shopVOX Pro
Getting started with shopVOX Pro
What is shopVOX? - shopVOX Pro
Getting started with shopVOX - shopVOX Pro
Your Account - shopVOX Pro
Icons and Interface Tour - shopVOX Pro
Inviting Users to Your Team - shopVOX Pro
Setting Roles for your Team - shopVOX Pro
My Profile + SMTP Settings - shopVOX Pro
Import Customers & Contacts from your Accounting software - shopVOX Pro
Adding Vendors - shopVOX Pro
How do I Update Our Billing Info? - shopVOX Pro
Setup Vendor Catalogs - shopVOX Pro
A Guide to Creating Your First Order - shopVOX Pro
Microsoft Outlook - Two Factor Authentication - shopVOX Pro
Customize your account with Add-on Features - shopVOX Pro
Importing and Exporting Customers & Contacts with a spreadsheet - shopVOX Pro
Transactions: New Quote + Quote Approval Process - shopVOX Pro
Database Migration Support for shopVOX - Legacy data - shopVOX Pro
Notifications: Keep your entire team up to date - shopVOX Pro
Color Picker - Saving Colors - shopVOX Pro
Transactions: What are Transactions? - shopVOX Pro
Transactions: New Sales Order - shopVOX Pro
"What's New" Feature: Your Guide to shopVOX Updates - shopVOX Pro
How Do I Cancel My shopVOX Account? - shopVOX Pro
Transactions: New Invoice - shopVOX Pro
How to Create a Quote - shopVOX Pro
shopVOX's History Tracking for Quotes, Sales Orders, Invoices, and Jobs - shopVOX Pro
Save Time with Emailed Document Templates - shopVOX Pro
Webinars in shopVOX Pro: Learn and Grow with Us - shopVOX Pro
shopVOX Express vs. Pro. Explaining the differences in Workflow - shopVOX Pro
Optimizing Quotation Efficiency: Unlocking the Power of Multiple Quantities with shopVOX - shopVOX Pro
Workflows - Quick Overview Express VS Pro - shopVOX Pro
Global Search in shopVOX - shopVOX Pro
Enhancing Security with Multi-Factor Authentication in shopVOX - shopVOX Pro
Sales - shopVOX Pro
Managing Customer and Leads
Workflow Stages and Templates Explained
Using a TV for your Job Board
Connecting shopVOX to QuickBooks Desktop: Streamlined Sync for Your Financials
How to Price Color Changes
Customer Alerts & Flags
Sales Commissions
Creating Your Own Custom Job Views
Updating a Workflow in shopVOX: A Complete Guide
Streamline In-Store Payments with with Stripe Terminal or USB Credit Card readers in shopVOX
Avalara AvaTax - Sales tax setup guide
Merge Customers
Adding new Contacts to Existing Customers
Tracking Partially Fulfilled Apparel Orders in shopVOX
Customer Contacts: Setting Primary and Billing Contacts
How to Price Color Matches
Sales Leads on Business Intelligence Dashboard
How to create Partial Invoices
Multiple Currency Add-On - How it works and setting up
Sales Leads - Sample Pipeline Setup
Sales Order States - shopVOX Pro
Reports - shopVOX Pro
Understanding Quote Statuses in shopVOX - shopVOX Pro
Managing dates on Quotes, Sales Orders, and Invoices - shopVOX Pro
Products & Pricing - shopVOX Pro
Advanced Pricing concepts
Understanding Modifiers in shopVOX: Enhancing Product Pricing Flexibility
Increasing Product Prices by a Percentage in shopVOX - PBase
A Comprehensive Guide to Ternary Operations in shopVOX
Using the Reference Field for Material Selection and Labor Charges
Understanding Pricing Levels in shopVOX
Mastering the Use of *, /, +, -, >, <, >=, <=, % in Ternary Operations
How to Update Pricing in shopVOX: A Comprehensive Guide to Machine Rates, Labor Rates, and Materials
Unlocking Efficiency: Harnessing System Variables and References to Create a Click Charge
Undertanding Sell/Buy Ratio in shopVOX
Product System Formula - with Filter
Product Templates - Custom Formula Logic
Product Template - Add New Defualt Items Configuration Window
Custom Logic in shopVOX: Evaluating Multiple Boolean Modifiers
Mastering the Use of &&, ||, and === in Ternary Operations
Products: Utilizing the "Reference" Field to Combine two References into one Click Charge
Golden Products
Golden Product: Flyer - with BOM
Golden Product: Postcard- with BOM
Golden Product: Greeting Cards - with BOM
Golden Product: Calendar - with BOM
Golden Products List by Global Region
Products shopVOX Golden Products
Golden Product: Brochures - with BOM
Golden Product: Print + Copy - with BOM
Golden Product: Business Cards - with BOM
Golden Product: Booklet - with BOM
Golden Product: Door Hangers - with BOM
Adding Your Own Products - shopVOX Pro
