Sam P. – Paythepoolman Docs

How to use doubles with Paythepoolman to email & print an invoice with your billing

Please follow these steps to use doubles to send & print an invoice with billing:

Pick a customer that you would like to add doubles to.
Click on the button labeled “Edit auto billing”
Click the buttons “Turn Auto Billing (due on the 1st of the month or 15th)” and “Print & Email Invoices(Doubles)” Then select the item for billing and click update auto billing.
Run a billing and then select “Send doubles”
You’ll be redirected to a print page and an email would’ve now been automatically sent for all your doubles customer’s.

How to reset your password in Paythepoolman

To reset your password in Paythepoolman, please follow these steps.

On your device go to https://www.paythepoolman.com/login
There will be a link right below the green Sign in button. Click on the “Need help?” link.
Type in your full Username and Email Address, then click the green SUBMIT button.
Once you’ve clicked submit, you should have an email in your inbox. Go to your email and click the link provided.
Copy your password and go to the link provided to login to your account.
Type in your Username and paste your password into the password section. Then press the button Login.
Go to “settings” in the navigation bar at the top of your screen.
Click on User Settings.
Type in your temporary password in the “Password:” box. Then type in the password you’d like to be able to change it to in the “New Pass:” and “Confirm Pass” boxes. When you’re done, click on the Update button.
You’ll see a message saying, “Account password updated”. Now you’ve reset your password to a password you know!

How to get a quick report for your customer(invoices, payments, history & more)

We have had a few request for customer reports. So we decided to go ahead and make those real easy to find and added them directly on your customer’s page. So first we will go ahead and pull up one of our customers. Then on the right hand side of the page under take action there is a “quick reports” once you click on that there are a few options under it.

There is a “late statement” button, this gives the customers the last six months of invoice and payment history and then provides the balance of what is owed. You can also show the customer all of the invoices you will click on “invoice report”.

It gives you a report of the invoices and what was charge on those. There is also a “payment report”. When we click on this we are going to see every payment you have received from this customers. Whether it’s a check, cash, or a credit card they will all be listed.

Lastly we added a “history report”. So this is going to pull up every transaction they’ve had with Paythepoolman. This option will of course help with any discrepancies.

Thank you so much.

How to add a new customer (Updated) in Paythepoolman

We will be going over how to add a customer on Paythepoolman. First you go to your menu bar where it will have “+ customer”. Once we click this it will take us to a page where we have all our contact information on the left and the service and mailing address on the right.

Before filling out there information you want to make sure the customer is okay with receiving text messages. So we will go ahead and fill out the information. The bottom right column has a section for gate and lock codes which of course comes in handy.

If you are just adding the customer for a one time service you will just go ahead and click “add new customer”. Most of the time we will be adding them to our auto billing. So first we will go ahead and turn on the auto billing. So you would go ahead and type in what type of service you will be billing for (normally pool service). Then select whatever price and description you want. We can then choose to go ahead and email the invoices and add then save the customer.

It will then save that customer and take us to their page.

If you do not find the correct item under item to bill for you can go to the more button and select “income items” and add whatever item you want with whatever description you would like.

Thanks so much.

How to create a bid / estimate in paythepoolman.com (Updated)

We will be going over how to create a bid / estimate with your desktop and phone on Paythepoolman. The reason we will be doing it on the phone also is because people now can create a bid on the phone and get it approved right there on the job sight. Which is what is so great about Paythepoolman. Okay so starting desktop view we will go ahead and select out customer. On the right side under take action we will see “create estimate”.

After you click on this you will select the dates for your bid. You always want to make sure you select a date the bid is valid until so if there are any price changes you will not be responsible. After you’ve selected the dates you can pick which items you want on you estimate. If you have more than five items you can always click “add more items” which is located at the bottom of the page.

When you are finished with that bid we suggested you email it. The reason we suggest to email it right away is so that your customer can approve it as soon as possible. Once you email the bid it will take you back to your customer’s page where we will scroll down and see a bid pending with a description. It shows it’s not yet approved and you can create an invoice with that bid.

View of the bid.

And now with the phone view we will go ahead and select a customer. It will load the customer’s page and then we will scroll down to create an estimate.

