Help online “WP smart CRM & INVOICES” plugin

Notifications Area

In the notification area there are all the notifications for the day or for the current week. They are gruped by “todo” and “appointments”.
The tables of the notifications area, as well all the tables in CRM, are filterable, sortable and groupable. To reverse the order in a column, simply click the column header; click the filter icon to filter, to group drag the headers(Customer, Subject, Description and Deadline) in the yellow area.
screen-dashboard
By clicking on “open” you can view all the information related to the activity and change the status. The possible states are: To Do, Done and Aborted, with the ability to insert text notes. The task status is shown in the last column, with corresponding icons; the icon surrounded by a circle means that there are notes relating to that line and you can see its contents with the “mouseover”.

Deleting todos and appointments is a prerogative of the site administrators or, optionally (see section “settings”) also of those who created the todo or appointment.

Documents

In the documents section, all documents issued are visible with the ability to:
-Create a new document (quotation or invoice)
-view and filter issued documents
To issue a new document, you must have added clients to the database. You cannot save documents you have not assigned to a client
The documents table, as well as all other sections of the CRM where there are lists of objects, can be filtered, ordered and grouped. To reverse the order, simply click the column header, click the filter icon to filter, to group drag the headers in the yellow area.

The possible groupings are: Customer, Subject, Description, Date of issue, Expiration date (if present), Amount, Status (paid – not paid), type (F = invoice, P = estimate).
In the current version, the creation and editing of documents is a prerogative of the Site Administrators. An invoice can be changed until it is recorded (see related help) and from that moment it is only available as a PDF document.

The files are stored in the /wp-content/uploads/CRMdocuments of your WP installation

Scheduler

In the scheduler section there are all todo and appointments for the current user (users with an Administrator role can optionally view all [see section Settings]). Still in section Section you can exclude passed events scheduled as “done” and “aborted.” In the scheduler section (as well as from a single customer form) you can create a new todo or a new appointment.
The tables of the notifications area, as well as all other sections of the CRM where there are lists of objects, can be filtered, ordered and grouped. To reverse the order, simply click the column header, click the filter icon to filter, to group drag the headers (Type, Customer, Subject, Description, Deadline and Notification Recipient) in the yellow area.
screen-dashboard
By clicking on “open” you can view all the information related to the activity and change the status. The possible states are: To Do, Done and Aborted, with the ability to insert text notes. The task status is shown in the last column, with corresponding icons: the icon surrounded by a circle means that there are notes relating to that line and you can see its contents with the “mouseover”.
Deleting todos and appointments is a prerogative of the site administrators or, optionally (see section “settings”) also of those who created the todo or appointment.

Scheduler (WP Smart CRM & Invoices PRO)

In the dashboard you can see an advanced full-sized scheduler. All events are visible for current user (administrators can optionally [settings section] see all). There are 4 types of event: Todo, Appointment, Expiration, Expired invoice. The first 3 can be created directly by the user by double clicking on a certain day. Expiration is similar to Todo, but it’s not necessary to select a Contact. In this case it’s a self event associated to your Company (see Company settings). Expired invoice event is automatically created when e notification for payment is set during an invoice creation.

Scheduler has 4 views (day, week, month, agenda), agent filter and pdf export.
By dragging an event to another day, you can clone or move it.

Document data

When creating a new document you can change the date. For already issued invoices it’s still possible to change the date and the number, but this operation is to be done very carefully, as it may create inconsistencies in your accounting systems.

Customer data

When creating a document (invoice or quotation) it must be compulsorily selected from among those existing in a customer master data in the section customers. When modifying an existing document you can edit customer data directly from this screen.

Quotation text

You can use this field to write the body of the presentation file. The quotation may also be formed only from this field or you can add product lines with or without a price defined in the next section. In case of price equals to zero, however, it should be given a virtual value from the second tab “Comments and internal data”.
screen-quotation-value

Products/services in quotation

You can add product lines to your quotation. Product lines are 2 types: descriptive and priced.
Prized lines perform automatic calculations and update the total, description lines instead only add lines of text. With the add-on “services” enabled you can directly search for the product/service into the search box and the line will be automatically completed.

Products/services in invoice

You can add product lines to your invoice. Product lines are 2 types: descriptive and priced.
Prized lines perform automatic calculations and update the total, description lines instead only add lines of text. With the add-on “services” enabled you can directly search for the product/service into the search box and the line will be automatically completed.

Products search

With this research, you can dynamically insert products and / or services in the document, provided that the “services” module is activated (https://dev.softrade.it/wp-admin/admin.php?page=smartcrm_settings)

Notification options

The CRM functions of “reminder” are a very important part of the core

Default notification RULES

The Default notification rules are extensions of the “reminder” functions of CRM. They let you build default notification rules applicable to various actions.
In particular they are used in the automatic payment process of services and products that provide a deadline to create notifications in later dates.
Associations in default notification rules are also available in the manual creation of an invoice.
Example: you can create a rule that applies to a monthly subscription type and set two notification step five days before and 1 day before the subscription expiration.

To get started click on the “add rule” on the right, and dates to the rule a name and duration in months
screen-new-rule
After creating a new rule, at least one notification step must be set: it will define the set of actions that you wish to run. Click “add step”
screen-add-step

The modal window that opens allows you to set the days ahead of the expiry of the event and the various notification options:

The choices for the notification are of two types: recipients and modality.

Recpients: ->The possible recipients of the notification are the customer and internal registered users (WP user), both individually and as a group. In both selection boxes possible choices are multiple. The notification to the customer is a checkbox choice.

