The aim of this guide is to introduce you to the Envoice system, and to get you up-and-running as soon as possible. It only takes a few minutes to read.

Envoice is free to use.  This service is not designed to replace any accounting system, but instead, to take the hassle out of manually creating and managing invoices, and is often used in conjunction with other tools, such as a spreadsheet, or an accountant.  Envoice is ideal for small businesses, and is also a great way to keep track of and digitally manage the clients that you have.

To start with, let's look at some of the concepts (and terminology) used within Envoice.

Services

Let's say Jim is a sole-trader.  He is using this system so he can invoice his clients.  Jim has two strings to his bow; 1. Fix other people's vehicles, and 2. Create business cards.  Services let you define multiple business activities.  In this example, two services can be created:

• Jim's Automotives
• Jim's Card Designs

Both of these can be created on the Services page (although most people would only need one Service).  For each Service you are then able to define:

Hourly rate definitions

For example, Jim may charge $50.00 per hour to fix vehicles, but $120.00 per hour for vehicle consultations.  When the work is done, the appropriate definition can be chosen (e.g. "Fix" or "Consultation"), how long the work took and a description can be entered.  The amount which your client needs to pay is then calculated, and appears on the invoice.

Up to five user-defined hourly rates can be specified.

Item categories

For example, Jim may need to purchase vehicle parts, and he needs to pass these costs on to his clients.  Using Item categories, he can charge his client 35 bolts at $1.40 each, and also 100 screws at $0.10 each.  These can be billed within the one Item category called "Parts".

A list of frequently used [repeat] items can be defined, so as in the above example with the Item category "Parts", the price and description for "bolts" and "screws" doesn't need to be remembered every time a client is charged.  Every client can have its own repeat items defined.

Six user-defined item categories (for each Service) can be specified.

A Service can have a logo (.jpeg), providing branding, which will appear on the top of every invoice, at the top of every client web-page, and also your administrator web pages.

Clients

For every Service you can define as many clients as you wish.  Clients are also able to log onto the system to view their transaction/invoice history - but you manage this access and choose which clients you wish to invite.  Clients who have on-line access are able to:

• View all of their credit/debit history
• View all the invoices you have generated for them
• Update their profile and contact information
• Send a support request to you (their administrator)

You are able to set the client's hourly rates (overriding what is defined on the Services page), so that a client can have their own discounted hourly-rate, or an overall discount (e.g. 10%).  For example:

• Jim charges all of his clients $50.00 per hour for maintenance
• Jim offers Grant a special deal so that Grant only pays $35.00 per hour for maintenance.  Jim sets this up on the "Client Update" page
• Envoice takes care of it all, without you needing to do anything else

+ Bill Item

This is where you charge your client, or specify that a payment has been received. Here you can:

• You can specify:
  • Work at an hourly rate (the rate per hour, and the time taken in hours and minutes) - Hourly rate definitions
  • A one-off charge (the cost of the item, and the quantity) - Item categories
  • A payment (when an invoice has been paid in part or full)
  • A credit (for whatever reason)
• The date and the time of the work
• A description

Customising Invoices

Specify when the invoice is due (in weeks), bank account (and paying by cheque) information so your clients know where to make their payments.  GST details, if applicable, is also catered for.

Add header, middle and footer text as needed, and up-load your business logo.  When you create an invoice, you can specify your own text that is just for that one invoice, place it wherever you like, and make the text whatever size and whatever colour you wish.

You can choose one of five invoice colour schemes:

Create Invoice

A preview will be given before the invoice is created.  If you make a mistake with your invoice after it has been created, perhaps you need to add an additional bill item or change an existing one, you can revoke the invoice, do what you need to do, then create it again.

Invoices can be viewed in a browser, or printed and mailed.  The address will fit perfectly into a windowed envelope. You can also copy & paste the created invoice into Microsoft Word, save it as a PDF file, then send the invoice as an attachment (PDF format is widely accepted).  A guide to exporting invoices is included on the website.

Provide Quote

It is simple to provide a quote.  Just enter the billing details to the best of your knowledge, as you would if you were creating an invoice, then use the Create Invoice page to create the quote.  Then, if the quote is accepted, everything is there for you to make any final changes, and you don't have to re-enter the billing items.

If the quote isn't accepted, it is there on your system for your future reference.  If you need to make changes and provide another quote, just update the appropriate billing items, then create the quote again. No problem.

Events

For each of your clients you are able to track the interactions you have with them.  Phone calls, emails, text messages, meetings and much more.  Set up alerts to follow up later.  Events such as when invoices and quotes are created are automatically logged.

Security and privacy

• Your information is treated with the utmost confidence and privacy, and will not be shared, disclosed or released to any third party
• Envoice staff will not view your data without your express permission
• All passwords are encrypted
• For additional security, web sessions will time out after 20 minutes of inactivity

Reports

There are a number of reports available, allowing you to analyse payments, and data, from your Envoice information.

Also, a report will be emailed to you every week showing you the most significant information, important actions you need to take, and a summary of what has happened over the past seven days.  This can be scheduled for any day and time (and can be switched off if needed).

Getting Started

When you first register with Envoice you will be set up with a default Service, and one "Unnamed Client".  To manage these and create more, use the Clients and Services menus.  You are also able to update the system configuration, change your theme, and more.

If you have any problems, feel free to get in touch using the "Support" menu.

Have a great day!