Tim Sines (00:04:18):

Hello everybody. Hopefully everybody can hear me fine. Looks like we have about 14, 15 people in today hopefully we’re going to have to handle everything through chat. I’m not going to be able to hear anybody, so I’m going to do my best and go through the overview of Mango, some of the new features and tips and some of the other items on the screen. If you have any questions, please use the chat and then that way we have somebody monitoring the chat. We’ll be able to hear what’s going on. It looks like all the participants are coming in now. I’m going to give it a few more minutes and let everybody get in and then we’ll go ahead and get started.

Tim Sines (00:05:16):

All right, so I’ll go ahead and get started. People will come in as they come in. So first of all, welcome, this is going to be one of many of our workshops that we’re going to do every Tuesday and Thursday at 2:00 Eastern Standard Time. We hope these are going to be beneficial to everybody. What it’s going to do is allow us to cover a lot of different topics for a bigger audience instead of doing one-on-ones, it’s going to help us to be more efficient and kind of show you guys what we’re doing with the platform, some of the new features that you may or may not have seen in announcements, just go through different tips and tricks and things to do with the platform. And of course we’re open to Q and A.

Tim Sines (00:05:59):

So if you have questions, go ahead and ask the questions and we’ll try to get to them during this workshop. The other thing I noticed, there’s a lot of people that are been using the platform for awhile that are actually in this workshop. So we’re not going to cover everything because I’m sure everybody’s tracking time. You’re doing invoicing and things like that. So if there’s something specific that you want me to look at, just put it through the chat and we’ll try to get to it. So anyway, with that, I’m going to go ahead and get started here. And it looks like Carl might be sharing his screen now.

Carl Coe (00:06:38):

Sorry.

Tim Sines (00:06:42):

Hey Carl, go ahead. And right now you’re sharing your screen. Let me go back to my screen. Okay. So we’re back on my screen and hopefully everybody can see everything fine. So what I’m going to do I’m going to hit on one new feature that we’ve just added and it’s called Mango payments and we’ve added some of you may or may not be using it already. But we’ve added a new feature called click to pay which we think is going to reduce a lot of friction with having people having to log into the portal. So basically the way it works is you prepare your invoice, you email it to your client, they’re going to receive that email and they only have to click and make a payment. So let me just go ahead and show you what that looks like right now.

Tim Sines (00:07:33):

And it’s kind of odd. So just bear with me because I’m not getting any feedback. I’m just doing all the talking right now. I really can’t see anything. So hopefully I’m coming across okay. Anyway, this is what an invoice looks like when it’s emailed out to one of your clients, let me just go out here to invoice review, just do an invoice.

Tim Sines (00:08:05):

Well, what I’m doing is I’m creating an invoice right now with no time, just the straight up narrative invoice. I’m going to save it, good invoice review. And I’m going to email this invoice to myself. Okay. Now once that invoice is received I’m going to show you what it’s going to look like for your client on their side. Okay. And right at the moment, I’m waiting for the invoice to come in. Here it is. So your client is going to see this invoice. Now what we have here in the invoice are there’s actually two new buttons now there’s a desktop portal login, which was what we had previously. Your clients would have to log into the portal and make a payment. They could view their invoice there and make a payment. Now we have to click to pay. So I’m going to go ahead and log out of Mango in order for this to work properly.

Tim Sines (00:09:10):

And let me get this invoice back up on the screen. So your client’s going to do a click to pay and it’s going to redirect them right to a screen where they will see their client name, the invoice, the amount, and it’s going to default to the invoice amount. And it’s going to say the requested amount equals the invoice amount. Your client can do a partial payment. I’m going to go ahead and do a partial payment in this case, what’s the method of payment, credit card or ACH. If your method of payment. You can only force an ACH to be done by your client. If that’s the chosen method of payment. If you want to allow both, you can one or the other, you can turn it on or off. So I’m going to go ahead and do a credit card payment here. Give me one moment.

Tim Sines (00:10:02):

I’ll select a credit card. Now, in this case, I’ve used the token or they’ve looked at the, your client has used a card previously, and it’s going to display the last four. So basically all your client has to do is do pay now and it’ll come up and show them the new invoice balance and it was paid. So as you can see, this is a much better method of accepting payments from your clients. Now, if I call this invoice up again, let me go ahead and move this out of the way. If I click to pay again, it’s going to load up the invoice again with the new balance, but it’s going to show the original amount. And if I want to do an ACH again, I’ve already used this bank with the last four digits. So all is your client has to do once they’ve initially made a payment, they just have to do pay it now. And in this case, I full paid it now the invoice balance is zero.

Tim Sines (00:10:56):

So the beauty of the click to pay is they can click to pay on that invoice over and over. If it’s fully paid, it’s going to come up and let them know that there’s nothing more to pay. You fully paid this invoice. So this is just a good demonstration of click to pay and how it works. Now, let me go ahead and log back into the program. I’ll go ahead and log in as myself here. So how you want to control the messaging in your email to your clients and the options that are available? Hey, Carl, it looks like you’re sharing again, the screen.

Carl Coe (00:11:45):

Yes. I was just showing.

