From Product Clipper to Proposal, RFQ, Invoice, and PO
First you'll go into your Project's Products & Services. Add any additional products or services with the respective quantities, price markups/discounts, and make sure the newly added items are sorted into their Views.
If you like to have a specific flow when presenting the items to your clients, be sure to sort the View! Select the view you wish to sort, then click "Sort View."
Click the two horizontal lines to the left of the product, service, or custom products you'd like to move then drag and drop it into the order you wish it to show! Once you're done moving things to your liking, click "Save."
Now we want to make sure the prices of the items we're suggesting are accurate. To edit the pricing of a product you will select the pencil at the top right of the product. You may however want to send an estimate to the vendor first!
In order to create an estimate You will want to go to the "Orders" tab first, then select to create a purchase order (for products) or a work order (for services).
After you have created the order, triple check that you have everything you need: quantities, products, any notes you need the vendor to see, etc. Once you have done that you can select the three-dots at the top right corner of the order page and select to either download as and estimate for a pdf copy, or you can email it to the vendor directly.
If you choose to email the order to the vendor from within the studio it will have a pop up window where you can select this as an estimate, then send. Once you have sent this you can update the order status to "RFQ sent," by selecting the pencil icon and choosing the status drop down.
When you receive confirmation about the prices you will go back to Products &
Services to update any pricing. You will do this by clicking the pencil icon on the product then you can enter the pricing. The "Cost" is the designer total, and the "Price" is the client's total.
Once you have any pricing, shipping, taxes, etc. updated you will move on to making a proposal. The proposal will be where your client can officially sign off on the products before invoicing them.
When you have created the Proposal you will want to again triple check that you have all the products you want to present, the quantities, taxes, shipping, prices, etc. in correctly before making it ready for the client to accept. You can have the client log in to electronically sign off on the proposal or you can select the three dots at the top right to download it as a PDF to send to the client. If you have your clients logging in they can also comment on the proposal for any last minute changes before they sign off. You will uncheck the ready for approval option, make any edits, then recheck "ready for client approval."
Once you have the proposal approved you will select the three-dots to turn it directly into an invoice. This will take everything from this proposal and add it to a new or existing invoice of your choice.
Now you will go to the Invoice tab and click on the invoice you would like to review.
Before you mark the invoice ready for the client to pay. **Note** It is always a good idea to make sure everything looks correct! So, once again double check that you don't need to make any changes to prices, taxes, shipping, etc. Also, if you have Stripe set up, be sure to check if you're passing the processing fees to the client or not. When you are ready, you can toggle the Invoice as ready to pay and select the three-dots to then download it as a PDF or email the Invoice directly to the client.
If your client is paying through Mydoma (Stripe), the invoice will be automatically marked as paid once they have actually paid it. If they are paying outside of Mydoma you will want to select the three-dots on the far right of the payment and mark it as paid.
It will ask you for the date that it was paid, how it was paid, and any notes you want to keep about the payment. If you choose Other as the payment type then it will give you another field to type in more information.
Now that you have the invoice paid it is time to make orders! You will go to the Orders tab to finalize your order and send final to the vendor. Select the Order that you previously sent as an estimate, and review everything to make sure you don't need to add anything else or edit any notes, addresses, etc.
Once everything looks good to go, you will select the three-dots at the top right of the order and either download the order as a PDF or email the order directly to the vendor. Then when you have sent the order, you can update the Order status as needed.
You are also able to keep status notes on each order just for you and your team. If you want to edit a status note you will select the three-dots and edit it. You can always add an additional status note if you wish to keep a record of any previous notes separately.
When you have gone through all of these steps, if you go back to the products & services list, you will see a badge on the item. It will also show the status of each on the badge. You can also select the lock icon to mark it as finalized and to where others can't edit the prices.
As items are shipped, received, backordered, you are able to continue to update the status in the Order itself. You can also create views and tag specific to where items are in the process. This is an easy way to show clients where things are and to help you keep track of individual items. We do recommend taking off tag that no longer apply to the items as well.
Ex. If the item has a "shipped" tag and you just received it. You will want to select the tags box select the three-dots next to "shipped," and select to remove it. Then add the received tag.
If you need any additional support, click the question mark in the upper right-hand corner to chat with a member of our team.