Category: Getting Started

Client and Account Management

Watch this video to get a detailed understanding of how you can efficiently manage clients and accounts within SimplifyThis.


Contacts and Accounts

Contacts vs Accounts

All  Contacts belonging to a single family or an organization go to a single account.  This allows you to book appointments for individual contacts, while keeping the billing and payments at the account level. Thus, you can keep one account for the whole family and add all family members to that account.  If you provide pet services, you can keep an account for the family, and put individual pets within that account.

You can also have only one contact per account.  You don’t necessarily need to have multiple contacts within an account.

Account Name can be specified while adding a contact.  If  you don’t specify an account name, Simplifythis will automatically create one with the first name and last name of the contact.

Creating a New Account

Just click on ‘+ Contact’ button to add a new contact.  If you want to specify a name to the account, you can do so in the Account name field.  Otherwise the account name will automatically default to the first name + last name of the contact.

Adding a Contact to an Account

Click on ‘+ Contact’ and select the account to which you want to add this contact to in the Account Name field.

 Primary and Billing Contacts

When you have more than one contacts in your account, you can designate one of them to be primary, and another as billing.  Billing contact gets the invoices and statements.  There is no role for primary contact as yet.

Importing Contacts

New to Simplifythis and want to import contacts in bulk?  Click on ‘Import Contacts’ icon ( first icon after alphabets in the contact toolbar).  Download the CSV template and add rows of contact.  Then just upload the file to import them.  Please make sure that (i) You do not remove any columns from the template, and (ii) you provide at least first name, last name, and primary email address for each contact.

 Grouping Accounts


Frequently Asked Questions

  1. How do I merge two accounts?
    All you need to do is select the account you want to merge, click on ‘More Actions’ link, and then click on ‘Merge’.  Select the account you want to merge to from the pop-up and click on Save.
  2. How do I move a contact from one account to another?
    Unfortunately, there is no direct way to do so.  You would first need to remove the contact you want to move, and then add it back to the account you want to move it to.
  3. There are several inactive accounts. How do  I hide them from appearing in account list and from contact selectors?
    All you need to do is put all these inactive accounts in a common group.  Then go to Settings->Manage Groups and hide the group with inactive accounts.
  4. Can I put an account in more than one group?
    Yes indeed.  However, if an account belongs to a hidden group in addition to some other group, it would still be hidden.



Billing Clients

Now that you have appointments and bookings, you need to charge your clients and get paid.  Reading this article will give you an understanding of how billing for items and services, payments, and reconciliation of charges and payments work within Simplifythis.

Let’s look at some of the key concepts first:

Client Account

Simplifythis keeps track of all charges and payments for each client in a separate client account. The payments are not tied ot individual appointments, but rather to the client account.  This gives you the flexibility to take a single payment for multiple appointments.  In addition, When you view a client account, it gives you a snap shot of all the invoices and payments posted on the client account. This DOES NOT include appointments or classes that you have not charged, or the pre-payments that you have collected but not applied to the client account.  All the account statistics that you see here (Totol Due, over due, YTD Sales etc..) only count the invoices that you have created or the payments that you have applied to this client’s account.

Unbilled Charges

Unbilled-charges are all the pending items that you have not yet billed your client for.  These could be appointments or classes that have been charged (but not yet billed/invoiced), or other items and services that you need to bill your clients for.  Whenever you invoice a client, all the unbilled-charges automatically show up on the invoice.  Whenever you charge an appointment or a class, an unbilled-charge is automatically created for the client.

Next, let’s go through the process of billing the clients for appointments and taking payments.

Billing and Payment for Appointments and Classes


Billing for online appointment to clients

Billing an appointment and taking payment


Please take a moment to look at the diagram above to get an understanding of the different steps involved in billing for an appointment and taking payments.

 How do I bill my client for an appointment/class and take payment?