Tim Sines (00:11:51):

Okay. All right. I’m going to go ahead and log in. And I don’t know if everybody heard me previously, but what I’m going to do is show you the options of how you can control the button that appears in your email that goes to your client. And right now I think Zoom is eaten up my bandwidth is why it’s running a little slower. Okay, here we go. So I’m going to go to general settings and under the client portal in the general settings, you now have these three options, invoice, email template, click to pay only the invoice email template. And this is the template you’re saying, go ahead and include both buttons, the client portal login, or the click to pay. So with this option, they can still log into the portal. If you’re using the DMS, they may want to log into the portal.

Tim Sines (00:12:56):

They may want to view the invoices. There may be four or five, six open invoices in the portal that they can view on the portal. If you just want the click to pay, then you want to choose the first option. If you’re not using Mango payments, then you’ll have no payment button at all or, so you’re not really integrating with our payments platform. So what’s the advantage if you’re not using the payments platform is it’s fully integrated with Mango. So when your client goes to make that payment, you email it out, they make a payment, your cash receipt is done for you in Mango. The payments there. And it’s available for deposit. Now, one other nice thing of Mango payments if you haven’t switched over to Mango payments is you have a lot more functionality with the portal. You can view your transactions inside the platform. You can void transactions, you can refund transactions inside the platform. You can filter out your data.

Tim Sines (00:13:54):

And another feature is you can go directly to the portal just by clicking the button. And then here you actually have more information available to you. So there’s just a ton of reports out here. The deposit report is a very nice report. If you haven’t looked at it already you could come down and drill down and see what payments make up this deposit. And this is the amount that actually settled to your bank. So this is the portal. It has a nice dashboard where you can see your activity. If you want to look at the month, et cetera, your average sales, there’s different things in here. You can schedule recurring payments if you want to set up a schedule.

Tim Sines (00:14:37):

A new feature that we have coming in Mango within the next 30 days is you will be able to schedule these recurring payments inside of Mango which we’ll be covering that in an upcoming workshop. But for now anyway, I just wanted to touch on the Mango payments if anybody’s not using it. And some of the features of Mango payments now, let me just see if I see any chat requests out here. Okay. Daniel, you asked what platform, go to accounting and electronic payments, and you can see that I’m on the Mango payments platform right here. So once you enroll what will happen is when you come to electronic payments, you’ll see a button that says enroll in Mango payments. And the enrollment process takes all of about five minutes.

Tim Sines (00:15:32):

There’s no charges. There’s no fee to get started with Mango payments, no monthly fee, no annual fee, no anything. So it doesn’t cost anything to get started with Mango payments. So you’ll come to electronic payments and you’ll start the enrollment. Once you enroll, you’re going to go through the underwriter process, which normally takes one to two days maximum. Sometimes it’s the same day. If there’s any exceptions to the underwriting, for example, if they need some additional information, we’re going to show you that right here on Mango Billing and you’ll be able to finish and upload whatever you need right from here. But once you’re approved and you’re active, this is the screen that you will see on your computer. And then you have these options available down here. You’ll see the fees and right now this is the introductory rate of 2.75, 20 cents a transaction, ACH is a flat two and whatever you’re approved for you will see that maximum allowed per transaction.

Tim Sines (00:16:31):

So if you need five or 10 or $15,000 approval, put that in your enrollment application and you’ll be approved for that amount. So Daniel, hopefully that answers your question about how to tell what platform you’re on. So the platforms that we currently have supported are UCO and CPA pay. We are moving everybody to Mango payments, which is a far superior platform. And with the click to pay, some of the added advantages are really going to help streamline payments for your firm. Let me see if I see anything else in the Q and A. I see one from “Can I get a report for the fees charged each month?” Okay. Yes. When you come back into here under reports, you can not only get your fee statements. But if you notice, if I go down here to the payment where all your transactions aren’t, by the way, this is the same thing you’re going to get in Mango. You can get it here or in Mango, but if I click this column, let me do something here. It may be under invoice. Let me see here. Give me one moment.

Tim Sines (00:17:50):

Yeah. You will see any fees that are associated with the transaction. It’s either going to be in the invoice or the payments where if you drill down on the transaction you’ll be able to see what fees you were charged. But you can’t get a fee report over here on the report section. Let me see what else we have as far as questions go. Okay, project management. Carl, you flipped it back to you. Let me dive over into project management for everybody. All right. So hopefully everybody can see my screen here. We’re in project management right now. All right. So I’m just going to go through the settings and some of you guys may be using project management or not. These workshops are good to go over some things in here. And if you ask questions, we’ll answer them.

Tim Sines (00:18:57):

The big areas we want to cover in the workshop, because they’re pretty involved is project management and the document management system. So anyway, I’m in project management right now. This is the dashboard that you will see. From here, you can flip from projects to tasks, and this is mainly used for managers and partners to see what projects are open and out there, what status they’re in for your staff. What’s pending, what’s in progress. You can see this by user and you can see it for your whole firm just by selecting these items right here. As things become, do, they will appear in this area, do this week due next week, overdue. These are all clickable. If I click right here, it’s going to bring up the past two projects that I selected. If I go back to the dashboard, these items are clickable your tags.

