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.
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.
Click on ‘+ Contact’ and select the account to which you want to add this contact to in the Account Name field.
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.
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.
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:
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 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.
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.
Whenever you need to bill your client and take payment for an appointment or a class, all you need to do is the following:
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.
Charges are not applied to the account unless they are invoiced.
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.
This feature is currently not available.
This feature is currently not available.
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.
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 :
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 firstname.lastname@example.org.
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.
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
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.
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.
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.
1. Managing Schedules and Hours – Learn all about schedules and how they work, especially if you have several staffs and multiple locations.
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.
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.
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.
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.
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.
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.
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.