Account, Logo, and Business Information
You can update your business information, your tax preferences, password, invoice style, logo etc. in the settings section.
How does SimplifyThis use my business information?
Your business information is used to pre-populate your business name and address in the invoices. In addition, the account management and appoinment pages that are hosted by SimplifyThis also show your business information at the top of the page.
How do I change by business contact information?
To change your business contact information, click on Settings at the top right corner of the screen. Inside the Settings window, click on Business to review and update your business information.
How do I change my password?
To change your password, click on Settings at the top right corner of the screen. Inside the Settings window, click on Account. Then, click on Change Password to change your password.
How do I change my login email?
For security reasons, we do not allow you to change your login email address.
What is business email? Does it have to be the same as login email?
Your business email address can be different from your login email. Your invoices will display your business email address. All your invoices and notifications will be sent using your business email address.
How do I configure online payments?
In order to configure your business to receive online payments, you need to sign up for an account with one of the supported payment providers. Once you have an account with a provider, click on Settings at the top right corner of the screen. Once the Settings window opens, click on Payment Providers. Then, click on Edit to select your payment provider and fill in the required information.
What are Payment Providers?
We currently support both PayPal and Authorize.Net as payment providers for taking online payments. Each of these providers has different rates, setup fees and support different credit cards and other payment methods. You can get more information about Authorize.Net here., and about PayPal here. PayPal can be configured with any type of account, including Personal, Premier or Business accounts.
Invoice Preferences and Settings
What can I customize on my invoices?
SimplifyThis provides a great deal of flexibility in customizing your invoices. In addition to logo and your business address, you can customize the following:
  • Columns and fields: You can decide what columns and fields to keep and what to remove. For example, if you do not want both item name and item description, you can choose to remove one.
  • Fields and Labels: You can change the label of every column and field on the invoice. For example, if you want to invoice for "service" or "work" instead of "item", you can do so. You can use this feature to change the language of invoice by specifying the label for each field and column in the language of your choice.
  • Tax rate: You can specify a default tax rate, or choose not to charge taxes. You'll have the option to override the tax rate on each invoice.
  • Footer: Specify a footer text that will go at the bottom of the invoice. You can choose to override the footer text on each invoice.
  • Invoice Color: Choose a color of your choice. There are several options available.
How do I modify Invoice Prefrences and Tax Settings?
To modify your invoice preferences, click on Settings at the top right corner of the screen. Once the Settings window opens, click on Change next to Invoice and Tax Preferences. This brings you to a screen from where you can modify:
  • Tax rate: specify the tax rate.
  • Invoice color : pick a color of you choice by clicking on the corresponding button.
  • Footer : Type the footer text in the space provided. Leave it empty if you do not want a footer.
  • Invoice type : Select the invoice type of your choice: service invoice, product invoice or generic invoice that goes for all businesses. The labels and fields depend upon the invoice type that you select. If you do not like any of the pre-configured types, or if you want to change the labels, click on customize.
Click on Save to save your changes.
How can I customize/modify fields and labels on my invoices?
To customize your invoice, click on Settings at the top right corner of the screen. Then click on change next to Invoice and Tax Preferences. Click on Customize from Select your invoice type section. Please make sure that you are clicking on Customize instead of selecting Custom. This will show you a form with the labels for all the fields on an invoice. If you do not want a particular field, just unmark the corresponding check-box. Also, if you keep the label of a field empty, it will not show up on your invoices.
Once you save you customization,the page will show Custom as your selected invoice type.
Taking Online Payments
Your clients can make online payments to you using their PayPal account or credit cards. The payments are directly applied to your client's account.
How do I configure SimplifyThis to take Paypal payments from my clients?
You'll need to have a PayPal account in order for your clients to make PayPal payments. PayPal can be configured with any type of account, including Personal, Premier or Business accounts. You can get more information PayPal here.
Once you have a PayPal id, click on Settings at the top right corner of the screen. In the Settings screen, click on Configure Payment Providers. This will open the Payment Providers screen. Enter your PayPal login id in the login field next to PayPal and click on save. Once you complete this action, all the invoices that you send out will have a link to pay online. If your clients use this link to pay you, the payment will automatically be applied to their account.