How to Publish Products in shopVOX
Product Templates & Formulas Explained
Product Templates - Using System Formulas
Product Templates - Using System Formulas - Adding a Double Sided check box
Product Templates - User Created Formulas
Product Templates - User Created Formulas - Adding a Double side check box
Product Pricing - Round to 2 or 4 Decimal places
Products: Grid Pricing Example
Managing Your Product Catalog with shopVOX
Setting Up Labor Rates in shopVOX: A Simple Guide
Setting Up Machine Rates in shopVOX: A Comprehensive Guide
Materials Management in shopVOX: A Comprehensive Guide
Product Pricing: Material Wastage Calculator
Product Features - Custom Fields
Products - Pricing Type - Formulas
Product Pricing : Cost Plus
Uploading and Sending Proofs for Approval
Product Templates - How to Turn on a Product Template
Guide to Using the Panels UI in shopVOX Pro
How to Price Promotional Products
How to Price Digitizing
How to Price Direct To Garment Printing
Product Template - Add New Drop-Down Menu Configuration Window
Comprehensive Guide to Setting Up a Basic Apparel Product in shopVOX
Pricing Methods: Standard, Product, and Cost Plus Pricing
Custom Product, Template, and Code Modifiers
Accounting and Reporting - shopVOX Pro
Connecting Your Sage One Accounting to shopVOX
Transaction Numbers Settings - shopVOX Pro
Add your Payment Gateway - shopVOX Pro
Connecting to your Accounting Software
Connecting your XERO account to shopVOX
Connecting Your QuickBooks Online Account to shopVOX
Common Xero Sync Error messages explained
Integrated SAGE Promo ( promotional catalog )
Setting Up Your Account - shopVOX Pro
Accounting
Common QB Questions
Differences between USA QuickBooks Online and Non-USA QuickBooks Online
shopVOX Setup of Tax Codes for Quickbooks Canada Desktop/Online
How are Users Billed?
Five challenges to consider when setting up your Account
How to Filter MFA Email Alerts in Outlook and Gmail
shopVOX Work Flow - The Big Picture
Leveraging External IP Addresses for Security
Hide or Show Quotes & Sales Orders, Ordered Quotes, and Invoiced Quotes and Sales Orders
Add Your Logo and Company Info
How to add Additional Charges to your Quotes, Sales Orders and Invoices
Terms and Conditions
Document's and PDF Settings
Group and Describe Jobs with Tags
How to Change Password
Forms: Customizing Forms in shopVOX
Common Questions About Users
Flagging a user as a "Sales Rep"
Industry Specific Content - shopVOX Pro
Automation & Integrations - shopVOX Pro
Shipping
APIs
What is an API?
How an API Works: A Simple Explanation
Leveraging the Power of shopVOX with API Integration
API Essentials: Understanding the Backbone of Software Communication
Building Your Own Custom Integration with shopVOX APIs
JSON Demystified: The Universal Language of Data Exchange
I'm having an issue with the shopVOX APIs. Who do I contact?
Does shopVOX do custom development?
Does shopVOX integrate with Salesforce?
Setting up Mailchimp Integration in shopVOX
Sales Leads Web Form in shopVOX: Streamline Prospect Capture and Management
Simplify User Authentication with OAuth Integration in shopVOX
Who to Contact for shopVOX API Issues
Setting up Constant Contact Integration in shopVOX
Does shopVOX integrate with Microsoft Project?
API and Webhooks integration feature
shopVOX Go! App
Discovering Your shopVOX API Credentials: A Step-by-Step Guide
Automation - Scheduled Actions
What are some popular advantages when using Zapier?
FAQs - shopVOX Pro
shopVOX specific terms
Common questions
How to increase Database size ?
Opening PDFs directly in your browser
shopVOX User Types
Empowering Project Managers in the Proofing Process: A Guide to Workflow Enhancement with shopVOX
Hex Color file to match PMS color chart
How do I disabled user?
What is the Admin checkbox for when creating a new user?
Invoicing - Enhancing Customer Engagement: Tracking Invoice Views with shopVOX Pro
Where do jobs "fit" in the order process in ShopVOX?
Why can't I print the PDF documents directly, instead of downloading?
How can I send a quote and a proof together in one email to my customer?
Terms and Definitions
Printing Examples - Letterpress Printing
Printing Types Defined
Printing Examples - Digital Printing
Printing Examples - Offset
Errors and Troubleshooting
How to clear history from Chrome browser?
