ZevBit Software Training
Step 5: Invoicing & Change Orders — Full Transcription
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--- CLIP 1: Invoice Settings ---
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Alright, so in this video we're going to be covering the invoicing module and
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writing change orders. Alright, so we're going to cover how to set up the
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invoicing settings, your payment integrations, credit card payments, ACH
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payments. We're going to talk about creating new invoices. We're going to talk about how to
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do the change orders and all of that. If you guys have any questions at any point
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throughout this video, feel free to send us a support chat using this chat button
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in the bottom left corner. So first things first, let's go ahead and click on
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settings, then click on integrations. Here you can see where you can set up a
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payment integration. So you're just going to go ahead and click link payment
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integration here, choose setup on one of these options and then it will have you
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log in with your account to sync the payment integration. Now if you don't
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have any of these currently, I would recommend just creating a free Stripe
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account or QuickBooks account to connect it. Any of these three work, they all work
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in the same way, they all charge similar processing fees. Stripe does have a cap
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on the ACH fees, where QuickBooks newer QuickBooks accounts do not. So keep that
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in mind if you're having large transactions, Stripe may end up being
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significantly less in processing fees on the ACH side of things, depending on when
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your QuickBooks account was created. Some QuickBooks accounts have a cap on
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their fees and some don't on ACH payments. Okay, so go ahead and link your
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payment integration, first things first, set up one of these. Once you do that,
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you're going to be able to choose if you want to accept credit cards and ACH
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bank transfers. So once you link this, these will become clickable, you can
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toggle these on or off and we also have this credit card processing fee. What
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this does is allows you to pass on the fee to the homeowner or the client. So if
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you have a $1,000 invoice, they click pay and they choose to pay with credit card,
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it's going to let the customer know that there's an extra 3% fee for credit cards
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and in this case, they're gonna have to pay that extra fee, it's just like $30 on
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$1,000 invoice, right? So it'll tell them, hey there's 3% $30 fee on this
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invoice, if you want to pay with credit card and it will automatically add that
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to the invoice, if they confirm that. Now if you turn this off, then that won't do
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that, it'll just have them pay the invoice amount directly. Additionally, we
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have a QuickBooks sync to sync everything over to QuickBooks invoices,
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payments, all that type of stuff. The QuickBooks sync is triggered when the
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client signs the proposal, so when the client signs, it's going to automatically
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create that client in QuickBooks and it's going to sync over the invoices
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that are related to that client. It also syncs any payments and that type of
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activity as well. Also in the settings, once you've set up your integrations, we
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also have invoices in the settings and here you can select your default terms,
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do on receipts or net 3, net 7, net 30. You also have your billing information, you can
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edit your contact info here. We also have a couple settings here for automations
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within the invoicing module. One of them is to automatically assign the first
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invoice date upon signing, so it says when your customer signs an estimate,
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auto assign the first invoice date, X days after the estimate is signed. If we
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have this at zero days, that means that the invoice date of the deposit payment
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is going to be the same date that they sign. Then here we can choose if we
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want to automatically send out invoices on the invoice date. Most people will
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keep this turned off, this gives you an option to automatically send them out if
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you assign dates to certain invoices. You can also choose this render reminder on
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the due date, so when the invoice is due, if you'd like to send a reminder,
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you can turn this on, if not you can turn that off. And then we also
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have send overdue reminders every X days, so if this is turned on, when
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someone's invoice is overdue, it's going to send them, in this case, every seven
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days an email or you can adjust this based on how often you want it to
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send a reminder. Here you can also send a receipt when a payment is made through
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the payment integration, so this is for credit card and ACH payments, we would
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definitely recommend leaving this on, that way when a client makes a payment
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online, they automatically get a receipt. We also have an option for the deposit
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pop-up, as you guys saw in the last video, when the client signs, it's going to pop
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up and allow the client to make the deposit payment. If you'd like to turn
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that off, you can turn that off here or if you'd like to edit that, you can edit
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this wording here for what they see on that pop-up. You can also edit what the
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wording for when they click to pay with check or cash. Additionally, we have the
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default invoice note and the summary note, if you click edit here, you'll see
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the default note that shows, these will automatically fill in your company's
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information, but if you want to make any edits to this, you can, this is going to
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show on every single one of your invoices by default. Okay, so those are
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the different settings here under invoices and integrations. Now that we've
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covered that,
--- CLIP 2: Creating a New Invoice ---
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we will go into creating a new invoice. Alright, so you guys have
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two options, if we go to the CRM, create a brand new client, throw in some random
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information here, hit save, we can go straight over to invoicing and we can
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add a new invoice. When we're adding this invoice, we can select the date, maybe
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today's date and we can enter an invoice name, maybe this is a design agreement.