Tim Sines (00:19:48):

If you’re missing information on certain projects, if I click missing information, it’ll go pull all the projects in that you’re missing information for. And if you hover over these tags, you’ll be able to see what the tags are for. So let me jump into settings and show you how this thing works. These are your tags. The first two are read only, they’re reserved because the system uses these as you’re logging and work or as you extend projects, the other tags are fully customizable to whatever you want to put in there. You just simply edit what you want to put in. This is your company template library. Now you can pull in sample templates from our master template library, which is here. And you just simply add to your company library. If you want to view the workflow, you can see a typical workflow which can be changed once you bring this into your company template library.

Tim Sines (00:20:42):

So back to settings, these are your company templates that are set up and I can drill down here and see the workflow that I have set up. So, for example, if I want to look at a 1040 workflow, you met with a client or they dropped off their work, they uploaded their documents, who’s doing the tax prep, who’s going to do the billing, who’s doing the review? Do you have the signed file documents, et cetera. So this is a typical workflow. If you want to edit this workflow, just click the link and it will take you right over to the template. So this is the project template. You can add rows, you can just click in here and change your descriptions, you can reorder rows, et cetera, anything you need to do. If there are static assignments, same person in your firm is doing the billing, then you may want to make that static on your template.

Tim Sines (00:21:32):

That way, when you duplicate this template out to all your clients, you don’t have to change this. A lot of people will leave the tax preparation on assigned. Some people use a round-robin first available. Who’s going to do the tax return? It’s up to you how you want to use this, but you can do assignments on your template. So once your template is done I’m going to go back to settings and you have a couple options here. You can duplicate it out this way in batch. So if I go duplicate, I want to clone out this 1040 to all my clients over here is going to be your full client list. And you can clone this out to all your clients that you want to.

Tim Sines (00:22:20):

And I’m not quite sure why my clients are not showing here. I may have a filter, but this is how you would clone this template out to all your clients is by choosing this feature and duplicating it out. So this is the way to do an initial implementation of getting all your projects set up now to a one-off, let’s say you’re back at your project list, for example, and a client walks in the door, you’ve already cloned it. I can create from a company template, a new project. So it’s going to bring up all your company templates, and I’m going to select the 1040 say, create it. It’s going to pop over here. And I just pick my client first then 10, it’s going to bring in the workflow. You can make any adjustments you want to make at that time.

Tim Sines (00:23:05):

It brought in my due date, it’s going to repeat yearly. And you have a couple options in here to complete these tasks in order. That means you cannot do two until you complete one, if you don’t have this turned on, you can complete these in any order you want until all of them are completed and then the project would be completed. So in this example, it’s going to repeat yearly. So once it’s completed, it’s going to create next year’s project for me automatically. Same assignments, same notes that I may have down here. You can create notes on the tasks and if you do create a note by the way, it will change the color. So you know you have a note sitting out here on this task.

Tim Sines (00:23:54):

So turn around days let’s discuss this. You can set this on your company templates. You can change it on a client by client basis, but what’s nice about this. I’m going to go ahead and save this project. The first thing that you did is probably going to meet with your client and they dropped off their work. And I want to log this work into the firm. So it’s automatically going to tag it available for work. So now I have an end date. Now what’s nice about the turnaround time is it’s automatically going to put an internal due date or an out date of 10 days from when I received it into the firm. Now, why would you want to use this? Well, number one, it is nice to know when the work came into your firm, when you would like to get it out. But more importantly, if you’re in February, this is not a good example, but this is not going to show up, this 4/15 due date is not going to show up for this week or next week because it’s two months out.

Tim Sines (00:24:51):

But with this internal due date out here as things are approaching the internal due date, they’re going to start showing up on your dashboard. So it’s going to push you to get these tax returns that are been sitting in the firm for at least 10 days out the door. Now, how would you work this project? So we’ve already created one task. Let’s say you’re going to do the tax prep. And now all of a sudden you’re missing a W2. So I’m just going to put a note, I’m missing a W2, and you have an option to email your client from right here. But I’m going to go ahead and save this note. So it’s going to indicate within your firm who made this note and what day and time you put the note on here. Now, if you’re missing a W2, or you are missing any information, you may want to tag it?

Tim Sines (00:25:41):

So clicking the plus icon, you may want to tag it. I’m missing information. Okay. So now this is tagged. And you can change these assignments I’m just going to change it all to me. And if I go back to the dashboard, you can see now I have two projects that I’m missing information on. And again, by clicking that tag, it’s going to bring those projects up that qualify for that. Now, another thing to point out initially when I clicked from the dashboard, it did the filtering for me, but you can click this button here and you can do whatever filtering you want to do here. If I want to reset and just fetch all my projects, it’s going to go get all the projects within the firm. If you want to narrow your list down to a certain client, just start typing up here. And you’ll be able to find that client in the project by typing up here in the global search.

Tim Sines (00:26:38):

So I’m just going through some of the tips and tricks of how you would actually use this to clear filter, click there. Going back to the dashboard, clicking any of these links will filter for you. Come in here, I can go filter by these tags here, and we’ll go fetch that data. So you have all these additional filter options right here on the project list. So let’s go back into this project just by clicking the link and I’m back in the project. If you’ve got your information and you want to remove the tag, click the X, save it, and now you’ve removed the tag. Few other things you can do. And it’s just another way you can use the project management is if you’ve received IRS resolution, for example, you’ve received the notice and you want to upload or scan in that notice.

