How to start (in less than 5 minutes) Workflows for Business
Workflows for Business
The first thing to do is to select your workflow. To do this click on your name at the top right, click on Admin system, click on Manage users, then click on your name. Scroll down and select a workflow / role.
Set an hourly rate
While you are there add an hourly charge out rate for invoicing at a later time.
To add a new users. Simply click on add a user, add a user manually. Obviously add their name, email and select a workflow.
New roles can be created here under Roles.
Now let’s add some suppliers. Simply click add a supplier.
Input your tax rate, simply click add a tax rate.
Now click on client settings, here add your VAT number (add 0 if not registered) and your hourly charge out rate for quotes and add your terms and conditions.
Now click on Job Emails, check that your details are correct here. Make sure that there is something everywhere in each of these boxes and upload your company logo.
Here is the help menu, click on your name and click help to get to the help menu.
Submit a request
Submit a request to us here.
Add a contact
To add a new contact, let’s get started, simply click on add a contact and just keep following the next button. It’s really very straightforward. (Note: email address and contact address is required for quotes, jobs and invoicing).
View contact detail
Once the contact is added you can click on their name to view details.
Prepare a quote / view / send
Let’s add a quote (in the Actions menu). Simply follow the steps, select the address, (add tasks and items), add any reference or purchase order number that you have received, when you are ready you can click approve. Let’s view the quote, this is what it will look like. This is what the customer will receive. They can simply click the accept button to accept (the quote). Let’s send it off to them right now. Once we are happy with it.
Accepted quote convert to a job
Once they respond to you to let you know that they accept, you can simply click on the view button and convert the quote to a job. Now you can select who you are going to assign to the job, put in the date and the time and the job will be added.
Let’s look at jobs, click the jobs tab. This is what a work order or job sheet looks like. They can edit their time, they can mark the tasks as underway, they can add notes and they can go back and edit these notes, if they wish to. If more items have been used they can add them here. The customer can sign off the job as being done and complete. Then when it is all done the engineer will set as completed. There are a couple of checks to make sure everything is done correctly and it is all updated.
Show add a job
Let’s look at the jobs list. To add a new job, simply click on add a job. It couldn’t be simpler. It will already be assigned to the user that you have selected and on the date that you have given them, just add in some tasks and save it and it is all finished.
Invoice a job
Now let’s go and look at a completed job, because we can now process an invoice. You have choices as to how you prepare the invoice. Let’s view an invoice and see what it looks like. You can edit the descriptions if you like. When you are ready, click approve. You will notice, down the bottom that you can receive a payment and record the receipt of the payment here. You can also just email it (invoice) straight out to your customer.
Place a purchase order
Now let’s look at creating a purchase order for a job. Simply click on orders. Let’s look at a stock purchase order. Select a warehouse, which can be a vehicle or a warehouse location, or a project site. Start typing the name of the item that you want to add, enter the quantity, select the version (product version or variant) of that product and now you can view the purchase order, what it would look like when you send it off. Of course, it will have your logo here and your details and it will have a purchase order number. So you can click send.
Now let’s look and see what happens when you receive those goods back into your store, into your vehicle when you pick them up, (or whatever). Simply add the purchase order number (it should be on the delivery docket you receive with the shipment). You can click receive all if there is a long list to save adding them or you can the receipt of the items one at a time.
Show in stock
To check stock levels, just click on the stock button and choose the warehouse that you wish to look at.
Now you are set to go! Have fun.