Starter Kit: Invoicing

(0:10 - 1:12)In this video we're going to look at invoicing using the starter kit. I'm logged into the application here on my desktop and I'm going to use the desktop just because it's a little bit easier to demonstrate how the invoicing works. So first you'll notice over here on the bottom right we have a thing called items to invoice. There is a screen called items to invoice which we can show here in the menu and this is also available to you on the phone and it's probably we're going to use it most of the time anyway so that on the phone when you're out at the house and you want to put in additional charges for batteries or concierge time or whatever you will use this. You'll see here for the browers we have some different home visits that have already been entered and these do get entered automatically by the report completion and I'll show you how to set that up later in this video. At this point let's go through and add an additional charge.(1:12 - 4:17)So for example for the browers let's say when we were out at the home on the 26th that there was a chirping smoke detector so we want to put in the extra charge here for the nine volt battery. So we'll hit the add and then we will just say this is for the browers and in this case the date of this was back in March on the 26th. The item we'll pick the nine volt battery this will bring forward for me the description and what have you straight out of QuickBooks. So if you have QuickBooks these codes are set up in QuickBooks and will synchronize here to the starter kit. If you don't have QuickBooks you can just add these codes indirectly here into the starter kit and I'll show you where that is in a moment. At this point we bring up our battery it's going to bring up the base price that we have set we can change the quantity if we need to by hitting our you know plus and minus or changing the number but once we're said and done we can just hit the save button. This will then save that out there and you'll see now we have the nine volt battery in March. So this is great. So if I look at this I'm going to generate an invoice for $372.50 for the browers for March. Let's go ahead and do that. I'm going to go here under create invoices and this will now allow me to pick whatever date I want for my invoices. I'm going to leave this as March because that's what I'm invoicing and now I can pick which customer or customers I would like to invoice. I only want to do the browers today since that's when we're looking at so I will just select them and then at this point I will hit the save button it's going to confirm with me that that's what I want to do and at this point it's going to take those items it's going to generate an invoice and it's going to stick that invoice over into QuickBooks for me. If you're not using QuickBooks then you can just cut and paste these items straight out of here to create a quick invoice for $372.00 using whatever invoicing app you have. So just cut and paste have this window open in one screen have your invoicing app open in the other screen and that's all you have to do. I would now go over into QuickBooks I would find the invoice for the browers I could make any changes to it if I need to and then I can just hit the save and send and I'm done and that's how easy it is to generate the invoices. So a little bit about the setup that I mentioned earlier. So one of the items that we talked about were the item codes and you'll see you have an items list right here that we can click into. If you have QuickBooks all of these codes will automatically come over from from QuickBooks and you should not and in fact cannot add any more. You'll notice I don't have a plus anywhere to add new ones. If you need to add item codes you add them into QuickBooks and then let them sync over here into the system.(4:17 - 5:04)If you don't have QuickBooks then you will have a plus sign and can go in and add these and I recommend adding like let's say a HomeWatch Weekly for example and it's really as easy as just giving it some kind of ID that you want to put in a description. Whatever you put in here for the description is what will appear on the invoice. Whatever a base rate is but remember you can override this rate and I'll show you that and it'll usually be a service code. So you would enter in these items create those codes and then you would have them automatically be available to you when you're doing your invoice billing items entry. Let's go back and look at the items to invoice again here for Brower. Now you'll notice that these weekly ones are in here.(5:04 - 6:53)I didn't enter these in they got entered in automatically for me and the way they did that is because I have them set up to do so. So we have that code that we just put in for the HomeWatch visit. If I go to my properties and I go into the Browers you'll see that down below let's just go into edit here. On the invoicing page in my edit I have my information so in this case I'm going to be charging them $60 a week for each visit and right here I can specify what item ID I want to use every time it generates that. What this does is when you complete a report for the Browers it will automatically grab whatever item code you have here plus whatever rate you put in here and it will then add that as a line on that invoice. So this is how you specify that the system should automatically make those updates for you every time you do a report. We'll save that and that will then update. That is really all you need to know about invoices and how to set them up. It's really just a matter of adding that billing information like I showed you. You can also add it when you're right on the customer screen by clicking here under add billing and this will then allow you to pick as I did earlier with the 9-volt battery, the description, the quantity and rate and then save. So very easy to do. You'll notice now that I just came back into here that all of my information for Browers is now gone.(6:53 - 7:09)That's because it has grabbed it, it has created the invoice for me and it's removed it from HomeWatch IT. So I'm ready now to continue on and do my next month's work. If you have any questions please reach out anytime. Thank you!