How do I accept direct credit card payments?
You'll need a merchant account and an internet gateway account with Authorize.Net to accept direct credit card payments. (If you have PayPal account, your clients can still pay you through PayPal using credit cards.) You can get more information about Authorize.Net here. Once you have an account with Authorize.Net, they should provide you with your login and transaction id. SimplifyThis will need this information to enable your account for credit card payments. Once you have your Authorize.Net login and transaction id, click on Settings at the top right corner of the screen. In the Settings screen, click on Configure Payment Providers. This will open the Payment Providers screen. Enter the login and transaction id in the corresponding fields next to Authorize.Net sign. Select the cards that you are configured to accept with your merchant account, and then click on Save. Once you complete this action, all the invoices that you send out will have a link to pay online. If your clients use this link to pay you, the payment will automatically be applied to their account.
How do I record cash and check payments?
From the Contacts section, select the client that you want to enter the payment for. Select Payment from the menu that appears. This will open a payment form. Enter the payment amount in the amount field and select the payment type. You can enter a note and add check number for check payments. If you want to apply the payment to a specific invoice, select the unpaid invoice. Otherwise, the payment will applied directly to account and oldest invoices will be marked as paid first. Click on Save to record payment.
I have enabled my account to take credit card payments. How do I take credit card payments over phone?
From the Contacts section, select the client that you want to enter the payment for. Select Payment from the menu that appears. This will open a payment form. Enter the payment amount in the amount field and select the payment type. If you want to apply the payment to a specific invoice, select the unpaid invoice. Enter credit card number, expiration date, and verify customer details. If you need to modify customer address, you can do so here. Click on Save to submit payment.
Customers and Leads
Why do I need to create a contact?
Keeping Customers on file is a necessary step in ensuring that you know whom you are sending bills to and whom you are receiving payments from. The Contacts section is the place from which you can get an overview of your entire business.
How do I add a contact?
To create a Customer, click the Add button from the Contacts section. Fill in all the information. Please note that first name, last name, and primary email is mandatory. Select if the contact you are adding is a lead or an existing customer. You'll not be able to send invoices to leads. You can also add personlized client specific notes here that will auto-populate the notes field on the invoice. In case you are adding a client, you can also choose to provide account access to this client. Select the option Allow Account Access to do so. You'll only see this option if you have enabled it in Settings. After entering the required information, click Save or Cancel to continue.
How do I edit contact details?
To edit a contact, select the contact and click the Edit from the menu that appears. After editing the contact details, click Save or Cancel to continue.
What is the Activities section?
The Activities section shows all of the invoices and payments for selected customer. Invoices listed include sent invoices, draft invoices and voided invoices. Invoices can be viewed, edited, voided, or sent from this section. Additionally, payments appear in this window, where they can be either viewed or voided.
How do I see invoices that I have sent to a customer?
To see invoice that have been sent to a customer, click on the customer in the Contacts section and look in the Activities section down below. Invoices that have been sent to the customer will have a Status of Sent.
How do I see the payments made by a customer?
To see payments that have been received from a customer, select that customer and look in the Activities section down below. Payments that have been received from the customer will have a status of Received.
How do I see the reminders that I sent to a customer?
This feature has not been implemented yet.
How do I set specific pricing for a customer?
Some businesses have the need to maintain a list of special pricing for certain customers. If you also have this need, you can set customer-specific pricing by selecting the customer and clicking on the Set Pricing from the menu that appears.
How do I delete a client?
To remove a client, select the client and click on the Delete option from the menu that appears. A message will appear asking you to confirm that you want to delete the Customer. Please note that once you delete a client, all the invoices and payments will also be deleted. Deleted invoices and payments will not show in the reports either.
Items and Services
What are items and services?
Items and services provide a way for you to quickly select things to bill your customers for on invoices. Items and services include a name, standard description, and price. When you select an item or service on an invoice or a charge, this information is automatically filled for you. However, if you need to, you can always update price and description directly on the invoice.