Tim Sines (00:27:28):

You could come in here and upload the notice in here. And every time you do a letter, you call the IRS tax practitioner hotline, whatever it is, every time you talk to the client, you can now keep a roadmap of all your communications with the IRS and your client. So you know what you’ve done on this notice, every notice you may receive, follow-up notices from the IRS, you could put it right in here with your project which is nice. So this is great for doing IRS resolution work because it really gives you a detailed roadmap of everything you’ve done to resolve that notice. So that’s one way to use it. I will point out if you notice, let me go over the status is right now, this is pending and I’ll remove that tag and I’ll remove this date.

Tim Sines (00:28:19):

Let me come down here. This is a pending project nothing’s been done. So the first status that we use is pending. Once you actually start one item, the projects really considered to be in progress at that point, because you’ve actually started to do one task. These are important just to know what have we started within the firm that’s pending and what is actually in progress? And again, when you log stuff in, we’re automatically tagging it for you. So this is nice to know from the dashboard, what all is in the firm to be worked. So once you go through and you’re completing your tasks and if you notice another thing, it says up here email was sent successfully. Let me go ahead and cover that.

Tim Sines (00:29:07):

So if you have email notifications turned on as you’re completing tasks for larger firms, big firms, you want the next person in line to get notified. Once this time task is completed, the next person in line will get an email notification to go ahead and mail the documents or do whatever they need to do on that task. So there are some email notifications which you can turn on and turn off let me go ahead and complete this task. Once you do that, we flip this switch to complete it. And this task is completed and the next one set up. Now, couple nice things you may or may not know, but I’m in the project. I want to get to the client. I just can click this icon and go right to this client history. And if you notice here’s that project that got created for me for next year.

Tim Sines (00:29:55):

Now, when you come into the client area, not the client area over here, but this is the client area in project management, you can see all active projects that you have open for this client. It could be accounting, could be their sales tax, could be their payroll processing, whatever is active, and you’ll see their due date. If you ever want to go back and see what was completed, you can always go grab the status completed, and you can go into that project and see who did what, whatever notes were on that project. So full flexibility to control your due dates, control the workflow. Who’s working on what, where you’re at in the project. And if you ever need to refer back to the history, you have it. So let’s go over here to settings real quick. We talked about email notifications. Here’s where they’re at.

Tim Sines (00:30:47):

I had the notify when the task is ready to be worked on. Okay? You can also turn these on, notify when a project is assigned, when a task is assigned, notify a manager when a project is ready for review, et cetera, et cetera. You can turn these on or off. So I think we’ve covered everything. Let me go back and look at the chat and see if there’s any questions in there. Do you need anything for the project to repeat the next period? Okay. Hopefully I covered that. What is the purpose of the repeat? Rolling test. Okay, good question. And I’ll go ahead and indicate, or give you an example of why you may want to do that. So let’s say this is an 1120 or an 1120S. Now that has to due date that 1120S, you may want to track as part of your tasks down here.

Tim Sines (00:31:36):

They may have five or six different state tax returns, and they may have a different due date. Some states do have a different due date, maybe part of doing the tax return. You want to put an annual report that may be due or some franchise report. But basically if you turn the repeat option on over here what it’s going to do, it’s going to roll this due date for this task forward, based on the repeat up here. So this is a yearly recurrent cycle. Then it’s going to roll this due date forward down here. So it’s just the way, it’s optional if you want to turn it on or off, but if there are specific due dates for tasks, which there may or may not be, and a lot of cases there may not be, but if there are, it will roll it forward to that new task so that this due date will automatically be set for you for the next year’s task.

Tim Sines (00:32:36):

So hopefully that answers that questions. Is there plans to link project management documents into the DMS? Good question. It’s on our dev list. Yeah, so if you upload it, we can link it over and it is on our dev list to actually put it into the folder on the client and the DMS. Another thing I’m going to go ahead and point out about the project management and the engagements, and this comes up quite a bit. So a lot of people will say, “What is the difference between,” I’m doing, I have a 1040 engagement for the client, but I also have a project 1040, it’s kind of synonymous, it’s seems like it’s a duplication in a way. The big difference is the best way I can explain it is that engagements are for time tracking and billing.

Tim Sines (00:33:28):

And obviously you can get revenue reports by engagement, et cetera. Projects are for due dates and workflows. So there is some overlap and what we do have on our roadmap, and we have a big feature coming out in the near term is that you will be able to in your settings, let me go back to settings. When you set up these projects here, you’re going to be able to correlate this back to an engagement. So what we’re planning to do is that way you can do budgets for time and dollars amount, and there’s going to be time tracking, that’s directly correlated why you’re working this project. So you can compare actual time to budgeted time, and we’re going to correlate that back to the engagement.

Tim Sines (00:34:26):

Another thing that we’re going to do I’m on the template, but when you’re actually in a project, we’re going to add a timer button down here, an icon, so that when you’re working your stuff, when they’re working on a task, for example, they’re starting to tax preparation, instead of going up here to start a timer and having a populate the client, the engagement, the activity, the work description you will be able to click the clock icon, and it’s going to know the client you’re working on. It’s going to know the relationship of this project, 1040 back to the engagement 1040. So it’s going to populate the engagement that you’re actually working on for time tracking to the project that you’re working on. And then of course the activity and the description. So we’re bringing out some big, big features for budgeting not only dollars but time as well. So is there any plans to like? So I’ve answered the DMS question, document management system. Let me see if there’s anything else.

