This guide will walk you through a sample order for a typical sign order- step by step.
It’s comprehensive and meant to to be read and watched in order.
Each video builds on steps done in the one before it and I don’t want you to miss anything.
Go through this guide and you’ll be a Pro at creating quotes and orders for signs in shopVOX.
Your Customer Calls
It’s an average day. Your shop phone rings. It’s Billy-Bob from the restaurant down the street.
He wants a price on new signs for their location.
Where do we start in shopVOX?
Do you have everything we need to price the signs now or do you need to follow up?
- Does the customer know what their budget is?
- Does they already have artwork?
- Do they have sizes and sign types set for you?
- Do they need a permit?
Yes – you have all the details? Time to create a New Quote
No – you may need to follow up? Add a New Sales Lead.
If they don’t need a quote, you can skip straight to New Sales Order.
Adding a Sales Lead
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
Creating the Quote
Editing edits is easy. Just click the blue pencil button on the specific line item you’d like to edit. Click Save when you’re done.
Maybe they want a price on a variety of quantities like 200,500 or 1000 decals. Often times you might want to also offer a slightly different option.
Just copy the line item and change the quantities or sign options. You can also copy the line item to any other transaction as long as you know that number.
You can change the status on quotes and other transactions very quickly. Proper status allows you to follow up and focus on the right thing at the right time.
Sales Orders & Jobs
Convert to Sales Order
This is an official sale. It allows you to take deposits, show balances and is considered a WIP (work in progress). You can manage statuses such as in progress, on hold and completed. Keep in mind that sales orders are not considered as your sales volume for monthly sales or tax reports.
Remember that you don’t have to start with an estimate or sales lead. If someone is ready to buy start with the order by adding a new order directly. You can do this from the customer page or from the “add new” anything menu.
What is a job? The term is used pretty loosely outside of shopVOX, but in the system it has very defined meaning.
When you create a Job from the Sales Order – you are pushing that item to your production team. The job will show up on the Job board. And you can start producing this screen printed shirt or embroidered cap.
Which one of these darn buttons do you need to press?
Here is a short explanation –
creates one job (production item) for a single line item
Create Combined Jobs
combines two or more line items into one job
creates individual jobs for all line items
Purchasing is a crucial part of any custom business.
We’ve tried to simplify purchasing and make it much easier for you in shopVOX.
There are two way to create POs for materials:
Material Req vs Purchase Order
#1 Sales Order > Create PO
#2 Sales Order > Create Mat Req > Mat Reqs > Create PO
Material Requisition = Your Need to order something and is usually requested by staff. It’s a way to compile a list to then create a PO from.
There is no right or wrong answer to this.
Some shopVOX users wait until customers have approved the proof before ordering apparel.
Some as soon as their customer places an order.
Design and Proof Approval
You’ll be a proofing super hero with shopVOX.
Having your customer approve artwork is absolutely crucial – but it can be a painful process.
Watch the video below for a how-to on you can better manage your proof approval with shopVOX.
This aspect of management is ideally handled by those in the role of production. Usually your staff will have the responsibility of inputting notes, files and updating the job status. Doing so allows everyone to be on the same page.
Imagine answering the phone and anyone being able to quickly give that customer a status update without having to yell in the back. 🙂
Time to get paid!