Whenever you need to bill your client and take payment for an appointment or a class, all you need to do is the following:

  1. Charge the appointment.  This will create an unbilled charge. You can see the charge in Unbilled Charges section.
  2. Go to Contact , select the contact and click on Invoice icon.  This will open up an invoice form which will include the charge that you just created and any other previous charge that you had not billed yet.
  3. If the client has made any pre-payment towards appointment/class, you can add the payment by clicking on Add Payment icon and selecting the pre-payment.
  4. If you want to email the invoice to the client,  click on Apply and Send. Otherwise, just click on Apply . The charges and payments will be applied to client’s account.
  5. Want  print the invoice ? Click on View Details icon, go to Accounts  tab, select the invoice and click on View icon.
How do I bill the client and take payment at the end of appointment?
  1. After charging the appointment and starting an invoice, add the payment directly on the invoice by clicking on Add Payment.
  2. Click on Apply  ( or Apply and Send to email invoice) to post the invoice and payment to client’s account.
  3. Optionally print the invoice and hand it off to the client.
I have taken a pre-payment.  How do I adjust for it?
  1. After starting the invoice, click on Add Payment which will show all the un-applied pre-payments made by this client.
  2. Select the relevant one and it will be added to the invoice and the total will be adjusted accordingly.
I need to bill the client for several appointments at a time. How do I do that?
  1. If you have not charged the appointments yet, or only charged some of them, you can click on Search icon below the date selector on the Appointment Book, select the customer from the search form, select Charge Status  as Not Charged and search for appointments.
  2. You’ll get a list of appointments for this customer that have not been charged.
  3.  Select all the appointments and click on the option to Invoice.  All the selected appointments will automatically be charged and an invoice form will open up; pre-populated with these charges. 
How do I bill the client for additional services/items for which there are no appointments?
  1. Go to Contact , select the contact and click on Invoice icon.  This will open up an invoice form which will include the charge that you just created and any other previous charge that you had not billed yet.
  2. Click on Add  icon at the top of charges.  This will open up an empty charge form.  Select the item that you want to bill the client for, enter the quantity and click on green tick on the right hand side to add the charge to the invoice.
A client booked an appointment and made a pre-payment.  Why is the pre-payment not reflected in client’s account balance?

Pre-payments made by a client are not directly applied to their account.  You can apply them at the time of invoicing for the appointment/class.

I charged an appointment. Why does it not reflect in client’s account balance?

Charges are not applied to the account unless they are invoiced.

I want to bill my clients monthly. Can Simplifythis automatically bill them for all the services?

Indeed.  All you need to do is create an auto-bill and select the option to include ‘Unbilled Charges’ in the auto-bill.   Make sure that you charge the appointments/classes that you want to bill for.

How do I make an appointment (or book class) and take pre-payment in person?

This feature is currently not available.

How do I keep client’s credit card number in file and automatically charge the card?

This feature is currently not available.







Enabling a Website to Take Appointments

This post guides you through the steps to enable your website to take appointments.  Simplifythis provides you several options here to match with the design and organization of your website.  Even if you don’t have your own website, Simplifythis provides you a mini-site that your clients  can use to book appointments with you.  Let’s walk through using these options.

Configuring Booking and Account Pages for Your Website

Simplifythis offers you the capability to very finely configure pages for client activities (booking appointments, viewing account history, booking classes, etc.) and then several options to add these pages to your website.  You can then add these pages to your website. These pages can be launched from a button or link , or can also be added directly within an iframe.  No matter how you want to add the pages,you can create as many configurations as you wish and add them to different pages on your website or send links to them using email.  Perhaps you want to promote a particular class on a web page – you can add a booking button for that class only next to the promotional material on that page; or perhaps you are sending out a newsletter promoting a particular service – wouldn’t it be nice to have a link to book that service, instead of your clients having to select from a list of services.

Following are the configuration options :

  1. General Purpose Configuration :  This  allows your clients to perform all activities that you  enable, including booking an appointment, booking a class, viewing account history, buying a package, or adding a contact to the account.  Of course, if you have switched off any of the options, they will not appear.
  2. Appointment Booking Configuration :  This allows your clients to book appointments for the services that you offer.  Clients can select from a list of services, or if you want to promote a specific service on your site , you can configure for that service alone so that clients don’t have to select from a list of services.
  3. Class Booking Configuration : This allows your clients to book classes that you offer.  Clients can select from a list of classes, or if you want to promote a specific class, you can configure for that class alone.
  4. Configuration for Buying Package : This allows clients to select and buy a package.  You can also configure it for one specific package.
  5. Account View Configuration : This configuration shows the sign in page from where the clients can sign in and manage their accounts.