Tim Sines (00:35:34):

So what do you use project management for making a to do list? Okay. A good question. Good question. So you can use the project management for one-off to-dos. There wouldn’t be much of a workflow for a one to do item, so you may or may not want to use project management for that. What we do have is on the dashboard. We have these to-do lists. Let me go ahead and bring in a few more things here. So we do have a to do list and let me just explain what the differences are between this or why you may want to use this versus the project management to set up a to do. The vision for this was mainly to get rid of just writing down quick notes, getting rid of this yellow sticky notes. Maybe somebody took a phone call or they want somebody to call somebody and you can quickly add something here, maybe the categories of telephone call.

Tim Sines (00:36:32):

Okay? And you want to sign this to a staff, okay? So that this is going to show up and maybe you want to make it a high priority, get back to this client. Their tax returns been sitting here for three weeks. We need to get it out. So this is what the dos are used for. They’re just really for a one-off reminder type thing, or you want to communicate with your staff of something that needs to get done. Now, the beauty of the Kanban set up here is that you can just drag and drop these, if it’s goes from a low to a medium priority, if it’s a higher priority, you can move it over. And then as it’s done, just move it over to complete it. And now it’s in your completed list.

Tim Sines (00:37:16):

We don’t bring in the full history. You can use these filters here to bring in what you want to bring in. If you want to bring in everything you can bring all in. Obviously, may or may not load up a lot of data. Another nice feature is you can use these filters if I just want to bring in my Mango Billing to-dos, I just quickly filtered out all my to-dos for Mango Billing. You could do the same thing for phone calls. Just bringing my phone calls. So that’s the primary difference of the project management versus to-dos. You can certainly do to-dos over in the project management. It’s just preference if you want to use it, if you’re not using it, you can hide it with these buttons here and just button it up and then you can open it. So hopefully that answers that question. Let me see if we have anything else.

Tim Sines (00:38:10):

The clock feature will be great. Thanks, Daniel. Project management, project list view. Is there a way to filter by tasks? Yes. Okay. Let me go through that, good question. I’m going to jump over to project management and I’m going to go to the project list. Now, if you notice we default to the project tab, there’s the task tab. So what this will do is bring up all your tasks and you can certainly, and I have a lot of data in here. And plus I think my bandwidth is actually slow down with the Zoom meeting, but again, you can come in here and filter by client. You can also filter by tasks. So if you want to filter, what e-file documents that we have hanging out there, then they have not been signed. Once you start typing.

Tim Sines (00:38:58):

So these are all open items. So you could quickly filter these tasks out and see who are we still waiting to sign their e-file documents? So this is one way to quickly get the tasks and see it in a list. If you want to get to a specific client’s tasks, if I start typing, a name, if I type it right, it will just bring up the tasks for this client here. Now another thing I’m going to point out that when you’re in the dashboard and I go to tasks here. If I click these tasks here that are ever do, then it’s now going to go directly to the tab for the tasks that are overdue. So now that’s one way of using the dashboard is to go back to your dashboard. And if you notice we’re saving your last selection.

Tim Sines (00:39:54):

So if you are using the dashboard for tasks, then we’re going to keep it when you come back to it, if you’re on the projects, we’ll keep it. So this again is just a quick way of seeing all right, we have nine tasks that are overdue. We have some tasks that are due next week, this week, et cetera. So hopefully what was the question? Let me make sure I answered it. Is there the way to filter tasks, for example, want to know which tax returns are currently in progress? Yeah. So that’s the best way to do it. Is when you’re back here on the task list is you can search by that task with the description. I mean, they should all be uniform and the same description to get them all. And like I said, this thing is normally quicker, but I think that my bandwidth.

Tim Sines (00:40:44):

That’s how you do that. Another thing I will point out here is that whatever you put in here for your filters, they will stay if you’re on project management and you set some filters, whether it be in the project side of it or the task side of it, if you go back to do some billing, put in some time, view your timecard, time sheet, when you come back to project management, those filters will remain. They’ll stay there. Even if you exit out of the program and come back in the last filter settings will stay. So if you’re used to filtering by a certain manager for yourself or a partner, and however you said it’s going to stay there for you. Another feature that a lot of people probably don’t even know about, but let me go ahead and point it out is if I come out here and say, give me all my 1040, all right.

Tim Sines (00:41:37):

So just found 544 records that had 1040 in it. Now this is a perfect example. The due date was 4/15. What did they do this year? They moved it to May 17. Okay? So you come in, here select this. And if you notice, once you select, keep your eye over here on the right side, you had now had these batch options, okay? It’s a little hidden Jim, a lot of people may or may not know about. And that’s the purpose of these workshops is to point out these things that you may not have seen in the platform, but what you can do is somebody is preferring to call me. How about that? Anyway what you do is I can come in here and batch update these projects, and now I can choose what item that I want to update. So I could just put in the May 17th new due date and go update all these selected projects.

Tim Sines (00:42:43):

So it will go change all those due dates. If, for example, you want to complete your tasks in order, I don’t want to update this. Don’t check that and leave it blank because it will put a blank in there. So whatever you have checked off, it’s going to take whatever you have over here and replace it. So be sure what you have selected before you go to an update. But let’s say for example, you cloned out all your projects to all your clients. And the partner comes along and says, “You know what? We wanted all of these to be completed in order, we didn’t do it when we climbed it.” You can do it after the fact, just come out here and check the box and go update them. Now I have them all updated. You can go select a few that you want to update. Maybe you want to change the partner assigned, or the manager assigned. You may want to add a repeat on them when you didn’t have a repeat.

