EzInvoice Pro Userguide

Index:

    • Preferences

    • Contacts

    • Invoices

    • Payment Tracking

    • Documents

    • Products & Services

    • Expenses

    • Reports

    (*videos will be coming soon)

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Getting Started with EzInvoice Pro Preferences

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After you've created your account you need to login using the username and password you chose when you created your account.

After you've logged in you'll see the "home screen".

The first thing you'll want to do is setup your Preferences so just click or tap the Preferences button.

Fill out all of Your Business Contact Info and then click the Currency & Tax link on the Nav Bar at the top of the screen.

You can set your tax rate and currency on this screen.

Whenever you make a change to your Preferences you'll see the Save link in the Nav bar turn Red. This means you have unsaved changes.

When you're all finished making changes to your Preferences be sure click the Save link in the Nav Bar.

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Next you'll want to click the Documents link on the Nav Bar.

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The Documents screen lets you choose to include your company logo on your Documents

You can include a PayPal button by on your invoices you email by checking the "Add PayPal" checkbox.

You set the document number for each of the documents you can create with the app. When you save a new document the app will increment this number if it matches your invoice number. For example, if this number is "1000" the next invoice you create will be number 1000. When you save your document the number here in your Preferences will be incremented to 1001.

You change the number when creating an invoice (or other documents) to something else it you want and the app will not increment the number in your Preferences when you save it.

You can also add a nice note in the footer of your documents in this screen.

When you're all finished setting up your Preferences click the Database link on the Nav Bar.

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On the EzInvoice Pro "Cloud" app you can Compact your database. If you have several 1000s or more documents this can improve the performance of the app. You probably won't notice much difference if you only have a couple thousand documents.

When you're finished with the Database Preferences click the Images link on the Nav Bar.

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On the Images screen you can upload your Company Logo and upload a Background image for the app.

You'll see instructions and guidelines for both of those below the upload buttons.

When all you're finished setting up your Preferences remember to save them by clicking the Save link in the Nav Bar.

That's all there is to the Preferences.

If you're just getting started then next you'll want to learn about the Contacts app.

And remember, you can always call or email us if you have questions or need help.

   

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The Contacts App

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The Contacts app looks simple but it's actually a very powerful Contact Management System.

It makes it amazingly fast to find exactly who you're looking for and all the documents you've made for them.

You can Add and quickly Find your contacts on this screen. To add a Contact click the "Clients and Contacts" link on the Home Screen, then click the "Add New Contact" link on the Contacts Nav Bar.

It's best to enter as much info as you can for a contact when you create or edit a Contact record.

To find a contact just enter a few letters of their name in the "Enter Contact Info" text box on the "Contacts" screen and you'll see a list of names that contain the letters you enter. The more letters you enter the shorter the list will get.

When you select a contact it brings you to the Contact screen

On the contact screen you can create a new document for them, like an Invoice, and also start a phone call, or send an email. You can also keep notes on a contact to remind you of any special needs or other important info.

To create an invoice or other document for a Contact select the contact from the list and click the "New Document" button on the Contact screen. The app uses their info to "Fast Fill" the document and it tracks all the documents you've made for that contact. So, it's always best to start a document for an existing customer by using your contacts app.

   

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The Invoice App

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If you're invoicing a customer who's already in your contacts app start their invoice by selecting them using the Contacts app first, and then selecting the type of document you want to create for them by clicking the "Documents" button.

If's a new client or customer you can start by clicking the Documents button and selecting the type of document you want to create for them.

We'll start by creating an invoice for a new client or customer and add them to our Contacts database when we save our invoice

On your Home Screen click the Documents button, then select Invoice from the list that appears. On the next screen you'll see a list of your most recent invoices after you've made a few. Since we're making our 1st invoice we'll click "Create a New Invoice" on the Nav Bar.

