. As you scroll down, there'll be subcontracted options as well as you can see right here. All right, so select what you need based
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on how you do the services and then go to the next category. All right, so for example, hardscaping. Click on that. When you're switching through these categories, make sure you make sure you scroll up to go to the top and select the next templates that you need. So if you need the paver template, select that. You would just go down the list. Retaining walls, there's outdoor kitchens, fire pits, whatever you need for your company. All right, there's also some different templates for like downspouts and french drain, for fences, decks, and pergolas, tree removal and trimming, maintenance, and also the miscellaneous will have discount. You'll want to make sure you select that as well. All right, if you guys do pools, there's some templates for that
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and when you're ready, click save selected templates. Those will start processing here. You can let this process in the background and you can navigate to different pages here. Just make sure you don't close this tab while this is still processing. All right, from there, like I said earlier, if none of these templates apply to the type of work you do, don't worry. You can always come back. We can always build the templates as we go and we'll show you that how to do it in detail. The templates have already saved here. You can see in my templates, these have all been added. So now I can start using these on the estimates I'm doing.
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--- CLIP 3: Integrations ---
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From there, the next step we'll do is click on integrations and from here you can start setting up the different integrations for payment processors, QuickBooks sync,
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connecting your website, and Google Calendar. All right, so we'll start here with the payment integration. Just click on the right side, link payment integration, and you can choose which payment integration you want to get set up with. It'll have you log in with your existing account or create one if you don't already and then you'll be able to start accepting both credit cards and ACH bank transfers. You can toggle them on or off here and we also do have a credit card processing fee. This isn't where ZevBit charges you a processing fee. We don't charge you anything. That's directly through the payment processor. This right here is actually where you can pass this fee on to the client. So if they go and pay with credit card, it'll tell them that there's an extra fee for three percent that's going to get added
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to their invoice and that's really nice so you can kind of push that on a client if they want to pay with credit card. So that's kind of built into ZevBit as a nice little added on feature there. From there we have QuickBooks sync where you just click on this setup QuickBooks sync right here. It'll have you log in and then that'll be all set up. This syncs over all of the clients and invoices and payments when a proposal is signed. From there we also have a Zapier integration. Zapier is where you can connect your website contact form to ZevBit so when they fill out the form on your website it automatically creates a client in the CRM. You can also connect it with Meta, Facebook ads. You can also connect it with Yelp and if you get email
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notifications when you receive a new lead you can connect it to those. So there's a lot of benefits to automating that process of creating the clients so that you don't have to do that manually. All right so if you have any questions with Zapier feel free to send a support message right here in the support chat and you just click on this link to get set up. If you want to set this up with your website just go ahead and right click on this link, copy that link address and then send it over to your website person and they'll be able to help you get it set up. Most website people are familiar with Zapier and they should be able to help you with that. If not feel free to reach out to ZevBit support and we can walk you through it. From there we also have the Google Calendar integration so you click sync
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Google Calendar here and this will sync both two-way from Google into ZevBit and ZevBit back into Google. So everything keeps organized that way. So that covers the different integrations here.
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--- CLIP 4: Estimate Settings ---
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Next we'll move to the estimate tab where you can set your defaults. So you're going to put here how many team members work on each crew on average. So if you have three people on a crew or four or five you can adjust that here and then on average how many hours per day do they work. This is how it calculates the number of days that is estimated for a job. So however you want to calculate that you can leave it at eight. That would be the recommended standard and if you work more consistently like
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every day of the week you're working nine or ten hour days you can adjust that here. If you make any changes just click that save button to save those settings and we also have sales tax. If you need to enable that you can turn it on and put the tax percentage here. This is just for specific states so if you don't charge sales tax you can just leave that off you don't have to worry about it.
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--- CLIP 5: Email Settings ---
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Next we'll go to the emails part of the settings where you can customize the default email templates. Now these come all set up for you all here already so you just click this pencil icon it'll all be already created with what it says by default. If you want to make any adjustments you can you can also add any new email templates that you need.
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So that's how the emails work we'll cover this more later you really don't have to worry about this right now because all the templates are already set up for you and you can make adjustments in the future as needed.
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--- CLIP 6: Status Settings ---
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Next is the invoices settings this we're going to cover when we go over the invoicing module. So we're going to come back to this so let's go ahead and move on to status here you're going to see three different types of statuses. Lead status is for your new leads so you can edit or add them here. We also have estimate statuses which is once your projects get converted into the estimate stage and then we also have the project status once an estimate gets signed or approved then it'll use the project status. So
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feel free to customize these add or edit these as needed and you can come back and do that at any point in the future.