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You'd also enter a line item name, 2D and 3D design plans and you can enter the
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rate, this is $2,500. Alright, you can also upload any photos, files or PDFs
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here, maybe you want to put some references of what this includes and you
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can also edit these invoice notes, if you want to make any changes. Here on the
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left side, you can choose if you want to display a cover photo or not, you can
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edit this in the settings. You can also choose to accept ACH or credit card
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on this invoice. So if I turn this on, you'll see here it's going to redirect
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me to settings, where I can set up the payment processor. So I don't have this
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set up right now in this demo account, but you would click yes here, take you
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over here, click link payment integration and it's set up one of these options. If
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we go back to the CRM, you'll see this test client and the invoice that we
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created here. We also have a way where you can always choose to keep these on
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by default. So in the settings, you can set that up and these will be toggled on
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or off by default. Same thing with that photo. Okay, so I'm just going to put in
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here test and the rates and when you're ready, you just click save and preview,
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could turn things on or off, you can edit that photo right here, hit save and
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preview and this will be a preview of what the clients going to see. Alright, so
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if you want to go ahead and send this off, you just hit send, you can send it
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via email or you can send it via copying that shareable link and texting it to
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them. Now when we go back home here, you're going to see that this invoice has
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been created within this customer. You can always click right on it if you need
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to make any changes and you can also add additional line items. So if you
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want to have multiple line items on that invoice, you can do that as well. So
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that's how you're going to create a what we call a manual invoice. This is going
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to show here, so this is going to show here under manual invoices. Alright, now
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what happens is that you can have invoices automatically generated when an
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estimate is signed. So if we go back to CRM, we create a new test and we jump
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over here to the estimates. Let's say we have an estimate that is for $10,000.
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Here based on our payment terms, we're going to have these different payments
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amounts. Alright, and what happens is the clients able to view this on the
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proposal for what payments there are and when they sign this proposal at the
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bottom here and the client adds their signature, it's going to automatically
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create the invoices for each of these payments. Now if you ever need to bypass
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the customer signature from this proposal page, you can also click send
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document and you can click mark as approved. Once you confirm this, this is
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going to internally mark it as approved and you'll see here under invoicing, it's
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going to automatically generate those invoices based on those payment terms. So
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now when you click into these, everything's already set up for you here,
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you can make any changes if you need but it automatically creates these for you
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when the customer signs. Alright,
--- CLIP 3: Payments & Receipts ---
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as far as payments go, if the client pays one of
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these invoices, it will automatically be moved down into the paid invoices
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section. If you manually get a payment for this, then you can record the payment.
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Let's say that they paid a $2,000 check, put in the date, payment method, the
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notes, image of the check if I want, hit save, save and here we can have an option
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if we want to send out a receipt to the customer. This is going to show them that
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$2,000 was paid and it was applied to the deposit payment, so they have a
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$0 balance. You can also see here when we go back, that this deposit payment is
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now marked as paid under the paid invoices section and we can see that
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payment listed here. This will now just leave the remaining three payments for
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when the job is started, halfway done and completed. Let's say we're ready to start
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send out this project started payment. We can click on it, you can assign the date,
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this could be today or a future date and the terms of how long they have. If
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we're ready to go, we just hit save and preview, send, send this out to the
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customer and they will get a copy of that email. You can now see that this has
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been marked as sent and once the client pays that, it will be moved into paid. If
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the client gives you a check for it, then you would simply just click record
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payment to mark that in the system. So that's going to be the different options
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within invoicing and payments. Please reach out to our team if you guys have
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any questions. Now you can see here that there's a one approved line item. We
--- CLIP 4: Managing Invoices Through Invoice Dashboard ---
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might want to manage all of our invoices across all of our projects. So if you go
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to invoices in this left side navigation, you're going to see all
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of the projects that are currently under invoicing and you can set the
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status here. If you guys need to edit these statuses, you're going to go to
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settings, status, project and you can edit the statuses here. Alright, going back to
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invoices, you can set those here, maybe this one is now in progress, this one has
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been delayed, whatever. Alright, so that's how that's going to work. You can see what
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the total project was here, you can also see how much has been paid, in this case
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$2,000 and how much is overdue, due or not due. Let's go into this John Smith
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project. You can see you have a couple different invoices here and we have
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three approved line items, demo and prep, pavers and rock. These were from the
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signed proposal. So let's say that something changes on this proposal down
--- CLIP 5: Change Orders ---
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the road and you need to send out a change order, you can come here and click
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on this change order button and now you can start adding change orders to this
