Tim (00:04):

There’s an email log, and this is a new feature which we’ve just added, which is projects, which will now allow you to see correlate these open projects from project management at the client level. A lot of people don’t actually realize that you can get to a lot of information right here at your client level. For example, the note log. We’ve updated this to go to a timeline view, which is nice. If it’s a big note, you can slide it out and look at that note.

Tim (00:38):

Anyway, there’s a lot of useful information in here. The WIP, for example, you can come right into your client, you get a breakdown by engagement of your time, the dollar amount, and you can actually view that time. You can also reassign your time to another client. I’ve just given you a broad overview of what you can and can’t do on the client.

Tim (01:00):

In the payments tab, a new feature that we’ve added, I’m just going to go and touch on this because this is new. If you have an advanced payment, you will see that there’s now a debit memo option. You can convert an advanced payment, a retainer payment to a debit memo now. This is a new feature.

Tim (01:20):

If you want to drill down, click the arrow and you can see how this $3,285 was applied out to your invoices. Just a lot of good information here. You can reverse payments from here. You can actually, a lot of people don’t even know about this, but you can process an NSF. If you do the deposit, it came back returned, we can handle that transaction right in the payment screen. Invoices, self-explanatory, you can filter open paid, and drill down and see any payments that were applied to your invoices.

Tim (01:54):

General overview of the client area. Well, let’s go into the engagement here real quick. A lot of people may want to do a fixed fee type of arrangement their clients. You have the option to set this engagement, which is 1120S, put a fixed fee. Now, what this means is when you go to invoice your client, and manual invoice or batch invoicing, it’s automatically going to bring this fixed fee in and it will show you the write-up on the right down on the screen.

Tim (02:26):

You have the option to go hourly for invoicing or fixed fee. Either way you have the option to write up or write down your time, even though it’s a fixed fee, you can still change your invoice amount as well. That’s in the engagement. A lot of people don’t like to dive in at the engagement level, but even though we’re showing all the invoices at the client level, you do have the option to see just the invoices at the engagement level, if you want to, or your time at the engagement level, or notes at the engagement level.

Tim (03:01):

You can dive deeper down to the engagement level underneath of a client, or you can just simply stay at the client level, which I’m at now, and I can see all invoices for the client which include all engagements. All payments, all time, et cetera.

Carl (03:17):

Hey Tim.

Tim (03:18):

Yeah.

Carl (03:19):

Couple of questions. James, if you could give a little more description on which part you want to see. We’ll go back to it. Daniel asks, in Mango Billing, I cannot offer a ACH. Why is that, and what can I do about it?

Tim (03:35):

All right, I’ll answer that quickly for Daniel. Back in settings, under general settings if you’re an admin, you want to go to client portal and here are your payment options, credit card only, ACH only or both. The way that this works is you can set this at the company level. If this is what you want for all your clients, that’s fine. You can also go back to the client, I’m selecting at the top menu, go into the client, go to the settings tab for the client, and you can elect not to use the firm defaults. Maybe this is a client that you do large invoices for. You don’t want that client to pay by credit card and maybe you want to uncheck firm and go ACH only. If you’re not seeing the ACH… I think you said-

Carl (04:31):

He wasn’t able to process ACH, and so that’s what he was looking for the guidance on.

Tim (04:35):

Okay. Did that answer your question, Daniel and the settings, how to check that?

Carl (04:42):

Yeah, you can do it at the firm level or the client level.

Tim (04:45):

Correct.

Carl (04:48):

Good. James, let us know which section you’re referring to and we’ll go back to it. Okay Tim, sorry to interrupt.

Tim (04:59):

No, that’s fine. That’s fine. I’m going to try to guess at what James said. How did I just do that? I was just at the client and I’m just accessing these tabs here. If I want to dive in deeper to the engagements, I want to click the engagement tab and then click the engagement. Clicking the engagement will dive in now at the engagement level. I’m at the 1120S engagement, where I can set hourly fixed fee, take notes out here, just on this engagement and things like that. Hopefully that answered your question, James.

Carl (05:41):

Dan Raimi asks, I get a retainer that is only applied on the last invoice of an engagement. How do I not apply the retainer to all other invoices?

Tim (05:54):

The retainer, I get a retainer that is only applied. A retainer in Mango is a request for payment. You send that retainer invoice or progress bill to your client and you get the payment into Mango. At that point in time when you receive against that retainer invoice, which is basically not a real invoice, it’s just a request for payment, you now, once you receive the payment, will have an advanced payment, which will reflect that you received an advanced payment on a retainer invoice.

Tim (06:31):

Now, you go track your time and you want to go invoice or relieve that time from whip. You go prepare the invoice, allocate or relieve your time to that invoice and you can apply that payment to that invoice. In effect is what you’re doing is you’re getting paid in advance, tracking your time, doing another invoice to actually associate your time to the invoice and apply the payment to that invoice.