This brings you to the Customer screen in the Invoice app. You'll see the "Add to Contacts" checkbox is checked by default. If you don't want to add them to your Contacts app then uncheck this box. But, it's generally a good idea to add anyone you create an invoice for to your Contacts.

Fill in as much info as you can on your Customer screen. This makes it easier to find them in your Contacts app. Once you've filled in all their info click the "Option" link in the Nav Bar or click the "Options" button on the bottom of the screen.

The Options screen checkboxes you can check to display your company logo on your invoice and add a PayPal button on invoices you email to your clients and customers.

You can also enter info for Shipping and Payment Due and edit your Invoice Footer and create a Note to Customer that will appear on your invoice.

When you've got all your Options set the way you want click on the "Items List" link in the Nav Bar or the "Item List" button on the bottom of the screen.

This brings you to the "Item List" screen. If you have a list of products or services you bill for often you can add those to your "Products & Services" app and just type a few letters of the product name or ID number into the "Enter Product Name or ID" text box and select the products or services you're invoicing for and it will "Fast Fill" the item info.

Or you can enter whatever it is you're billing for in the form that's shown. You'll enter the Price, Quantity, a description of the product or service, and select rather it is taxable or non-taxable. The app will use the tax rate entered in your Options screen. As soon as you've entered a price and quantity you'll see the "Invoice Grand Total" update on the top of the screen.

You can add products and services by clicking the "Add Item Row" button or using the "Fast Fill" feature. You can add as many item rows as you want. You'll see the "Invoice Grand Total" update each time you add a new item and change the Quantity of items you're billing for.

You can Preview your invoice anytime you want by clicking the "Preview" link in the Nav Bar. The preview will show you want you've filled in on the forms.

Whenever you make a change you'll see the "Save" link in the Nav Bar turn red. This means you have unsaved changes.

When you're all finished creating your invoice make sure you've saved it. When you're ready to deliver your invoice click the "Deliver" link in the Nav Bar or the "Deliver" button on the bottom of the Items List screen.

When you Print or Email an invoice it uses your most recent saved version of the invoice, so make sure you've Saved your invoice before you deliver it.

On the Deliver screen you have three options. You can email the invoice to yourself so you can review it and have a copy of it saved in your email. That's always a good idea.

And, of course, you can email your invoices to your Clients and Customers. When you email an invoice to your customer the EzInvoice Pro app will tell you that the email was delivered successfully or not.

The app also adds what is called a "tracking pixel" to your invoice. This is a tiny 1 pixel image referenced in the HTML of the invoice.

When your client or customer opens the invoice a message is sent to your app and it records that the invoice was opened. This lets you know your client or customer has received and viewed your invoice. EzInvoice Pro only adds a tracking pixel to invoices. It does not add them to any other documents you can make and deliver via email with the app.

Tracking pixels are used because the invoice is a "Legal Document" that can be used in a court of law as evidence. Both the "Delivered" notice and the tracking pixel confirm your invoice was delivered and the tracking pixel confirms it was viewed and how many times it has been viewed with your customer's email apps. Rather or not a court will consider this is up to the judge, but it can reinforce your case when the client claims "I never received an invoice".

That's pretty much all there is to making and delivering an invoice for a new client or customer. It's even faster and easier if your billing someone in your Contacts app for products and services you entered into the Products & Services app. Next we'll go over how you track payments on invoices you've sent.

   

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Tracking Payments with the Invoice App

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To track payments made on an invoice click on the Documents button on the Home Screen and click the "Invoice" button. This brings up a list of your most recent invoices. If the invoice you're wanting to enter a payment for isn't on it use the "Search for Invoices" and enter the invoice number or the name of the business you sent the invoice to, or even a few letters of a product you billed them for in the invoice "Item List". Pretty much any info you entered into the invoice will bring it up when you do a search.

From the list of invoices click the "Edit" button for the invoice you want to enter a payment for. After the invoice loads click the "Payments" link in the Nav Bar.