Tim Sines (00:43:34):

So this is basically used to batch update projects, which is a great feature. Okay? You can also change the extension date if you want to, but let me go point something out. A lot of people don’t know about. So I’m in the 1040, and if I want to extend this automatically six months, I can just come in here, select it automatically, put my extension date in and it automatically put the tag on there for me. So now from the dashboard, I’ll be able to see all my extended projects. If I click that tag from the dashboard, it’s going to show me all my projects that have been extended. You can do it one by one by one this way, or again, you can do it from the batch update feature, whatever you want to do.

Tim Sines (00:44:21):

Now the batch update feature is also useful. Let me let all come back in here. You select a few let’s over here. You want to delete them in batch. You couldn’t delete them in batch. You want to complete them in batch, you come in here and you say, “You know what? I didn’t update my tasks. I never came back in here. I know it’s just me and I’ve done everything I want to go in here and I want to complete these projects, you can complete them in batch. Okay? Complete selected items.

Tim Sines (00:44:53):

So that’s another way to complete your projects and have them roll forward. Not only can you do it this way. And again, I’m covering things a lot of you guys may already know some may or may not know, but you can also complete it here from the dashboard. You don’t have to go into the project and select the task. If you want to complete all the remaining tasks at one time, you can do it from right here. So from tasks, you have the same feature, which you may or may not need. I’ll give you a perfect example. It happens let’s say I want to go filter.

Tim Sines (00:45:32):

I’m going to go up here and use my filters and I want to go get everything that’s assigned to Michelle. Okay? Michelle is no longer with the firm, so I want to go change all of Michelle’s assignments on all my tasks. So this is very useful. So I could go filter out, go grab all my tasks that have Michelle, and then I could select them. And then you come over here and batch update your tasks. So you could change that assigned user right here. Very, very useful. All right. So hopefully I’m covering things that you guys may or may not know about. Again, feel free. Okay. I’m seeing a few messages come in once, and I appreciate that feedback that, that was helpful. Lets me know it was helpful.

Tim Sines (00:46:25):

“Once a project has been cleared, I noticed the project disappears. Is there a way to view all clear projects?” Yeah. You could use these filters. So we do keep in mind that these filters will, if you have it set to go find everything that’s due this year, for example, and that’s your filter, you may not want to see your projects that have been completed automatically for next year. So this may be a filter that you want to save and keep in here. I only want to see what’s due this year. So you would use that filter and only your projects that are due this year will show. Now, when you complete it, your question was, you see it disappear. That’s right, because it’s not going to show up within the filter requirements. If you want to see the completed projects, you could come down in here and say, “You know what, show me all my complete it’s from right here.”

Tim Sines (00:47:22):

So again, why would you want to do that? So maybe you want to go through and see everybody that’s been completed for this year, if you want to see that list. So hopefully that answers that question. Once the project has been clear, all tasks check box have been checked. I noticed the project disappears. Is there a way to view all clear projects? Yeah. So clear projects means completed. Yeah. Is there a way to view completed projects? Yes. All right. So that’s on project management, hopefully we’ve covered what we need to on that. If there’s any more questions, put them in the chat, we’ll cover them.

Tim Sines (00:48:01):

Let’s jump over to document management real quick. We only have about 10 minutes left. I noticed there’s a lot of repeat, a lot of users that have been [inaudible 00:48:15] at time, to do your timecard timers, time sheet, et cetera. So I’m not going to cover all that. Let me cover one thing that is a new feature because I like to cover the new features in here. Because you may or may not know about it. Recurrent invoice is big, big new feature. And we plan to expand on this quite a bit. So recurrent invoice now could have multiple engagements assigned to it. You can also have expenses assigned to it and you can also review your time before you actually invoice it. So for here this is just the main type of invoice that I’m doing and frequencies annual the amount, if I want to click here, here’s my engagement, if you’re doing narrative, obviously preparation in the current year is a wild card. If you guys don’t know about the wild cards, the ^CY is current year, ^PY is prior year, ^CM is current month and then PM is prior month.

Tim Sines (00:49:27):

So those will automatically get replaced for you. When you go to generate the invoice. Now for this invoice I have it to release the time and it’s going to release it any time that I have for this engagement up through 6/19. Okay. And if you want to change the standard billing amount, you can change it. You can change your descriptions, you can edit whatever you want in here. Now this isn’t a good example. There’s no time, but let me go get an accounting and get the recurrent invoice. And so here, it’s pointing your time automatically through 9/19, I have seven hours and I can automatically see because of this, I’m billing on a recurrent basis, $165, and I’ll be able to, so immediately if I’m reviewing it in recurrent invoice, what my write-up and write down is if I want to review that time, you can view your time records right here.