We will then select our dates and choose what we want on the estimate.

Once we have finished creating the estimate we can email that bid. When we are finished emailing we can go ahead and scroll down and see the bid with a brief description.

Always try to email these out. Because these will save you time. Thank you very much.

How to create a single Invoice in Paythepoolman (Updated)

We will go through how to create a onetime invoice or random invoice that is not part of your regular billing. We will go through how to do this on your desktop and phone. First we will start on the desk top you select your customer.

Under take action we will see “create invoice”. We will go ahead and select that and then put in our dates. From there we will select our items it already has five spaces for you to put in five separate items to charge for.

But you can always add more items more by selecting “add more items”. After you have selected what items you want on your invoice you can choose to print, email, or save.

We will go ahead and click save and then click okay. It will take us to the next page where we can see that invoice was created and we can view it.

Now for your phone. We will again start by selecting a customer.And then scroll down to “create invoice”.

Again we will select our dates, add in what items we want to charge for, and then we will have the options to print, email, or save.

That’s as easy as it is to create a onetime invoice on both your phone and desktop.

How to see what pools your employee has completed and not finished for the day using Paythepoolman

We will be using plus to view how many pools your employee has finished and what pools they haven’t. This helps you check up on their progress so you can see what they are able to finish. So you start on your main dashboard for plus.

Then you can click on the employee’s name, how many remaining, or how many are done. When we click on our employee we see he has finished two pools and has three remaining.

When your finished viewing your employee just hit back on your browser and it will take you back to your main page. This feature helps not only keep track of employees but will show you what pools you will need to reroute later in the week. Thanks so much!

How to schedule a customer multiple times in a week using Plus on Paythepoolman

We are going to look at scheduling customers multiple times a week using Paythepoolman Plus. This is for those customers that you are going to be servicing on Tuesday/Thursdays or Monday/Wednesday/Friday. We are going to go to routing, click service routing, and then select an employee.

We will go ahead and do Monday Wednesday Friday. Starting on Monday you will see the customer you want to route in green. You will click and drag the customer over on Monday and drop them. Once you’ve done this you will see their name is now orange because they have been routed for the week.

Then you will click Wednesday click, drag and, drop the same customer.

You will then repeat the same steps for Friday.

It is just that easy with Paythepoolman Plus. Thank you for reading and have a great day.

How to delete an employee’s route and/or day on Paythepoolman

We are going to walk through how to delete an employee’s specific day or their entire route. We will start by going to our plus dashboard and then to service routing. From there we will pull up an employee.

If we go ahead and click on one of our employee’s days we will see he has four customers on Monday. Let’s say he’s no longer going to do these customers or we would just like to switch him around. You’ll see in orange we have a “delete the employee’s day” button. In order to delete this Monday we will just click “delete employee’s day” and when asked if that’s what we would like to do we will select yes.

Once we select this you will see on the left hand side those Monday customers have been switched back to green. This meaning those customers are not routed. Under Monday we will see nothing.

So our employee still has customers scheduled for Wednesday and Friday. Well we can go ahead and click “delete entire route” in red. Now we will see all the customers names are listed in green. After our employee’s route is clear we can simply drag and drop customers onto his route in whichever order we please.

Thank you so much for reading! Have a great day.

How to view your expenses in Paythepoolman

We are going to be going over how to view you expenses that you’ve entered into the program and how to sort those and find them quickly. We try to make this as simple as possible. So starting on the desktop. You will go to your more tab located at the top and then click on expenses. Here you will see three options view expenses, add expenses, and add expenses with an image.

Now you will go ahead and click view expenses. There is a search capability to find a specific expense that you are looking for. Say you want to search for an expense during a meeting. You will simply type meeting into the search bar and it will trim down until we find the expense you are looking for. You can search by the vendors name and even trim it down by the actual amount.

This is super handy if you wanted to compare it to your bank statements. You can also sort the expenses by the price, the date, the vendors, and even the description. We would recommend that you always add images. It’s best to keep your expenses saved and have multiple versions of everything. You can view these images at any time by clicking the view image button next to your expense.

This makes it really handy when a year later you’re filing your taxes you don’t have to wonder where these receipts are from. You can simply upload them and forget them. Thank you have a great day!