Tim (07:01):

Now, at that point in time, you can also do a write-up or write down on that final invoice. Or you can leave a balance due and send it out to your client for a remaining balance due. You didn’t collect enough retainer, for example. Hopefully that answered that question. And Daniel’s check-in the ACH settings now, just let us know if that solved your problem.

Tim (07:28):

I don’t see any other questions. Let’s go and we’ll continue with the overview until we get more questions coming in. But time tracking, there’s different ways to get it in. We have timers up at the top, no matter where you’re at in the program, you can add a timer. I’ll go ahead and start a timer for now. Select your client. Once you select your client, it will populate their engagements. Select your engagement, you can start typing any part of your activities name and it will find it, so say I’m doing tax prep. You can modify your work description or you can use a shortcut and it will put your text in for you. If you don’t know your shortcut, the at symbol or the ampersand will bring up a list of your shortcuts and you can select it and it will put in that text for you.

Tim (08:18):

Once you save it, you’ll see an orange icon letting you know that there’s an active timer. This timer can be paused, it can be started, you can edit this, say you forgot to start it and you want to change your time, you can edit it, click anywhere in here. You can add hours and minutes. Now, once I save it, I’m saving the timer not the time record. It’s just the timer. It’s now going to start incrementing at one hour and four minutes. If you want to pause it, you can add multiple timers, and if you want to save all of your open timers or timers that you have paused, save all will do the same thing that I’m going to do right here. I’m going to save it, and I’m going to say convert this to a time entry.

Tim (09:10):

If you notice, it’s converting my actual time of one hour and five minutes to a decimal, 1.08. Here’s my billable time on a quarter hour increment. If I save and close this, I’ve now created a time record. Even though you have a timer open and an operating, it’s not going to commit a time record until you save it. You can save on one by one and you can edit and change items in here, or from up up here if you have timers, you can save them all at one time. That’s used on a timer.

Tim (09:47):

Time sheet entry is more used for, and this question came up the other day, I’ll go ahead and hit on it now, is this will show your… This is the time entry I just did, by the way. It will show your actual time and your billable time. You do not get this on the time card. I do need to specify that if I pop over to the time card entry, you’re only going to see billable time on the time card, not your actual time. If you’re tracking live with actual time, you’ll probably want to go to the time sheet entry so that you can see your actual time versus your billable time.

Tim (10:30):

Why I’m on the time sheet entry here, you can see that I’m on Thursday, July 15th. You can navigate to any one of these tabs to view your time, like I’m doing right now. You can also navigate using the date navigator and you can go to any week and get to that time. You can also just go to today, click today or navigate forward and backwards. This is time sheet entry. It’s just a different view of seeing your time. If you’re an admin, you can view other staff, their time sheets and you can add a time record from here.

Tim (11:08):

If you click the add time, you can create your time record here. This dialogue is the same dialogue that you can access no matter where you’re at. If you’re in the client area, you’re in project management. We also have quick links up the top, that no matter where you’re at, you can start a time entry or create a time entry and this dialogue will pop up. You will stay on your existing screen and you can go ahead and add a time entry. Just review the quick links. It’s a quick way to set up a client here. Here’s where your shortcut codes are for those items that you want to just type slash 1040 and put your text in. Good idea, just to review these little quick shortcuts up here, how to navigate quickly.

Carl (11:57):

Huge time savers. Hey Tim. Daniel’s got a couple of suggestions here, a couple of bits suggestions.

Tim (12:04):

Okay.

Carl (12:06):

Make the line between the black menu and the white tabs hyperlinked. This way you can backtrack, like a back button.

Tim (12:16):

Yeah. We’ve had that suggestion. We’re actually looking at that Daniel. I think what you’re referring to is these breadcrumbs up at the top, I think is what Daniel may be referring to. Is that what you’re referring to, Daniel, the breadcrumbs?

Carl (12:39):

Probably. Yes. He says yes.

Tim (12:41):

Okay. Daniel indicated. We can add a timer on that button, Daniel. Good suggestion. The way you would currently delete a timer is you’re indicating add a delete button up here, which we can do that. What you would currently do to delete this is you would have to go to edit and then delete it, and that will delete it. But a good suggestion, we can add a delete button, so you don’t have to go hit click the edit, and then delete.

Carl (13:20):

Here’s another comment. I can’t tell who it’s from, but it says, “I have found that if the client’s name is too long, it pushes the timer off the screen and you can’t see the pause or finished buttons.”

Tim (13:34):

Okay, I’ll make a note of that. Okay, so we might have to just cut it down to, if it’s a very, very long client name, we’ll just say only have to display like 25 or 20 characters of the client name, or we’ll check the wrapping, so appreciate that. I’ll make a note of that, client name.

Carl (13:59):

Good feedback.

Tim (14:08):

Carrying on with the timers, the time sheet entry again, I think you guys are all familiar with this view. Timecard is great for if I’m working on first and 10, this tax return. I come in Friday, I can add more time, and if I want to edit the memo, I can pop this up and edit the memo, and I could come in Saturday, put two more hours in.