How do I create a new item or service?
To create a new item or service, click the Add button on the Items and Services section. After entering the required information, click Saveor Cancel (if you want to discard your changes) to continue. Items or services can also be created directly on an invoice or while creating a charge. While creating a charge, if you type an item or service that is not in your list, it will be automatically created and added to your list of Items and Services for future use.
How do I delete an item or service? Why am I not able to delete certain Items or Services?
To delete an Item or Service, click the Delete button on the Item and Service list. A warning will appear asking you to confirm that you want to delete the item or service.
Can I override the price or description of an item or service while creating an invoice?
Yes. The price, description, and all other details of the item or service can be directly modified on the invoice. These modifications are only updates on the Invoice and do not flow back to the main Items and Services list.
Client Account Management
What can clients do with account access?
Your clients can view and print their invoices, view payments that they have made, make payments to invoices, or make a deposit to their account with their own secure login. In addition, they can also view time that you have recorded on each of their projects and tasks.
How do I create a new item or service?
To create a new item or service, click the Add button on the Items and Services section. After entering the required information, click Saveor Cancel (if you want to discard your changes) to continue. Items or services can also be created directly on an invoice or while creating a charge. While creating a charge, if you type an item or service that is not in your list, it will be automatically created and added to your list of Items and Services for future use.
How do I delete an item or service? Why am I not able to delete certain Items or Services?
To delete an Item or Service, click the Delete button on the Item and Service list. A warning will appear asking you to confirm that you want to delete the item or service.
Can I override the price or description of an item or service while creating an invoice?
Yes. The price, description, and all other details of the item or service can be directly modified on the invoice. These modifications are only updates on the Invoice and do not flow back to the main Items and Services list.
Unbilled Charges
What are UnBilled Charges?
Unbilled Charges is a useful feature for those businesses that work for customers over time and invoice them only once in a while, such as weekly or monthly. When you do work for a customer, you can record the charges so that you do not have to keep track of them separately. Whenever you create an invoice for a customer, all the unbilled charges for this customer are directly added to the invoice.
How do I create a new charge?
To create a new charge, click the Add button on the Unbilled Charges section. Select a customer, and enter or select an item. If you select an item, and if you have specified a price of the item for the selected customer, it will populate the price field. Otherwise, the price field will have the default item price. If you want, you can override the price and description here. After entering the required information, click Saveor Cancel (if you want to discard your changes) to continue.
How do I invoice unbilled charges?
When you are ready to send the customer an invoice for all of the unbilled charges, select the customer on the customer list and click the New Invoice button. A new invoice form will open and all Unbilled Charges for the customer will automatically be added. However, if you remove a charge from the invoice, it is also removed from the Unbilled Charges section. You can add new charges directly on the invoice.
Why do not I see the Unbilled Charge that I have already invoiced?
Charges that have been added to an invoice do not appear in Unbilled Charge list because they’ve already been invoiced.
Can I override the price of an item or service while creating a charge?
Yes. The price and description of an item or service can be modified while creating or editing a charge. These modifications are only updates on the charge and do not flow back to the main Items and Services list.
Can I modify an unbilled charge while invoicing it?
Yes. An unbilled charge can be modified on the invoice form directly. You can modify all the details of the charge on the invoice form, except for the customer to whom it is being charged to.
How do I edit an unbilled charge?
To edit an unbilled charge, select the charge and click on the Edit button in the Unbilled Charges section. After editing, click Save or Cancel to continue.
Can I create a charge for an item or service that does not exist in my item list?
Yes. When creating an unbilled charge, you can type in a new item name in the Item field. When the unbilled charge is saved, the item, description, and price will be automatically added to your Items and Services list for later use.
Can I create a charge for someone that does not exist in my customer list?
No. To create a new charge, the customer must have already been created in the Customer section. Click Add in the Customer Section to create the customer and then create the charge.
Setup for Appointments
How do I setup my business hours?
To customize your business hours for each weekday, click on Settings from the top right corner once you sign-in. Then click on Change next to Appointment Preferences. This will open up a new window from where you can specify business hours for each weekday. Select Closed for day(s) of week when your business is closed. Scroll down to save the settings.
