Mydoma 3.0 has some very exciting changes! The changes include updates to vendors, revisions and additions to services, the ability to group products, and modifications to the creation/ editing of proposals, orders and invoices. This guide is broken down by section highlighting the changes. We’ve included a series of bite sized videos. If watched in order they will show you the changes from start to end.
Vendors:
You now have the ability to set a category to a vendor. Vendors can be either a supplier or a service provider. Once you’ve set a category you have the option to add a subcategory to help you better organize your vendors. Subcategories are added by you.
Example vendor subcategories are: Furniture, plumbing, contractor, workroom, fabric, tile etc.
How to Categorize Vendors
Click the " category" drop down and choose "service provider" or "supplier". Categorize your vendors for better organization and searching capabilities.
How to Add a vendor subcategory:
To add a subcategory start typing the subcategory name in the “subcategory” box and click enter when done.
How to Search for a Vendor:
You can search your Vendors by clicking the search/ filter button in the top left of the navigation bar from within the Vendors section. Easily search by Vendor name, category, subcategory and active/ archived.
Services
We have given you the ability to better organize and manage the services you sell. Services can be something you provide or a third party labor such as delivery.
Services were previously found within your studio settings. They are now found under the “wrench icon” on your side navigation bar.
If you previously set up services they have been moved to this section. Look at your existing services and edit them as needed. If you have any duplicate or irrelevant services simply press the archive button ( red button to the furthest right of the service) and they will be removed from your services dashboard. You will no longer be able to add the service to proposals, invoices, or used in time tracking
How to add a new service?
Click create service in the top right of the action bar. Choose a name, rate, and tax. By default the currency your account is set to will be the currency for the service.
How to edit an existing service:
Name: Give your service a name!
Currency: Choose a currency
Rate: Set a fee. This can be hourly or flat fee. Quantities for services are added when creating a proposal so the unit for the rate isn’t necessary.
Markup: Add a % markup to 3rd party services, such as delivery or installation
Tax: Do you need to tax your services? If so choose one from your existing list or select “add new”
For Time Tracking: Click this option if you’d like a service to show up in the time tracker
Example Services to include in time tracker:
Design development, consultation, product sourcing, site measure, admin, client meetings, delivery and installation.
Example 3rd party Services to markup:
Delivery, installation, contracting and workroom
Proposals ( previously product list)
Think of projects in Mydoma Studio as a binder. The project binder is subdivided into spaces. Each space has a “proposal section”. The proposal section ( previously called products) is where you’ll add items, which are products or services. You can add as many products and services to a space proposal as you like. Products and services can be “grouped” to create custom products. Sales tax can be applied to Individual items. A running total at the top is calculated as items are added to a proposal.
How to Create a Proposal:
Add a space to a project. Proposals are created at the space level.
Click the proposal section from within the space
How to add products to a proposal:
Click “add items” in the top action bar ( items are services or products)
The “items” window will open. By default you’ll be in the products section. Filter by catalog, name, vendor etc. Select the product(s) you’d like to add
Click “add selected products”
Add a quantity to the product(s). By default products added to a proposal have a quantity of 0. The total at the top of the proposal will continuously update as you edit.
Client price and designer price are automatically calculated for you based on the product markup and or discount set.
Click “see more” to see how the total price is being calculated. Edit the markup or discount percentage. Alternatively, edit the “client price” or designer price and the markup / discount will be updated.
Add tax if applicable to the product you’re selling
How to add services to a proposal:
Click “add item” in the top action bar ( items are services or products)
The “items” window will open. Select the services section by clicking in the top right. Select the service(s) you’d like to add to the proposal
Click “add selected service”
Add a quantity to the service(s). By default services added to a proposal have a quantity of 0. The total at the top of the proposal will continuously update as you edit.
Select a currency if not already set
To total is automatically calculated for you based on the price, quantity, markup and tax.
Add tax if applicable to the product you’re selling
Set a vendor. Orders are generated by Vendor. If a vendor isn’t set you won’t be able to create an order for the service on it’s own. More in the following sections.
I've added a service to a proposal, why are no vendors are available when I click the drop down?
Only vendors categorized as service providers will be in the vendor drop down. If no vendors are available, go to your vendors page and categorize select vendors as service providers.
How to Customize a Proposal
How to Edit Services on Proposals
Creating “Grouped” products
You can group individual items ( products and services) into one grouped product. Grouped products are perfect for selling custom products such as furniture, drapery, or cabinetry. Individual items in a grouped product can be marked up, discounted and taxed. Clients can approve the individual components of the grouped product or the product as a whole.
