Forums/Táve 3/Proposals, Orders, and Invoices
How do I make and send an order for additional items?
Karen Ziemkowski
posted this on Feb 16 12:08 pm
How exciting, your client has accepted the proposal and booked the job! But what if other people related to your event/shoot would like to buy something from you?
- Bride's mom wants to buy a parent album
- Groom's 2nd cousin wants prints
- Grandparents want to buy a canvas
- The wedding reception hall wants to buy high resolution files to use for marketing purposes
You'll need to record these purchases in your Táve account and send them an invoice or denote that a payment has been made (by check, through an online gallery, through an outside credit card processor, etc).
Note: You need to have at least one proposal on file for the job, but you can create as many of these "one-off" orders as you'd like. This way all of your income for that job is recorded in one place. It is easier to see how much money you made per job, and what jobs were more profitable.
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Add the Customer
To create a new order for a Customer, first go to the Job's Contacts page and add the person who placed the order as a Customer. If they are already somewhere in the Contacts page, there is NO NEED to re-add them.
Create the Order
Under the Financial section on the left hand side, you will see Orders - that's where you now need to click to add the Customer's order. The great thing is that you will be specifying the Customer who purchased the order, so that person will not interfere with your primary client's order, and your primary client will not interfere with the person who is placing an order.
The Orders section will show ALL orders that have been placed in relation to the job, but once we click New Sales Order (the blue button) we will be able to specify who is the person making the purchase.
After you click New Sales Order, you will be presented with the following screen and can select the Customer you created from the dropdown list next to RECIPIENT:
You can now give your order a Name, Description (if desired) and use the Quote Configuration dropdown to select the products that the client has ordered. It now looks like this - and when you're done you can click the blue button at the top, Save & Book Order.
Get paid!
Now you can a) record a payment from an outside source, b) grab the URL of the invoice and send it to the client manually through your email program, c) send an email to the client using Táve's built-in email, or d) print the invoice and email or snail mail to the client.
Comments
How do you suggest I add products or items, for example event coverage overtime, to a booked job and make the payment process as simple as possible... only one balance payment transaction. I would like to be able to add items to an existing invoice because it's the same client who is paying. As far as I can see, I have to create a new Sales Order so ideally, I'd like to merge the Sales Orders / Invoices for a job so the primary client can pay one final invoice for multiple orders.
Feels lonely around here! I figured out a couple of things soon after my previous post here. I think I'm on the right track but would like some feedback. Here's what I think I should be doing step-by-step to solve my query / problem:
Pull up the job -> go to Orders tab -> Use Duplicate Order (icon next to job title) -> modify title and the items in the order -> Create a new Invoice/Payment Schedule -> Void previous order -> Send new Invoice to the client that includes new items.
Hi Bernard,
Sorry I didn't answer yesterday -- I was not on the computer on Sunday! :) Yes, that's basically the way you do it! Glad you figured it out.
Karen
Hey Karen (and team) Question: how do I adjust an invoice, for example they book an extra at time of booking and no longer want the extra closer to the wedding? Is it possible to remove an item?
I have created a proposal, but booking, the client wants to add more services. How can I alter that original proposal? Or do I have to delete it and start all over again?
It would be wonderful if clients could select from a number of optional add ons directly from their client access and it would update their account, affecting their future balance payments automatically. This would be wonderful for adding hours or a second photographer, or choosing to add an album after the initial booking.
Excellent idea Wes
@Wes/Howard: this is in the development queue.
Okay.. deep breath....
Being able to edit an order is a necessity. My clients book and pay a retainer. Shortly before their wedding I upsell them to a different album/longer coverage etc. T3 is a MESS for doing this. Even if I duplicate void the previous order I then need to re-allocate the retainer. I can't figure out how to do this easily, and I am having to do it for EVERY client!!
Not happy...
I know that you were acting on advice from PPA on contracts etc, but this needs looked at again...
@Chris: We have a task in the development queue to add versioning to sales orders and contracts to address this.
How do I add a second contract to an order? For example, a bride wants to order an album after her wedding. I create a new order per this example, but I want her to sign a wedding album contract. How do I go about doing that?
@George: In 3.0.8 we added direct contracting (http://www.tave.net/2012/04/client-portal-direct-contracting-and-we...).
"Just head to the Job’s contract page and select the contract to add. In case your contract uses placeholders, you’ll need to select the contact who will be receiving the contract request as well as which order the contract should reference."