Tim Sines (00:50:22):

You can optionally elect not to relieve your time. If you uncheck it. This is not a new features now on your tables, if you’re not using them. If you want to bring on the user, you can bring them in. We save these settings, we save them. So whatever you save here is the next time you come in, these column headings will be set for you. So if you ever see this out to the right, we call this a column chooser and you can select your own columns and customize this table how you want it. Another thing that we added, if you’re reviewing your time, if you notice I’m doing the 1120S engagement, but I’ve recorded time, and this is not legitimate, but it might be a meeting, a phone call, the tax prep could be a lot of different activities involved to do that 1120S engagement.

Tim Sines (00:51:12):

But if you want to filter out certain activities, you certainly can do that to review the time just for that activity. You can clear your filter. And again, we have batch operations okay. Another new feature you may or may not know about, you can reassign selected items. So for example, let’s say this time was being tracked to a client. It was the wrong client. You want to move all this selected time to a different client engagement. You could select that, select your client engagement. It’s going to move this time to another client. So again, these are all new features here recently within the past couple of months. And a lot of power to this. Now, let me just point out what is common.

Tim Sines (00:51:59):

I’m going to stay within the next 30 days, with our Mango payments platform we are adding where you can set up an electronic payment now for this recurrent invoice. So the process here is, is that you’re going to set up your recurring invoices that you do, whether it be monthly, quarterly, annually, you can set up annual ones in here. And then if you want to automatically process this with a payment, what we will do is we’re going to do an automatic. If you turn it on, it’s optional, two days in advance, five days in advance, it’s going to notify your client. Hey, we’re going to charge your account. We’re going to either credit card or ACH. You’re going to notify them three days in advance, whatever you set it for. They’re going to get an email to know that they’re going to be charged.

Tim Sines (00:52:45):

You’re going to come in. You’re going to process all these invoices. It’s going to go initiate the electronic payment. If it’s an approved transaction, it will process the invoice, process your cash receipt. You’ll have the payment applied to your invoice all in one step. So you’ve generated your invoice, generated your payment. You’ve actually been paid. It will settle to your account automatically. And we’re streamlining that process dramatically to speed up this whole invoicing collection process. So this is version one of this very, very new release. Version two is coming with electronic payments that you can add on. To these recurrent invoices and the third iteration version three, which we’re coding it is based on this schedule date. If you turn autopilot on, we will automatically generate these invoices for you, automatically generate the payment without you even having to come in here and turn the checkboxes on or off.

Tim Sines (00:53:51):

It’s solely up to you. If you want to use the autopilot or not there are some firms that, for example, they’re doing payroll every two weeks or monthly, and it’s very cumbersome to generate a lot of bills and in turn, do the payment. This is going to speed that process up. So that’s what’s coming in recurrent invoice. We hope you guys like this. This does come up quite a bit. People say, “How do I uncheck all these?” I’m checking, there’s some complex things in here. So we’ve added the button on select all we’ll unselect these items here. So anyway let me point out a couple of other new features. I like to point out the new features when you’re in here. I don’t know if you guys have noticed, previously you couldn’t preview an invoice until it was finalized.

Tim Sines (00:54:39):

Okay, now, we have this nice preview button and it will go out there and preview that invoice for you prior to generating it. So you don’t, and if you notice it automatically put the wild card in there, I had to see why I put the current year in there for me. So if you notice this icon here on recurrent invoices, that’s a new feature. We also have it in manual invoice. A lot of people requested, “Hey, why do I have to save my invoice? I want to look at it before I finalize it.” You can now with the preview button. So if I’m in manual invoice and I click preview, it’s going to go out and generate rather it’s a detail invoice or a narrative invoice. It’s going to give you a look at that invoice before you finalize it.

Tim Sines (00:55:31):

So that’s in manual and then in batch invoicing. And I don’t know if a lot of you guys are using batch invoicing. There’s been a lot, a lot of improvements in batch invoicing. We have just added tons of functionality in here to review the time easier, the whole UI has been improved. And again, this thing has a ton of data and my bandwidth is eaten up from Zoom, but it’s basically what batch is doing is going out and grabbing all of my whip. And it’s bringing everything in. So you’re getting a full 360 view. I’ve got $168,000 with a billable time out here in whip. But a couple of features, let me point out is you’re bringing in all your engagements. You can pick and choose what engagements you want to bill for. Obviously once you select it, you can now view that time, you can uncheck or check time to relieve it, you can edit your time records just by clicking in it. It’s all in line editing now.

Tim Sines (00:56:32):

We have batch options in here, reassign time. Lot of new features here, these all have been added, last 30 days, you may or may not have seen them. This is the point of the workshop is to cover these things that you guys may not be seeing as we’re releasing them. Another nice feature, I’m looking at 121 food, what if my invoice has been to 121 food, I can see their balance here. I can see their invoice history, I can see their payment history. If I want to preview this invoice new feature, you can now preview this invoice prior to finalizing. So why would you want to use batch?

Tim Sines (00:57:10):

Well, a lot of people have fixed fee billing arrangements with their clients and they just want to come in here and select it. And maybe here’s another feature, the filters up here. I just want to bring in my fixed fee engagements, go fetch them. And it’s going to go grab all those engagements that have fixed fee only. Now you can use the filters to filter out by engagement. Maybe you’re only billing for our accounting, you’re only billing for payroll, you’re billing for whatever the engagement may be. You can filter out just for those engagements. So anyway, these are all fixed fee. If I select that I think I can quickly see right up and right down. And if I’m just billing straight up for time et cetera. So a lot of good features there that’s batch billing.