Can I modify the information on the booking page?
By default, the booking site shows a list of services/items that you have selected to use for appointments, along with their duration and price. Once a user selects a service, the site shows a list of staff to pick from. However, you can choose to hide or show some of this information. To do so, click on Settings from the top right corner once you sign-in. Then click on Change next to Appointment Preferences. From here, you can choose to show or hide the following options on your booking site.
  • Staff Selection: If you would like the user to select a staff, you can choose to show the staff list. Otherwise, the application will look for availability across all staff. To hide staff selection, uncheck Allow clients to pick staff option.
  • Item/Services Selection: You can choose to show or hide list of services/items on the booking site. If you decide to hide the list of services, you would need to specify the default duration of appointments. All appointments booked from your site will be of this duration. To hide item/service selection, uncheck Allow clients to pick a service option. Be sure to enter Default Service Time if you choose not to show services/items.
    If you show the list of services/items on the booking site, you can choose to show or hide price and duration columns. To hide the duration column, uncheck Show appointment duration option. To hide the price column, uncheck Show service price option.
  • Time Zone: If your clients/prospects are spread across different time-zones, you allow them to select their time-zone. All the appointment notification they receive will be in their own time-zone, whereas notifications to you and your staff will be in your time-zone, while also indicating time-zone of your client. To enable time-zone selection, check Show timezones option.
  • Pre-payment before apppointment booking: You can require your clients to pay you prior to booking an appointment. Check Collect payment before taking appointment to enable pre-payment. Here you can also specify either a fixed fee per booking or a percentage of service fee.
How do I customize email notifications?
There are several customizations available for email notifications to your clients and staff. You can modify the text of appointment confirmation emails and specify how often the appointment reminder mails should be sent out. These customizations are available from Appointment Preferences(as mentioned above). You can put the following tags in the email text. These tags are replaced by actual values when the actual email is sent.
  • {CLIENTNAME}: replaced by client first name and last name.
  • {CLIENTNAME}: replaced by client first name and last name.
  • {CLIENTNAME}: replaced by client first name and last name.
  • Modify appointment confirmation email for clients: Click on View/Edit Mail in Client Notifications section. This will allow you to edit client email text.
  • Modify appointment confirmation email for staffs: You can require your clients to pay you prior to booking an appointment. Check Collect payment before taking appointment to enable pre-payment. Here you can also specify either a fixed fee per booking or a percentage of service fee.
  • Set-up email reminder frequency: You can require your clients to pay you prior to booking an appointment. Check Collect payment before taking appointment to enable pre-payment. Here you can also specify either a fixed fee per booking or a percentage of service fee.
Currently, there is no provision to customize the cancellation email text.
How do I setup my business hours?
How do I setup my business hours?
Invoices and Estimates(Quotes)
How do I create a new invoice?
Creating a new invoice is very easy. Simply select the client that you want to invoice and click on the Invoice from the menu that appears. A new invoice form will appear, and the customer’s information will be pre-filled into the invoice form. If any unbilled charge exist for the selected customer, those charges will automatically be added as invoice lines.
How do I create a new quote?
Simply select the client that you want to invoice and click on the Estimate from the menu that appears. A new estimate form will appear, and the customer’s information will be pre-filled into the estimate form. Add the lines in the estimate and click on Send to send it immediately, or Keep as Draft to modify and send later.
Can I save an invoice as a draft?
Yes. If you are not ready to send the invoice, you can save it in a draft mode so that you can edit and send it later. Click on Keep as Draft at the bottom of the invoice form. The invoice will be saved in the draft mode and the invoice form will close.
When I create an invoice, do I have to send it right away, or can I save it for later?
You do not have to send invoices right away. Invoices can be created, saved and sent at any point in the future. To save an invoice without sending it, click on Apply at the bottom of the invoice form. Please note that you would not be able to make any changes to the invoice once you Apply as he invoice will be applied to client account. To send the invoice at a later time, select the client and then locate the invoice in the Invoices and Payments section. Click Send in the actions column to send the invoice.