When I convert a quote to a work order, does the name of the order and the line item description carry forward or do I have to rewrite?
How to optimize your browser for shopVOX
Streamlining Proof Attachment to New Sales Orders for Enhanced Efficiency
Setting Up Minimum Order Amounts in shopVOX
What is our IP address for the mail server ?
Custom PDF in shopVOX
Onboarding - shopVOX Pro
Onboarding - Simple Products Setup
Mastering Product Setup in shopVOX: A Step-by-Step Guide from Basics to Advanced Customization
Lesson 1: Setting Up a Basic Product
Lesson 2: Introducing Dynamic Pricing Based on Square Footage
​ Lesson 3: Enhancing the Product with Templates and Dropdown Menus
Lesson 4: Adding a Default Item Linked to Modifiers
Lesson 5: Implementing a Double-Sided Boolean Modifier with Conditional Logic
Lesson 6: Replacing a System Formula with a Custom Formula
Lesson 7: Integrating Custom Formula into the Conditional Double-Sided Logic
Lesson 8: Adding an Additional Dropdown Menu
Lesson 9: Creating Custom Fields to Enhance Usability
Lesson 10: Implementing a Rush Charge Option
Summary Conclusion: Lessons 1-10
Quoting and Order Management - shopVOX Pro
Adding/Updating Customers and Contacts
Purchase Orders - How to Add Materials and Products to a Purchase Order in shopVOX PRO for the Inventory Add-on
Stay Organized with Notes, Tasks, and Assets
Roll-Up Line Items to Combine Pricing
Purchasing and Receiving Blank Garments
Creating Your Own Custom Views
How to Issue Refunds and Credit Memos
Add Ons - shopVOX Pro
Ecommerce
Ecommerce - Web Store
Ecommerce: Creating Discount Codes
Ecommerce - Steps to setup custom URL for paid cPortal
Webstore & Shopping Cart Examples from shopVOX Users
Setting up a Shopping Cart to sell online - Changing the URL
Ecommerce - cPortal - White Label Setup
Ecommerce - cPortal
Ecommerce - Overview
Empowering Your Customers with the Free cPortal
Ecommerce - Shopping Cart
Ecommerce - Apparel Web Store
Inventory
Inventory Module Add-On - Setup and use of Feature
Inventory Module Add-On - Setup Locations
Questions to Consider About the Inventory Module in shopVOX
Inventory Module Add-On
Divisions
Vehicle Wrap
Amazon S3 Storage
Amazon S3 (Simple Storage Service) - shopVOX Add-On
Amazon S3 (Simple Storage Service) - Amazon S3 Pricing
Amazon S3 Add-On (Simple Storage Service) - What is it?
Projects in shopVOX: Comprehensive Guide
Service Job Add-On: Streamline Your Workflow with shopVOX's New Service Job Feature
- All Categories
- shopVOX Pro
- Getting started with shopVOX Pro
- Transactions: New Invoice - shopVOX Pro
Transactions: New Invoice - shopVOX Pro
Updated
by Tyler MacDonald
Invoices are the culmination of your business transactions, seamlessly tying together quotes and sales orders before being sent to customers for payment. Acting as the formal request for payment, invoices reflect the agreed-upon terms and details of the transaction. Integrated with your accounting package, shopVOX ensures financial accuracy and efficiency. Additionally, the platform allows for the inclusion of payment gateway links directly within the invoice, streamlining the payment process for both you and your customers. With its user-friendly interface and streamlined workflows, managing invoices in shopVOX becomes a strategic advantage for your business, enhancing cash flow and reducing the payment cycle."
Lets create a new Invoice
- From the green + icon select New Invoice
- Fill in the initial details, and select "Save & Add First Line Item"
- To include line items on your Invoice, simply click on "+ Add New Line Item." Then, choose the product you want, fill in the necessary information, and click "Save." It's as easy as that!.
- Click the Action button on the right of a line item to edit, copy or delete the item
- Hover over the "T" to quickly display the taxes
- Click "Add Description For Customer" to add a description
Downloading the PDF
- To Download the Invoice as a PDF select "Download PDF" from the top of the Invoice
Emailing the Invoice
- To email the Invoice as a PDF select "Email PDF" from the top of the Invoice Screen
- You'll be prompted to enter the email details on the following screen. Enter in the Customer, Staff, Email Template, Format, Subject, Message and click "Send"
Payment Gateway: Integration for Payment Processing
Upon sending your invoice via email, you will observe an option labelled "Include Payment Link." Should this option appear greyed out, it indicates that you have not yet configured a payment gateway. Conversely, if it is accessible, you may select it to embed the payment link within the email.