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job. So change orders work in a couple different ways, you can either add new
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line items or you can make changes to existing line items. So how that works is
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I can either come here to add line item and I can create a new line item, this
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could either be a blank line item, put in change order, add X, Y and Z, put in that
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this is $1,000 and when we open this up in the description you
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can click edit here and you can put in a description of what that includes. You
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can also make changes to, you can also add line items where you're doing it
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from a template. So if I want to add in mulch as a new template I can do that
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and now you can use the full capabilities of the template to
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calculate the amount of this change order. You can also use the default
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description as well. From there you can also do change orders on existing line
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items. Let's say that this client originally has 500 square feet of
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pavers, they already signed this estimate and now they want to increase this from
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500 to 700. You can make that change right here or you can change the type of
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the paver or whatever might have changed and as you can see it was just
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what signed at 13,000 now it's 17 so it's $5,000 increase right. So you're
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able to see those numbers automatically based on what you input and then you can
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put in a name, increase size of patio in the description you can put in includes
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additional 200 square feet of pavers and you're now ready to send out the change
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order. If you open up this total price you can see that we're currently at
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$7,500 in change orders. If we click send you can select which one of those you
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want to send out and you can choose how you want to update your invoices if that
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client signs this change order. You can either create a new invoice if you want
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to get paid for this separately or you can add it to the next invoice or you
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can split it in the remaining invoices. If I split it for example it's going to
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split this 33% into each of these. Now if you ever see this where it's not a
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hundred percent you just need to come in here and you just need to use your mouse
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to make one of these 3-4. Okay now maybe you don't want to update these like you
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can see 2,500 is going to be added to each of these, maybe you don't want to do
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that instead you want to get paid for that change order right away. You can hit
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back and you can hit add new invoice and now you'll see there's a new invoice for
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change order with 100%. You can also assign an invoice date here if you want
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to get paid for this today put it as today on receipt save and when you hit
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confirm it's going to generate that into a change order document. So you can see
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change order here you can turn on or off this cover photo if you want to show
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that. You can also show the line items here line out of photos can be turned on
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or off and it'll show whatever you listed out on that change order and the
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total. We also do have a project summary showing the original items and the new
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items and what the new balance is as well as any payments that would have
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been received. We can also show how the payments are being adjusted you can see
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this new change order payment is due for $7,500. Alright and then we have the
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signature page where you can just type out your name, add your signature and
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then you're able to send this out to the customer. So it'll just say sign in here,
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send document, send via email and you can send this change order out right to your
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client. Once your client approves this change order, it's going to automatically
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update the invoicing page accordingly. You can see these are on unapproved
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under draft status. Once they are approved, they're going to be moved into
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the approved section and they're also going to show over here as change orders.
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In addition to that, it's also going to create the invoice automatically for you
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and we do have a way to internally mark a change order as confirmed. So if I
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click here on change order, click save and send, you can see there's an option
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to internally confirm. Maybe I don't want to get the client's signature on
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these items, they already gave me approval so I can internally confirm
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those and I can still put in here how I want to update the invoices. Maybe I'm
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going to add a new one with today's date and click confirm. Now what happens is
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you'd see change order was just added here, the total project amount was
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increased to include the change orders and these will now show up under
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approved line items. So you can see they have been confirmed. In addition to that,
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you can also see that a new invoice has been created for the change order and
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you can click on this to view what the invoice is going to look
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like. You can list out any additional information here if you want to explain
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that to your client. Additionally, you can continue to do multiple change orders
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throughout the project, so you can always come back here to the change order. You
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can always continue to add or change additional things as things go on with
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that project. So please let us know if you have any questions. That's how the
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invoicing and change order module works. Happy to answer any questions that you
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guys have. Last thing I'll mention here is if you want to send an invoice, you
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can send in two invoices at once if you'd like. It's going to show it here to
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the client, one of two and then two of two. So if you click Save and Preview,
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you'll see a little preview of what that would look like for your customer. In
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addition to that, in the action bar here, you have a few different options. Send
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Summary is where you can create that project summary showing what was
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included and what any change orders that you have. So that's how the invoicing and
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change order module works. Please reach out to us with any questions and I will
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see you in the next video. Thank you.
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End of Transcription — Step 5: Invoicing & Change Orders