Welcome to shopVOX PRO!
We're glad you've taken the plunge and joined thousands of others who've signed up to get back control of your growing shop.
This checklist is meant as a step by step guide to setting up shopVOX and improving the entire workflow of your shop.
You should download and print this chart. It's very helpful for wrapping your head around how shopVOX works.
The first thing on your list - add your company information to your account (logos, addresses, contact details).
We all like professional, well designed quotes and invoices.
Make your shop look good by adding your logo to your shopVOX account.
Where do I find it?
Account Settings > Settings
Recommend Files:
-> Add Your Logo
(Log in to your account before clicking this link)
Add your address, phone, and website information to be printed on the Quotes, Orders, and Invoices.
Where do I find it?
Account Settings > Settings
Terms and Conditions are the fine print that prints on the customer documents - Quotes, Orders, Invoices.
You can set different terms for each document - to make sure your customer knows all your policies.
Where do I find it?
Account Settings > Settings
Don't want take the risk of importing customer lists yourself?
You're not alone - a lot of new shopVOX users have us import or migrate their customer data from their old system.
All the details below:
What does it cost?
$250 flat fee
What do we import?
Customer (company) and Contact (people) information
How do I get this done?
Email our sales team at [email protected]
In your email, include the following:
The General POS Settings menu affect a lot of key features inside shopVOX.
You should properly configure this menu before going live with shopVOX.
Where do I find it?
Company Menu > POS Settings > General
shopVOX is a great tool for keeping everyone in your shop on the same page.
No more updating dry erase boards, outdated spreadsheets, or tracking hand written workorders through the shop. Hooray!
But there are a few items to set up to make the most out of adding your team members to your account.
shopVOX will keep you well-informed about what’s happening in the shop.
But it's important you configure the Notifications correctly so that the right people get the right messages.
Where do I find it?
Account Settings > Notifications
Notifications are sent when specific events happen inside shopVOX.
Such as - you want to be emailed when someone creates a new order. Or you want to alert your production manager when a new job is pushed to production.
Currently, there are two ways to send notifications.
These are sent directly to a User's email inbox.
Recommended for the most important events.
These are sent inside your shopVOX app.
They show up in the Alerts menu on the right hand side of your screen.
User Roles control what features and actions your team members can access.
Each new User you add to shopVOX should have a designated Role.
Where do I find it?
Account Settings > Roles
Default Roles
We have four default roles in shopVOX.
It's 100% ok to use these, but if you have a large team you might want to add your own roles.
Users are the different team members that will have access to shopVOX.
Where do I find it?
Account Settings > Users
(Log in to your account before clicking this link)
Full users have access to all of shopVOX Pro
There are typically owners, administrative staff, sales reps, managers.
You should create a Full user if that employee needs to do any of the following:
Your Pro subscription includes 1 Full User in the $99 base price.
Each additional Full user is $20 ea per month.
Important Note: Any time you add a user to your account – you will be billed the pro-rated amount for the month and your monthly subscription will increase by $20 for each Full user.
Scheduling users are just names on a roster. You can assign them to workflow steps and account for them on my schedule.
Schedule users will do have a login to shopVOX.
They cannot access any data.
The Schedule user is good for your team members who may not interact with shopVOX, but you still want to include in your schedule of jobs.
Schedule users are free – $0 per month.
By default, the emails sent from your account come from the shopVOX mail server.
This can occasionally cause issues with email deliverability to your customers.
To avoid this, we recommend that you add your SMTP settings from your own mail server.
These correct SMTP settings should be on any support or help section of your email provider's website.
SMTP Mail Server : smtp.gmail.com
SMTP Port: 587
Username : “your gmail address”
Password: “email password”
Authentication : select “Password” from drop down
Enable TLS: Yes
If this doesn't work - Check these 2 links to make the Google Apps email work.
https://accounts.google.com/displayunlockcaptcha
https://www.google.com/settings/security/lesssecureapps
Check the support or help section of your email provider's website. Look for SMTP Settings.
If you still have trouble, send an email to our support team.
[email protected]
shopVOX Pro tightly integrates with the following Accounting software:
You can push Invoices and Payments to these system once the sync is configured - saving you loads of time and double entry.
Follow this guide to sync shopVOX Pro with your Quickbooks Online account.
Follow this guide to sync shopVOX Pro with your Quickbooks Online account.
Follow this guide to sync shopVOX Pro with your Xero account.
Got the Quickbooks or Xero sync all figured out?
As the last step before you start syncing invoices and payments - our support team needs to verify everything you've entered.
I know you were very careful and got everything right.
But we want to make sure you don't screw up years of your accounting data.
1) Send an email to [email protected]
or...
2) Contact the live chat support team inside your account
Production and job management in shopVOX is powered by our Workflow Templates.
Workflow Templates are the blueprints for how you produce and track the different types of jobs you sell.
We've put together a short guide on how to best setup your workflow templates.
Please read this guide before you start adding Workflow Templates to your account.
Products in shopVOX are the items that you sell to your customer.
The major benefit of Products are the flexible pricing engine that powers them.
shopVOX makes it easy to quote and sell many types of products in one system - signs, banners, vehicle wraps, channel letters, screen printed t-shirts, embroidered polos, and much more.
Products in shopVOX are the items that you sell to your customer.
The major benefit of Products are the flexible pricing engine that powers them.
shopVOX makes it easy to quote and sell many types of products in one system - signs, banners, vehicle wraps, channel letters, screen printed t-shirts, embroidered polos, and much more.
Make sure to get the basics down - before you start creating products in your account.
This section of the documentation has in-depth info and tutorials about products and pricing in shopVOX.
I know you don't want to start from scratch so...
Each new shopVOX Pro account is loaded with some sample products that are configured for your industry.
We have samples for:
These samples should be used a template to configure your pricing.
They will save you time and headache - so use them!
Where do I find it?
POS Settings > Pricing > Products > Click the Green Action Button > Copy Products
This video will show walk you through 4 different product scenarios and how to set them up in shopVOX.
These lessons can be applied to many different types of products.
This video will walk you through configuring your apparel decoration pricing in shopVOX.
It covers:
If you're like me, you may have the tendency to do a little bit of everything.
But when you're setting up products in shopVOX - it is best to set up one product at a time.
Once you've got your Pricing Template and any Custom Fields configured just how you want them - just create a copy of the product and swap out only what needs to change.
When adding a new material to your account -
Now you've got a new material in half the time of creating one from scratch.
You can follow this same procedure for Products, Labor Rates, and Machines - to save yourself time.
You can save yourself even more time by importing standard products and materials from an Excel spreadsheet.