Below the "Invoice Details" is where you enter payment info so scroll down to that and you'll see a checkbox with the label "Check to Mark as Paid". If your invoice has been paid you can just check this and you'll see the current date, total amount of the invoice, and a note that says "Paid in full on" and the current date. You can edit those if you want and then click the "Save" link in the Nav Bar.

Below the checkbox is a "Add Partial Payment" button. You can use this to track more than on payment on your invoice.

When you click the "Add Partial Payment" button you'll see a form where you can enter the date of payment, the amount paid, and a note where you can enter, for example, the number on the check your customer paid with. Fill out the form as needed.

When you've finished entering your payment info click the "Save" link in the Nav Bar. You'll see the "Invoice Details" get updated.

It's important to enter payment info for your invoices so you can easily find any unpaid invoices. This payment info is also used to create your "Income and Expense" reports.

   

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The Documents App

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The Documents app lets you create Invoices, Estimates, Proposals, Quotes, Receipts, and Purchase Orders.

These all work very similar to the Invoice app so if read the user guide for Invoices you'll already be familiar with how it works.

   

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The Products and Services App

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The Products and Services app lets you create a list of products and services you bill for.

To get started click the "Product & Services" button on the Home screen. This brings you to the "Products" page.

To enter a new product or service click the "Add New Product" link in the Nav Bar.

This brings up a form to enter info on your product. You'll see that the app has created a "Database ID" for your product or service. You don't need to change that but you can reference when searching for product or service.

Next you'll enter the "Supplier" name for the product. This can be you, or whoever you purchase the product from.

After that you can enter a "Product ID". This can be whatever you want but it should be unique.

Next you'll enter the "Product Name". Again, this can be whatever you want.

Next you'll enter the "Product Description". This too can be whatever you want.

After that you'll enter the "Retail Price". This is the amount you'll charge your clients and customers for the product or service.

Finally, you'll enter what the product or service cost you. This is not shown on your documents and is for your use only.

After you've filled out the form click the "Save" button below the form and your done.

Now, when you're creating a new document you can just enter a few letters in the name of the product in the "Fast Fill" text box on the "Items List" screen and select it from a list of products that show up. The more letters you enter the smaller the list will get.

   

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The Expenses App

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The expenses app lets you categorize and track all of your business expenses. You can create an expense account for anything you purchase. For example, you can create an expense account for electric bills and another for car payments and another for office equipment and supplies.

You can create as many expense accounts as you want. Each account will be listed on the Expenses screen.

To get started click on the "View Expenses" button on the home screen.

To create a new expense account click on the "New Expense Account" link in the Nav Bar.

To add expenses to an existing Expense Account select the name of the account from the lise of expense accounts you've created.

Next, enter a name for the expense account, then enter the "Start Date" for the account.

Below the name and date is where you enter your expense info.

Enter the date you incurred the expense, the cost, and the tax paid.

After that you can enter a "Description" of the expense.

When you're all finished click the "Save" link in the Nav Bar

   

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The Reports App

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The Reports app uses the data you've entered in your invoices and expenses apps to create your reports.

The Reports app lets you create 5 kinds of reports:

All Reports are for the Year you enter.

You can change the year for the report in the "Enter Year" text box.

The Monthly Income report creates a Bar Chart that shows how much you've billed for each month in the year you've selected and provides the number of invoices, and the Total Billed for that month.

The Total Billed report shows the the number of invoices and the total billed and total tax for all of those invoices.

The Monthly Expenses report shows your total monthly expenses in a Bar Chart and the total expenses you were billed for.

The Total Expenses report shows Expenses Subtotal, Expenses Tax total, and the Grand Total for all your expenses and tax paid on them.

The Billing Report shows all your unpaid and partially paid invoices for the selected year. It also provides the total billed, the amount due, if the paymemts on an invoice are overdue, and total amount you've billed, total tax billed, total collected, and the total amount you're owed.