Can I override the price of an Item or Service while creating a line item?
Yes. The price and description of an Item or Service can be modified while creating or editing a line item. These modifications are only updates on the line item and do not flow back to the main Items and Services list.
How does previous balance work?
The previous balance listed on the bottom of the invoice is the total amount that the customer currently owes you. This amount excludes the amount of the invoice being created, and serves as a reminder about any outstanding and unpaid invoices. If the customer does not owe you any money, the previous balance will be listed as $0.00.
How can I change the tax rate on invoice?
The tax rate on the invoice is automatically filled in, based on an application setting. To change the tax rate for the current invoice being created, simply type in the new rate. To change the default tax rate that will appear on all subsequently created invoices, navigate to the settings section by clicking on Settings on the upper right hand corner of the page. Once the settings section appears, click on Business Information. You can update the default tax rate at the bottom of the page.
I do not charge taxes. How do I remove tax field from the invoice?
If you do not collect taxes, you can remove this field by un-checking the Collect Taxes checkbox in the Business Information area of the settings section.
How do I specify a due date on invoice?
There are several ways to specify a due date on an invoice. By default, invoices are Due upon receipt, and the due date is same as the date of the invoice. You can change the due selecting a Payment Terms or specify it directly. The due date options are controlled by Payment Terms as noted below:
Payment Term Due Date
Due upon receipt Due date is set to the invoice date.
Net 15 Due Date is set to 15 calendar days beyond the invoice date.
Due on date specified Due Date is set to the invoice date and it is up to you to specify a specific date on which the payment is due.
How do I void an invoice? What happens when I void an invoice?

Voiding invoices is very easy. To void an invoice, select the customer and then Invoices and Payments for that customer and then locate the Invoice to be voided in Invoices and Payments section. Click Void link in the Actions column on the right hand side.

When you void an invoice, the invoice amount is removed from the customer balance and the status is set to Void. Rest assured, you will still be able to view voided invoices, so if you need to re-invoice the customer, you will still have all the detail.

Can I send an invoice again?
Yes. Once an invoice has been sent to a customer by email, it can be sent over and over again. To Send an invoice by email again, select the customer and the Invoices and Payments for that customer should appear below. Locate the invoice to be sent and click the Send link in the Actions column on the right hand side.
Can I view and print an invoice?
To View a sent invoice, select the customer and the Invoices and Payments for that customer should appear below. Locate the invoice to be viewed and click the View link in the Actions column on the right hand side.
Auto-Bill
What is auto-billing?
The Auto-bill feature allows you to automatically invoice your customers at a regular interval. For example, if you bill your customers every month, you set them up to automatically receive an invoice at the end of the month. Also, the invoice can be for a pre-set amount each month, or it can include all unbilled charges that you capture throughout the month ?it’s your choice.
How do I start auto-billing a customer?
Select the customer that you want to setup on auto-billing and then click on Auto-bill from the menu. This will open a new window where you can setup auto-billing.
  • Step 1: Specify Invoice Details
    This step lets you specify what needs to go in the automated invoice. Add line items and notes that you want to include in the automated invoices. Select Include unbilled charges if you want the automated invoice to include all the unbilled charges that you may record during the invoice period. If you simply want to send invoices with all unbilled charges collected during invoice period, select Include unbilled charges checkbox and leave the invoice lines empty. If you want the invoices to include unpaid balance, select Include previous balance.
  • Step 2: Specify Auto-billing Cycle
    Specify how often you want to auto-bill this customer. Pick one of the four options.
  • Step 3: Specify Auto-billing Schedule
    Choose when you want to start and stop auto-billing. Pick a start date after which you want auto-billing to start. Specify the number of invoices that you want to send, or to continue indefinitely, choose Good till cancelled
    Select Continue to verify auto-bill details.
  • Step 4: Verify Auto-bill Details
    Verify invoice start date and # of invoices to be sent, and click on Save
Your customer is now setup to receive automated invoices.
How do I cancel Auto-billing?