Tim Sines (00:58:06):

What else retainer? I think you got enough. Retainer invoice, we call it progress billing. It’s the same retainer and invoice. If you want to fire out an invoice to your client and get paid and get to get the money in the door and then go track your time, you’re going to do your invoice associate your time with that invoice and then apply that payment to that invoice. So that’s a way to use retainer or progress billing. So let me see if there’s any more questions. Thanks, Rachel. She likes the feature updates like that feedback. And by the way, we appreciate feedback good or bad just to let you guys know. I mean, we’re growing the platform, we’re putting things out daily, weekly, and it’s all from your feedback. So we do appreciate your feedback, Daniel. I know you give a lot of feedback, we appreciate it.

Tim Sines (00:58:59):

We try to implement those things as we’re going along with the big feature updates. So we do appreciate back. And there are things coming out to the platform every week and we try to make announcements hopefully you guys are seeing the announcements, but these workshops are going to be useful. We think to not only go over things that you may have questions about instead of using the chat channel for support, you can now use these workshops for questions and maybe see how certain features are used, new features are used and things like that. So we’re going to have these every Tuesday and Thursday, 2:00 as we go along, we’ll improve them. We’ll get better and better with how we present them. And we welcome the feedback and questions, problems you may be having, let us know.

Tim Sines (00:59:54):

If there’s any, if you find a bug, report it, we hope there’s not many, but if you find them, let us know, we fix it normally within hours. Okay. So we do appreciate all the feedback we get and hopefully all these suggestions that you guys are putting in, you’re starting to see them show up in the platform. Well you have these workshops available to view later. Yes, we are recording these workshops. So we will date the workshop. So if you want to refer back to our workshop, you certainly can. We’re going to try to cover the topics. And again, if you guys have a suggestion of things you want to cover in these workshops, let us know, and we’ll certainly cover them in the workshop.

Tim Sines (01:00:40):

We didn’t really get on the document management system. I’ll just take five minutes. We kind of hit the one hour. Anybody wants to drop off, they can, but real quick again, there’s a lot of new features and the DMS, it’s just a better UI. The drag and drop functionality is a lot better, a new feature. We just added the archive. So if you accidentally delete a folder, you delete files there. They’ll now show up in the archive over here and you can actually reinstate or restore those items that were accidentally deleted. If you want to permanently delete those items, you can out of the archive. I’m just going to touch on a few items. I’m not going to dig in to too much of the functionality with the DMS. I’m just going to give you the overview. The big thing is if you’re not using it, ImagineShare is a great way to request documents securely from your clients.

Tim Sines (01:01:37):

It’s an email plugin. You email out of request for documents from your client. You can have it in your signature block. And whenever your clients want to upload documents to you securely, they can drag and drop into your email. Very, very big. There’s no logging into a portal for them to upload documents. They can do it all via email, which is big reduced there’s a lot of friction with your clients to get those documents. Now, how has that working with Mango? We now have the integration with ImagineShare and Mango. So for example, you request those documents from your client by email, they will magically appear in the Mango Billing DMS, there’ll be in both places ImagineShare and DMS they’re bi-directionally sync. If you upload anything into ImagineShare, it will show up in Mango. If you upload documents Mango, your clients upload documents may be in the client portal in either portal for that matter, ImagineShare or Mango, there’ll be sinked up.

Tim Sines (01:02:40):

Now, the other advantage of ImagineShare not just request the documents securely, but as now, the e-sig functionality, now you can get documents signed via email. So there’s a lot of great features with the ImagineShare product. If you don’t know about it request a demo, a one-on-one demo with the ImagineShare product, see what all can do for you. See what the functionality is. If you think it’s going to solve a lot of friction that you have with your clients currently logging into a portal to get those documents, et cetera. I think you’ll find that it’s going to be a useful tool especially in taxes and when you’re requesting a lot of documents from your clients. So I’m not going to touch on, oh, how does sync ImagineShare to the DMS? Let me show you that real quick.

Tim Sines (01:03:33):

So in the general settings under integrations, we have this ImagineShare tab. You’ll generate a key, and then when you’re in the ImagineShare product, you’ll generate an API key. All you have to do is cut and paste that product key, the API key here and connect. Once you establish that connection, you’re bi-directionally sinking anything you’re doing. Anything you do in Mango or ImagineShare will match up. If you create a client in Mango that client will be set up in ImagineShare and vice versa. So we invite you to take a look at ImagineShare if you’re not already, it’s a great product. And with the e-signature built into it you’re just going to get a lot of functionality with one platform. I don’t see any other questions and we’re past our one hour.

Tim Sines (01:04:26):

Again, this was our first workshop. We invite you to send us emails for things that you want to see in the workshop. We’ll certainly include them in these workshops every Tuesday and Thursday at 2:00. And we hope that this is going to be a useful tool. We hope to get more and more people in these workshops and get answers that you guys are looking for. Questions answered. Again, you can make suggestions in the workshop as well. We welcome those and hopefully you guys found this useful. So with that, I’m going to go ahead and end it here. I don’t see any, can you contact, okay. Okay. Yeah. Okay. All right. So I’ll end it here and thanks for joining and hopefully we’ll see you in Thursday in our future workshops if you guys feel you need to be, all right, thanks a lot.