Modality: -> While for the notification to the customer the only way is to send an email, WP smart CRM offers the possibility of choice (even simultaneously) to send an email and posting on message boards of users (WP administrators or CRM user) the notifications of deadlines, the TODO, and appointments for a quick reminder. By ticking the checkbox at the selected users or groups selected, they will see the activity on their dashboard, which will take place on the day defined in step, in advance of the event date.
screen-modal-step

The following screenshot (which shows two notification step 30 days before and 15 days before a deadline to 12 months) shows the step of notification panel associated with a rule.
screen-rules

WARNING: although technically possible, it is not recommended to modify the duration of the existing rules if they have already been used, as the notifications may not function properly in some cases. Even in case of cancellation is necessary to check any products/services that used the deleted rule and associate it with a new rule.

Notification step

The notification step is a WP Smart CRM feature that lets you set up multiple subsequent notifications to be applied to a subscription/notification rule.
Each notification step contains a set of actions that are triggered by setting a number of days before the event expires during the creation of the step
screen-step
For each step you can set the recipients of the notification : users and groups, the client. For users and user groups you can decide whether to notify the notice board for a “quick reminder” and also send an email, which will be programmed to send the dates provided for by the various notification step thanks to automatic functions of the plugin.

Notification rules

While creating a new method and new appointments you can establish specific notification rules that determine how and when to send notifications and select the recipients.
Possible notification recipients are users and user groups of wordpress and for appointments even the customer.
There are three ways to notify to users/groups: via email, via notification on the dashboard, both. Customer notification will only take place via email.
screen-notification-rule
In the example screenshot the “administrator” group has been selected (ie all users with administrator role). The notification will take place 10 days before the deadline and you will be notified both by posting on the message boards and via e-mail

For saving the todo or appointment you must set a number of days in advance (compared to the expiration date) in which enable notifications.

Reminder invoice payment

The payment reminder invoice is a utility that allows recipients to receive a reminder

Setting the notification delay days to pay the invoice

This value is used as the default for payment reminder invoice (if active). It represents the number of days from the due date of the payment after which the notification is triggered and lets to check if the invoice was actually paid and act accordingly to the customer, perhaps with a reminder. The default value can be changed by settings->documents->Days payment notification or directly from the insertion/modification of an invoice either as default or as the value attributed to the individual document.

Payment methods

The payment methods are text strings that are reported in the Invoice Print (Ex. 30 day bank transfer, 60 days credit card etc) and will be used in the creation of invoices.
If a number of days is related to them (with the second field “days”), this value is used to automatically set the due date for payment of the invoice and to set up notifications (optional) related.

Messages in invoice/quotation

Messagges in invoice…

Document header alignment

With a simple drag & drop you can change the alignment of the head elements of invoices and quotations: logo and header to the left or right
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logo-a-sx

Company data

In order to use WP Smartcrm you must set corporate data marked with *.

Important note: when activing the plugin, the saved data becomes even those of the client #1 of the CRM, as well as being able to create TODO for internal communications, associating the customer set in this section, you will then have the name of your Company. </ span>

The company data is displayed in the header of the document.
Required data that will be shown are:

  • Company
  • Address
  • Location
  • ZIP code
  • Tax Code/VAT

Optiona data:

  • Telephone
  • Fax
  • Email
  • Website
  • IBAN

that can be selected to be shown in the documents with the appropriate checkbox.


screen-dati-azienda

Customers categories

It’s possible to connect categories to customer for better storage and statistical calculations.
The categories created in this section will be available for selection in the creation/editing of customers.

Customers origin

It’s possible to connect origin to customer for better storage and statistical calculations.
The items created in this section will be available for selection in the creation/editing of customers.

Reminder for invoice payment

You can set a default number of days after the invoice due date to send the notifications. This feature is useful to remind administrators or selected users to check if the invoice has been paid. The default settings can be changed in the individual document

Tax rate

You can change the amount of VAT in the individual lines of the invoice being issued.
In the case of activation of the “Services” module the VAT rate is that set in single product (the default VAT value of the goods is in any case the value set in this section)

Documents numbering

You can set prefixes and suffixes to add to the number of invoices and quotations. You can also set an initial sequence number from which to start the numbering of invoices and quotations.
WARNING: do not do this after having already generated invoices

General settings

CRM basic settings.

  • Redirect to CRM: if using CRM is a frequent activity, it’s possible, after wordpress login, to redirect directly to its dashboard instead worpdress dashboard
  • Minimize WP menu: in order to improve usage on small monitors, it’s possible to show CRM in “full page view”
  • Show notifications to administrators: if checked, this option lets the administrators to see other users todos and appointments in dashboard and scheduler
  • Management of past activities: This option lets exclude past todos and appointments (older than one day) that have been marked as “done” or “aborted”
  • Allow deletion of activities: here it’s possible to allow deletion of activities only to administrators o to whom created the todo or the appointment as well
  • Set grid height for customers and documents: the default value is 600 px, but it’s possible to set a different value in order to improve the layout

Document print settings

In document print preview it’s possible to choose whether to print “paid” for invoices, as well other options for quotes: you can choose to show totals summary (for quotes with product rows) or not (for only descriptive quotes) and you can choose to print net + taxes or gross amount.

Template customizations
Although the document template is static, every element in it have CSS classes which let to customize the document.
In section Utilities->settings->documents->custom style you can redeclare elements rules for the document.
 


Rows table:

Every column has a specific class, so you can show only some of the columns.

Customers import via file CSV

The example file you can download shows the correct fields to import.
The required fields are ‘first_name’+ ‘last_name’ or ‘company’.

If you have installed and activated the “newsletter” plugin ( https://www.thenewsletterplugin.com/ ) you can import customers into newsletter database, using specific lists.

Categories, Interests and Origin ( the taxonomies used in CRM) can be multiple values comma separated. If a term doesn’t exist, it will be automatically created.

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