Adding Pages to your Website

There are several options to add these pages to your website.  To do so, go to Settings->Booking and Account Website, select a configuration, and then click on Customize.  Here you can further configure the page by specifying more options, and then get the code for a button, a fly-out, an iframe, or a link that you can then add to your website.  You can also customize the labels, color, and icon of the buttons, or even choose your own graphic for button.

If you want to see live examples for any of these, please feel free to drop us a note at



Working with Schedules

1. Accessing Schedule

You can access main schedule by going to Appointment Book and then clicking on the ‘Edit Schedule’ button as shown below.  This will open up the schedule form where you can edit the main schedule for your business.

online appointment scheduling

Accessing main schedule

In this schedule form, you can modify the current schedule, or add a new schedule that will be effective in the future.

Remember- if you operate from only one location or all your staff have same hours, this is the only schedule you would need to manage. If, however, you need to modify schedule for a location, you can

2. Adding/Changing hours for a day

To change working hours for a day, click on ‘Edit’ next to the hours, change the start and end time and click on Save.  To add another block of hours for same weekday, click on Add button on the same form. Make sure that the new block of hours that you are adding does not overlap with the existing block.  Take a look at the image below to understand how to adjust hours for  a weekday.

Day Schedule

Day Schedule Form

Repeat this process to adjust hours for the remaining days  of the week.  Once you have taken care of hours for each day of the week, click on Save Schedule button to save the schedule.  If you are working with Staff schedule, you can also choose a location for these hours.

3. Other features of schedule

Effective Date If you are creating a schedule that will be effective in future, you can specify the schedule effective date.  Any schedule prior to this effective date will automatically end on this date and this schedule will become effective.

Schedule Name  You can give a friendly name to a schedule so that you can easily identify it.  For example, Fall 2011 or Winter 2011.

Schedule Repeatability  By default, a schedule repeats every week.  However, if your schedule repeats every 2 week or every 3 week, then you can add additional weeks to your schedule and specify hours for each week.

Additional Articles

1.  Managing Schedules and Hours – Learn all about schedules and how they work, especially if you have several staffs and multiple locations.


Starting Off with Simplifythis

It would not take you long to get a hang of  Simplifythis and get going. We recommend doing the following  few things to get a good overview of the application.

Add a Staff

Click on Staff tab and then click on the ‘+ Staff’ button on the black toolbar to add a staff. If you run a solo business, add yourself as a staff. If you add yourself and are using the same email address that you use to sign in to Simplifythis, please make sure that you do not select the ‘Allow Access’ option since you already have access as the account owner.

Add a Service/Item

Click on Items and Services tab and then click on the ‘+ Item’ button to add the services that you offer.  Enter name, duration of service, and price.  Select the option to show this service on booking page if you would like this service to show up on your website booking page.

If you happen to offer group appointments only (classes/lessons), you don’t need add a service. You can just add a class and create schedule for a class. Click here to learn more about it.

Add a Contact

Go to Contact tab and click on ‘+ Contact’ button to add a contact. More on contacts and accounts here. You can add more than one contact to an account.

Book an Appointment

Go to Appointment Book tab and double click on any hour marker.  This will open up the appointment booking form where you can select a client, service, and staff to book an appointment.

Add a Class and Book Clients

If you provide group lessons or teach classes, Go to Classes ->Class Setup and click on ‘+ Class’ to add a class.  Create a schedule for the class, and then book clients to the class by clicking on ‘Add Participant’ icon.

Bill Client for the Appointment

Now that you have booked an appointment, you can charge it to your client’s account and invoice your client for it.  To do so, just click on the appointment and select the option to ‘Charge It’.  Next, go to Contacts tab and click on the ‘Send Invoice’ icon next to this contact.  This will open up the invoice form and you’ll see the charge for the appointment. At this point, you can either apply the invoice to the clients’ account or send it over email. In either case, you would be able to view and print the invoice.

These 6 steps should not take you more than a couple of minutes each. Once you are thru with them, we recommend taking a look at the following articles to make the full use of Simplifythis for your business.

Managing schedules and hours

Enabling your website to take appointments

Understanding contacts and accounts

Integrating with Google calendar

Billing Clients

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