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--- CLIP 7: Custom Fields & CRM ---
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All right next for custom fields this is in a part in the settings where you can edit this and this will show up in the crm we're going to click on crm in the left side when we go and create a new client. All right so when we create a new client here we can put in the account name this would be something like smith residence for the overall account name or the company name or it could be the both the homeowners names however you want to structure it for the account name that's up to you then you would enter the project address here so you can put that in i'm just going to put in a random
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random address here california then we're going to enter in the primary contact so this would be the customer's name say john smith and the customer's email so i'll go ahead and enter my email here as well as their phone number all right these aren't required the only thing that's required is the name and the account name so fill out what you have you can also add an additional contact for example for the wife's name so i wanted to put lisa smith here or something like that i could that's up to you and then we'll have the project name so this you can leave as overall project you can also name this something to be
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more specific for that customer if you want to and adjust that you can now for assign to this is going to show your name by default if you don't see anyone else here in the drop down uh it's because you haven't created anyone else in your company this can be done we're going to cover that later when we go to the team module and the budget module all right where you can invite employees to your company and you can choose if they have access to log in or if they're just a system user you can also set specific permissions of what they have access to so we'll cover that all in the future all right next you're going to see here by default that there is a source option
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so you're going to be able to edit these in the settings i'll show you that in just one second and we'll also have notes and budget by default all right so this will show up as the default fields that you'll enter about this project these aren't required fill them out if you have information if not don't worry about it you can also add new custom fields here for additional questions that you want to ask or fill out about your clients for example some people might add a time frame question that says how when the client's looking to get the work done or they might add a type of project question or a gate code or whatever makes sense for the type of work that you do so you can click add custom field right here to do that and you can put in the question title
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let's say time frame we can also select the answer type let's do a drop down and then you just click on this add more options to put in your options so i'm going to put under one month i'm going to put one to two months and two to three months so you can adjust that however you'd like we also have the required field you can turn this on or off if it's on it means you have to fill this out before you can create that client so for most things you'd usually keep that off as an optional item but depending on what type of question it is and then this add as column in crm you would definitely want to toggle that on and then put in the column name here typically this will match
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the question title but sometimes you can do a shorter name if this question title has a longer name entered so let's go ahead and click add as you'll see this new question will get added here where we can select the time frame for this project so you can continue to add any fields that make sense for yourself for your company and we'll go ahead and click save to save this new client all right we're going to come back to this dashboard in the next steps here within this client you can click on this three three dots menu here to expand this left side and if you click back to the crm you'll see that this new client has been created here from there we're going to go back to the settings and back to custom fields as you can
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see the time frame question we added here is available you can always edit this in the future from here you can also edit the other ones that we have pre-loaded or add any new options that you need from the settings all right from there we're going to go to lead source this is where i was showing you earlier where you can fill out where did that client come from so these are some default options in here you can edit any of these delete any or add any new options that you need
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--- CLIP 8: Calendar Settings ---
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lastly we have the calendar tab in the settings where you have the default tasks that you'll do when you're scheduling a meeting with the client so like an estimate consultation an on-site meeting phone call different types of tasks
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that you can edit here each of these have email templates linked to them which i'll show you which you can edit from this page within the settings all right and finally there's email settings you don't have to worry about this you can skip right over it this is just how the emails are configured to be sent out so don't worry about it it's all set up when you sign up
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--- CLIP 9: Catalog ---
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finally we have the catalog which we skipped over earlier and in the catalog is where your material pricing will live all right now this catalog you really don't have to worry about right now i wouldn't spend much time going through this right now really you can update this as you're writing your estimates okay
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so as you're writing an estimate you can update your material pricing and that is going to save back into your catalog to make that really simple and easy for you to just update what you need as you go now with that being said we do highly recommend you to get price lists from your suppliers and import those into the system and how that works is you're going to call your supplier ask them to send you a price list this could either be an excel csv a google sheet or it could be a pdf you're going to get those price lists from your supplier with the contractor pricing and then you're going to import those into your catalog now if you feel comfortable importing them yourself there's an import button right here in the catalog to import you're just going to find the
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specific category that you want to import into additionally you can send over those price lists to our support team now our email is support at zevbit.com i'm going to show you guys here on our website you can go to our website at any time zevbit.com right here and you can click contact us and you'll see our support email right here support at zevbit.com so feel free to send over any price list you have to this email and we can assist with importing those into your account in the catalog you can search for any items you need you also scroll through the different items here for example you can see the pavers are here and you can see some default different items that are in the pavers
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so feel free to select any of these if you need to delete them you can also click on them to edit all right so if you click on the name here you can edit this and change that adjust your cost update that you can also add new options as well or like i said you can import the price list so if you get a list from your supplier of all the pavers you just import that in it makes it super simple we don't have to worry about manually updating this right anytime you get updated price list in the future as well you can also import those and update your pricing so that's how the different categories work here in the catalog and that is going to be kind of getting you initially set up with the different settings and options to start setting up your account
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in the next video we're going to be covering the budget module and how you can create a budget to recover your overhead and then we'll go on to creating a client and writing an estimate together if you guys have any questions at any time please click on this chat button in the bottom corner and send us a message here to our support team we're happy to help with any questions you have thank you
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End of Transcription — Step 1: Initial Setup & Settings