Connecting to your Accounting software
Connecting your shopVOX account to your accounting software package is essential for ensuring seamless financial management and accuracy in your business operations. By integrating with various platforms, shopVOX enables you to synchronize data effortlessly, streamlining invoicing, payment processing, and record-keeping processes. If you haven't already connected your shopVOX account to your accounting software, it's crucial to do so to avoid discrepancies and manual data entry errors. This integration not only enhances efficiency but also provides valuable insights into your business's financial health.
Adding Tasks to your Invoice
- Select "Tasks" and "+ Add New Task"
- Enter in the Task Details, Title, Description, Assignee, Due Date, Type, Start At, End At, Remind Before, Time Unit.
- When complete select "Save Task"
Adding Notes to your Invoice
- Select "Notes" and "+ Add New New Note"The power of notes lies in their capacity to mention a single user or others within your shopVOX system effortlessly by using the "@" symbol and selecting the individual(s) you want to notify with the note.
- Once you've filled in the note details and clicked "Save Note," an alert will be sent to all individuals included in the note.
- You can see the Note alert from the Alert Bell icon
Seamless Integration with Accounting Software:
Enhance your workflow efficiency by effortlessly posting completed invoices directly to your accounting software. With this feature, you can streamline your financial processes, ensuring accurate and timely recording of transactions. By eliminating manual data entry and potential errors, you can maintain precise financial records and gain valuable insights into your business's financial health.
- Select "Post to Accounting" from the top menu bar
- From this screen, you can choose the Invoice(s) you wish to post, or you can select to post all Invoices
Explore Additional Options on the Invoice Order Screen
At the top of the Invoice Order interface, you'll find the prominent Blue Action button offering a variety of choices to select from.
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Item | Description |
Record Payment | The process of logging and documenting a received payment against an invoice or a sales order in a financial system, indicating the settlement of a debt or obligation. |
Mark As Posted | Enables users to designate invoices or transactions as already posted in their accounting system, aiding in the organization and tracking of financial records with precision. |
Print Box Labels - PDF | Producing physical labels or tags containing information about packaged items, typically used for identification, tracking, and logistical purposes. |
Create Copy | The process of duplicating an existing record to create a new instance with identical or modified information, often used for efficiency or archival purposes. |
Mark Fulfilled | The action of indicating that an order or request has been completed or fulfilled. |
Sales Commissions | Monetary compensation paid to sales representatives or agents based on the value or volume of sales they generate, serving as an incentive for achieving sales targets. |
Apply Discount Code | The process of applying a predetermined reduction in the price of goods or services by entering a specific code or identifier, typically used to encourage purchases or reward customers. |
Attach to Project | Associating a document, task, or transaction with a specific project or job, facilitating organization, tracking, and management of project-related activities. |
Show Inventory | Displaying information about available stock or inventory levels, including quantities on hand, locations, and status, enabling effective inventory management and decision-making. ( Available only with the Inventory Add-On ) |
Create Credit Memo | Generate documents detailing credits owed to clients, streamlining the process of handling refunds, adjustments, or cancellations. |
Packing Slip - PDF | A document accompanying a shipment that itemizes the contents of the package, typically including product names, quantities, and descriptions, provided in PDF format for printing or digital distribution. |
Partial Packing Slip - PDF | Similar to a packing slip but specifically detailing only a portion of the items included in a shipment, often used when fulfilling orders in multiple shipments or stages. |
Invoice - PDF | A formal document sent to a customer requesting payment for goods or services rendered, detailing the transaction's terms, quantities, prices, and payment instructions, provided in PDF format for record-keeping and distribution. |
Work Order - PDF | A document outlining specific tasks, instructions, and requirements for completing a job or project, provided in PDF format for reference, execution, and tracking. |
For #10 Envelope - PDF | Simplifies the process of formatting documents for printing on standard #10 envelopes, ensuring professional and efficient mailing solutions. |
Bill of Materials - PDF | A comprehensive list of components, parts, and materials required to manufacture a product or complete a project, presented in PDF format for reference, procurement, and production planning. |
Quote - PDF | Generating a PDF document containing the details and pricing of a quote for customer review and approval. |
Void | The action of cancelling or nullifying a transaction, document, or process, typically used to reverse an action or correct errors in a controlled and auditable manner. |
Invoices serve as the central point of business transactions, encapsulating quotes and sales orders before being dispatched to clients for payment. Integrated within shopVOX, they epitomize the culmination of seamless workflows, offering the convenience of including payment gateways directly within emails, thereby expediting transactions for both parties. Moreover, shopVOX's integration with accounting software ensures precision and efficiency in financial management, empowering businesses to optimize cash flow and shorten payment cycles effectively.
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