How to create a grouped product?
Click “ create group” in the top action bar
A new product is added to your proposal
Edit the name of your grouped product
Upload a feature image
Select a product category
Add tax if applicable
Add a quantity. The total will not update until you add items to the group.
Add items to a grouped product From within your grouped product click “add items” or “add existing items” “Add existing items” are products or services already added to your proposal. “Add items” open your “item window” to choose products from your catalog or services.
Select items to add to the grouped item.
The total price of the custom group will be the sum of the individual items
Should I assign a vendor to my grouped product?
You should assign the vendor if the grouped product includes both services and products and the vendor is providing the service(s).
Example: You’re ordering custom drapery from your workroom and they are ordering the fabric, hardware and providing the labor. Assigning a vendor to the grouped product allows you to create one work order for all the items in the grouped product.
How to customize grouped Products on your Proposal
Orders
You can create both purchase orders or work orders. Purchase orders are used for products and work orders are typically used for labor. Orders are built off of the products or services you've added to a proposal. It’s best practice to assign products to vendors because orders are created by vendor. Once items have been added to an order they are automatically tagged as “ordered” on the proposal. Orders for an entire project can be found at the project level. Clicking into orders at the project level will show you a dashboard of all orders for the project and their status.
How to create a new purchase order?
From within the proposal click order/ invoice at the top of the action bar
Choose order
On the right click “select vendor”
Assign an order number
Click “create order”
A window with available products by the vendor appears. Select the products or services you’d like to add to your purchase order. If no vendor has been assigned to a service it will be available to add to the purchase order
Click add items to order
Edit/ customize your order
Editing and Customizing Orders
Status: Change the status of the purchase order as needed. The item(s) will automatically update on the proposal with an order status. For example if you change the status of an order to shipped- the items on the proposal will receive the “ordered:shipped” tag
Shipping Address: Type in the shipping address or choose one from your list of addresses
Notes: Add in specific notes/ instructions to your vendor
Status Notes: Internal notes for you and your team
Add PO file: Attach a drawing, sketch, photograph to accompany the PO
How to send an order to a vendor?
From within the order, click download / or send in the top action bar. Click “also send to vendor” Customize your message as you like and click “email PDF to vendor”
Can I send an estimate request to a vendor?
Yes! If you’re looking to get pricing on products create purchase order and click “download/ send” from the top action bar. Click estimate request and download the pdf or email direct to your vendor
Creating Invoices
You can create invoices for both services and products. Invoices can be created at the proposal or project level. We recommend creating invoices from the proposal because it gives you the best view of what items have been invoiced/ paid or not. When items on a proposal are added to an invoice they are automatically tagged as “invoiced” on the proposal. When an invoice is paid, the items from the invoice are tagged on the proposal as paid. Unpaid invoices can be deleted and the proposal tag will update to unpaid. Clicking “invoices” at the project level will show you a dashboard of all invoices for the project and their status. Payment for invoices can be through credit card, ACH ( USA only) or “marked as paid”. Marked as paid allows you to record the invoice as any payment method. Invoices will automatically close when paid. Paid invoices cannot be deleted.
How to create a new invoice from a proposal
From within the proposal click order/ invoice at the top of the action bar
Choose invoice
Assign an invoice number
Click “create invoice”
A window with available items ( products and services) to invoice. Select the products or services you’d like to add to your invoice. If a product has been previously invoiced it will not show up in the list.
“Click “add items to invoice”
Edit/ customize your invoice
Editing and Customizing an invoice
Client: Assign a client to the project. If no client is available, add a client to the project.
Ready to invoice your client- “ Ready for client to pay”
Invoice File: attach any supporting documents here. Time tracking PDF reports work perfectly here.
Notes: Leave note for the client
How to add items from a proposal to an existing invoice?
How to email an invoice and accept payment from a client
From within the invoice, click email invoice in the top action bar. Customize the message to your client. Your client will receive an email with a link to securely pay the invoice by credit card without having to log in.
Alternatively, message your client and have them log into the studio and pay directly. Clients can pay invoices by credit card or ACH when logging in.
Why is “email invoice” greyed out ?
An invoice must have no errors, have a client assigned, and be set “ready to pay” in order to email the invoice to the client.
Reports
The reports dashboard allows you to run a report for both orders and invoices. The report can be exported as a CSV and opened in Excel, Numbers or Google Sheets. Using the search and filter options allows you to run reports for specific projects. The report allows you to see at a glance the number of orders and their status.