shopVOX Pro Setup Checklist

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.

Would you like a printable copy of this checklist?

--> Download a printable copy here

-> Download the Workflow Chart

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:

• no more than 100px high
• .JPG or .PNG format

WalkThru

-> 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

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.

How to Add your SMTP Settings

1. Login to shopVOX
2. Click on the Profile pic on the top right hand side and then click Settings.
3. Click on "Create SMTP Server Settings"
4. Check the box "Enabled"
5. Enter the SMTP Settings provided by your email account
6. Click Save
7. Click on the "Test Email Settings" button.  
8. The next page will show a email form, send a test email to a sample email address to ensure this works.

Gmail User Settings

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

Non Gmail User Settings

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]

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

Do It Yourself

We Do It For You

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:

• What is your current system you're using
• Approximately how many records you have
• Export your customer/contact list from your current system
• Attach the .cvs or .xls file to your email

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 Pro tightly integrates with the following Accounting software:

• Quickbooks Online
• Quickbooks Desktop (2012 or newer)
• Xero

You can push Invoices and Payments to these system once the sync is configured - saving you loads of time and double entry.

First things first - the sync to your accounting program has to be activated.

90% of the time this is done by us, when you account is created. But you maybe you missed a field on the signup paperwork or we didn't get this activated.

Let's check to make sure.

Where do I find it?
Account Settings > Settings

At the bottom of the page on the Account Settings, look for a section heading with the name of your accounting package.

Don't see yours listed?

Send an email to [email protected]

In your email include your company name, and which version of Quickbooks (or Xero) you use.

Follow this guide to sync shopVOX Pro with your Quickbooks Online account.

--> Connect to Quickbooks Online

Follow this guide to sync shopVOX Pro with your Quickbooks Online account.

--> Connect to Quickbooks Desktop

Follow this guide to sync shopVOX Pro with your Xero account.

--> Connect to Xero

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.

To verify the accounting setup -

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.

-> Read the Guide to Workflow Templates

Now is the time to set up those workflow templates.

They sound scary at first, but they are just templates for producing the different types of jobs you sell.

Where do I find it?
PCS Settings > Workflow Templates

Custom Fields can be added to Products and Workflow Templates to capture additional details that you need to know.

Custom Fields do not affect price, but they're great for tracking information like ink colors, vinyl colors, font styles, paint colors, and on and on.

--> Read this guide for info on how to add Custom Fields

You can customize just about every part of shopVOX to fit your needs.

I highly recommend that you customize the default Job form. This will cut down on confusion around any of the dates or extra information you can track inside shopVOX.

Where do I find it?
Account Settings > Forms > Job Form

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.

Email

These are sent directly to a User's email inbox.

Recommended for the most important events.

Push Alerts

These are sent inside your shopVOX app.

They show up in the Alerts menu on the right hand side of your screen.

Video

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.

• Sales - for all sales reps
• Designer -  for your design staff
• Production - for your production staff that don't need to access anything but Jobs
• Super User - complete access - for owners and managers who need to see and change everything

Users are the different team members that will have access to shopVOX.

Where do I find it?
Account Settings > Users

How to Add Users

WalkThru

-> Add A New User
(Log in to your account before clicking this link)

Two Types of Users

Full Users

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:

• Create a customer
• Create quotes and orders
• Create and send invoices
• Track sales leads

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.

Schedule Users

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.

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.

-> Read Setting Up Your Pricing

Sign Pricing Training Session

This video will show walk you through 4 different product scenarios and how to set them up in shopVOX.

1. Retractable banner stand
2. Banners
3. Corrugated Yard Signs
4. Ready to Apply Vinyl Graphics

These lessons can be applied to many different types of products.

Apparel Pricing Training Session

This video will walk you through configuring your apparel decoration pricing in shopVOX.

It covers:

• Blank apparel markups
• Import apparel catalogs from a spreadsheet
• Screen Printing
• Embroidery
• DTG

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:

• Sign Companies
• Apparel Decorators
• Digital / Quick Printers

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

Set up one product 100% before adding others

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.

1. Click the Basic Settings tab on your product
2. Click the Copy button
3. Rename the product
4. Change only the components that are different

Copy materials to save yourself time

When adding a new material to your account -

1. Find a similar material
2. Click the Material name - this will take you the detail page
3. Click the Copy button
4. Update the name, cost, and price.
5. Change any other needed info
6. Click Save

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.

Advanced: Import products and materials from a spreadsheet

You can save yourself even more time by importing standard products and materials from an Excel spreadsheet.

--> Read the Import documentation and Download Sample Files

Pricing Section - Documentation

This section of the documentation has in-depth info and tutorials about products and pricing in shopVOX.

-> Check out the Pricing Section here

The Guide to Grid Pricing

This guide covers how to quickly setup products using the Grid Pricing Type. It shows you the process step-by-step - complete with videos and sample files.

-> Read the Guide to Grid Pricing

Pricing Scenarios: Banners

-> Read Pricing Scenarios: Banners

Before you actually start using shopVOX 100%, here are a few items you might want to consider.

We recommend that everyone on your team attend shopVOX 101 or watch a recorded session.

shopVOX 101 is our introductory training session on using shopVOX daily.

You'll learn:

• How the shopVOX system works
• How to track your leads to grow sales
• How to quickly create quotes
• How to create sales orders
• How to create jobs and manage your production process
• How to send online proofs to your customers
• And how send invoices and get paid

Attend the live shopVOX 101 Training webinar

-> Register to attend shopVOX 101

Watch a Video of shopVOX 101

Every transaction has a number -

• Quotes
• Sales Orders / Invoices
• Payment
• Purchase Orders

By default, these numbers are set to 1000 for each transaction type.

Do you want to match your transaction numbers from your current system?
(Quickbooks, Xero, others)

If so, please email our support team
[email protected]

Let them know what numbers you'd like to start with.

** Important Note **
Sales Order #s = Invoice #s

By default Sales Orders and Invoice #s match - unless partial invoicing feature is activated.

You can add Authorize.net credit card processing to your account to get paid faster.

Your customers can make payment on invoices immediately and online from anywhere.

--> Read this guide to add CC Processing for your shopVOX account

Right on! You've made it to your go-live date.

We've got some optional features in shopVOX that you might want to explore - to really bring everything together in one system.

Sales leads are opportunities that you want to follow up with.

Some good examples of sales leads

• A new prospect submits the contact form on your website requesting info on new signs
• You meet a potential customer at a trade show and you want to stay in touch
• You see a customer outside of work and they mention some upcoming projects

Sales Leads are optional – so you don’t have to use them, but other shopVOX users love being able to track leads in the same system as quotes and orders.

Where do I find it?
Account Settings > Features > Edit

On the Features page, just check the box beside Sales Leads to activate.

Pipelines are the stages that you track in your Sales Leads funnel.

You can edit, rename, add/delete stages in each pipeline.

You can also setup multiple pipelines.

Where do I find it?
Account Settings > Pipelines

Using the shopVOX API, you can automatically create Sales Leads in your shopVOX account when a prospect submits the contact form on your site.

--> Read this guide on how to sync sales leads from your website