billing – Paythepoolman Docs

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 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!

How to add your license number to documents on Paythepoolman

We are going to go over how to add you licenses number for your business to your documentation, invoices, and late reminders. First we are going to go ahead and go to the top menu bar and hit settings this is going to pull up all of your company information. As we scroll down you will see your contractor’s license number. If it is not there all you will need to do is enter your license number and save it.

When you run your billing you will see at the bottom of every invoice you will see your contractor’s number.

This is the same for all documentation. If you then go to pull up a late statement and scroll down you will see your contractor’s number at the bottom.

Thank you have a great day!

How to add & update extras fast in Paythepoolman.

We will go over how to add extras, how to update extras, and how to see what extras you’ve already added for the customer. We are going to show how to do this on both your phone and desktop/tablet.

Phone view(left side). Desktop/Tablet view(right side).

Adding Extras at home and on the field.

With our desktop we will go to more tab and click add extras. We are always going to start with putting in the date and then picking a customer. Say we need to add one bag of salt. So we select a bag of salt, enter your dollar amount and, then save it.

But let’s say we are out on the field and we need to add another bag of salt. This is going to be the same type of process on your phone. Except with the phone there is an add extra button for convenience; it is not under the more tab. We will go to add extras then select the date and customer. But now we will see we have a pending extra. So now we will click on the pencil button and update your quantity. Just like that, we were able to quickly update our salt. This is really handy for those customers you have to bill for the same thing over and over, and add additional amounts in.

Adding multiple extras at home and on the field.

The other thing we’ve done is included the ability to add multiple extras at the same time. So let’s say we did a filter cleaning, we needed to add an air regulator, we shocked the pool, and we cleaned the salt system. First we will add our filter cleaning under our add extras tab.

Then as we scroll down we now have a button that says add another extra. We will simply click on the add another extra button and add the air regulator. We can then continue to scroll down click on add another extra and then log our other extras like shocking the pool, and cleaning the salt the salt system. Just like that all the new items have been added. The process will be exactly the same on your phone.

These little changes we make to Paythepoolman are to save you time and make things easier. And remember ultimately it’s going to get you home quicker. Thank you so much for reading. Have a great day.