Select the customer that you want to cancel auto-billing for and then click on Auto-bill from the menu that appears. A new screen will appear showing you the auto-billing summary for the selected customer. Click on Discontinue Auto-billing to stop auto-billing the customer.
How do I edit Auto-billing for a customer?
Select the customer that you want to edit auto-billing for and then click on Auto-bill from the menu that appears. A new screen will appear showing you the auto-billing summary for the selected customer. Click on Edit to modify auto-billing for that customer.
Can I still invoice a customer manually who is on auto-bill?
Yes, absolutely. To create an out of cycle invoice manually, use the normal method: Select a customer and click on Invoice in the menu.
What happens to unbilled charges when a customer is on auto-bill?
If you choose to include unbilled charges while setting up auto-bill for a customer and you have recorded unbilled charges for that customer, these charges are automatically included in the next auto-bill invoice and removed from the Unbilled Charges section.
What happens to unbilled charges in draft invoices when a customer is on auto-bill?
Auto-billing has no effect on draft invoices you may have created. If you have already included unbilled charges in a draft invoice, they will not be included in the auto-bill created invoice.
What happens to draft invoices for a customer when a customer is on auto-bill?
Auto-billing has no effect on draft invoices you may have created. It does not send any draft invoice that you may have created for a customer. You need to send the draft invoices yourself.
Time Tracking for Projects
What is Time Tracking Feature?
Time tracking is meant for those users who invoice their customers for the time that they spend on customer projects. This feature allows you to easily track time that you spend on a project, and then invoice your customers for your time. A project can contain one or more tasks. You can specify an hourly rate at the project level and then if you need you, you can override it for individual tasks within a project. As you work on a task, you can add to the time spent on that task.
How do create a project?
A project is always tied to a customer. Before creating a project, please make sure that you have added the customer you want to create this new project for. When you are ready to create a project, from the Project and Time Tracking select Project and then click on Add. This will open up a form where you can enter your project name, hourly rate for the project, and select the customer you want to create the project for. Click on Save to create the project.
How do I create a Task
A task is always tied to a project. Before creating a task, please make sure that you have added the project you want to create this new Task for. When you are ready to create a task, from the Project and Time Tracking select Task and then click on Add. This will open up a form where you can enter your task name, select the project for which you want to create this task, and override the project hourly rate if you need to. Click on Save to create the task.
How do I track time for tasks?
Select the task that you want to add time to. A menu will appear with an option to add 15 minutes or 1 hour to the selected task. Click on one of these options. If however, you want to add a different quantity, like say 10 minutes, then you can select Edit from the menu option and directly edit time spent for that task.
How do I invoice a task or a project?
Time Tracking feature allows you to quickly convert your tasks and projects to charges so that you can add them to your invoice or include in your auto-bill. Select a project that you want to convert to a charge. A menu will appear with an option Charge It. Click on this option and all the tasks within the selected project will be converted to unbilled charges, with one charge for each task. The project name will appear as the item name and task name will appear as description in the charge. If a task within a project has already been converted to a charge, it will not be converted again. The amount for charge will computed by multiplying the hourly rate for the task with the number of hours spent on the task. Once you have created charges from a project, you can invoice them just like you invoice any other charge.
If you want to create charge for one task instead of thw whole project, you can do so by selecting the task and then clicking on Charge It.
What is "Add to Google" button for?
Many of you use iGoogle as your home page. Now you have the option to track time for your tasks and projects directly from your iGoogle home page. All you need to do is to add the Time Tracking Gadget on your iGoogle home page and all the features of Time Tracking will be available to you there. If you convert a task or a project to a charge, you can log on to SimplifyThis to see this charge and invoice it.
Try SimplifyThis
Not using SimplifyThis yet! Sign-up for a free account and try it out. See for yourself how easy it becomes for you to invoice your cusotmers and track payments.

Get Help With
Business Information and Logo
Invoice Preferences and Settings
Booking Preferences and Settings
Payments
Customers
Items and Services
Invoices
Auto-Billing
Unbilled Charges
Time Tracking

Ask Support
Can't find what you are looking for? Contact SimplifyThis Support and we'll help answer your questions.