Tim (14:34):

If you notice, the blue background is shaded, and the purpose of that is to let you know that you have uncommitted changes and also this button will enable. In order to commit these time records, and the reason why we don’t save them each time, is we don’t want any lag or slow down if you’re entering time across clients for multiple days. Just clicking the update button will now commit those records to the database.

Tim (14:59):

If you want to add and do a time record from here, you would just select your client, select their engagement, select our activity, and just go to whatever day of the week. We do highlight the day that you’re on. 7/15, this is the current day, just as a guide so you know that, okay, this is where I want to drop my time for today. That’s just there as a guide. If I navigate back, you can see I don’t have anything highlighted. If I go back to today, we have the little highlighter up here for you.

Tim (15:33):

Another feature that we just added recently is this column chooser. We have this in a lot of different places now, and we do save these columns. For example, a good example is back on your client’s screen, you may not be using groups. If you don’t want the groups on your client list, you can uncheck it and now the groups won’t display. If you want to bring something else in here, for example maybe their email, and you want to see their email on the list, you can see the email on the list now. If you navigate a way and you come back, it will save those changes to all of your lists, based on your last selections.

Tim (16:15):

Back to tracking time, you could do it from the quick links up here, time sheet entry, timecard entry or batch time entry, which is just like putting your time in, I’m putting time in for Tim signs. You can select the staff that you’re putting the time in for. It’s just like a spreadsheet type entry. Again, you have to come across, select your activities, and here we’re putting your default description in but if you want to edit it, just click the icon and you can edit your description. Once all of your required information is in there, then you’ll be able to save.

Tim (16:55):

If you’re missing required information, which is denoted with the red asterisk, if you notice, and this is true for any part in the program, if required information is not entered, we’re not going to let you save that record. If you ever see a shaded out button and you’re trying to save a record, look back for all the required fields, and if I go in, put the amount in, now I can save. This is true for everywhere.

Carl (17:23):

Hey Tim. We have a question from Carrie. Will there be an option for us to send to multiple emails for clients in the future. To my understanding, we can only have one email set up at this time.

Tim (17:42):

I guess that’s a two-part question. You can send multiple emails for invoices and statements, and we’ve just now added on project management where you can have multiple staff assigned to a task and it will email out multiple statements now. In that regard, yes, you can send out multiple emails to various people at a client that want to get an invoice, for example, or a statement.

Tim (18:14):

Now, as far as our batch type email system, we don’t have that yet. I guess that may be what you’re asking and I guess… For example, back in DMS, if you call a client up, we do have an invite email that you can send to this client to invite them to, say for example, the client portal. We are going to have a batch option where you may want to invite all your clients to your client portal.

Tim (18:47):

But in order to get out multiple invoices to a client, all that’s handled in your client, you go into your client and you go to contacts. This is probably a good thing to point out right now because this is fairly new. We control all of the access to the portal and the emailing at the client contact level. For example, if I want this contact, Burren, to get emailed a statement, I don’t want him to get an invoice, or I do want to get an invoice, he can or cannot have access to the portal. If you want to give them all three, you turn all three on. You can also do a portal invite from here. An email, which will invite him to the portal.

Tim (19:29):

I could set up five contacts in here, all saying that, indicate that you want to email out an invoice. Whenever you do an invoice for this client 121, all five of these individuals will receive that email. Another thing you can do, if you have a client that can’t log into the portal for whatever reason, and they have access, you can reset their password to blank or nothing, which will require them to create a password the next time that they log in. That’s a useful feature. If you have a client that’s indicating, “Hey, I forgot my password.” You can actually reset their password right here for them. Hopefully that answered the question.

Carl (20:20):

Yeah. She also asked, can you show us how to send multiple invoices or invoices to multiple people?

Tim (20:27):

Yeah. I happen to have Burren set up here twice, but let’s say this is Tim and Carl. If I go back to the invoice tab, and for example, I wanted to send out this invoice. You can do this in batch when you’re doing all of your invoicing, or if you can send it off at one time. But if I click this email invoice… Let me just see something here. Let me select a client here.

Tim (21:01):

If Tim and Carl were set up to receive this type of an email for an invoice, by clicking that button there, it would send out an invoice, an email to Carl with his invoice attached, and it would send one to Tim. It’ll do it for you automatically. If you have five contacts set up on the client record, all five will receive that email once you click this button. Right now send, there’s no email to send to. I don’t have an email set up for this person. We’re just warning you, hey, there’s no email address to send to. But however you have it set up over here in your contacts, that’s who’s going to receive the emails.

Carl (21:47):

She says that we’ve answered her question.

Tim (21:49):

Okay, good. We’ve hit the time tracking. We did an overview. There’s some more overview, but I guess let’s just dive into project management. That seems to be the most popular topic. I’ll start in the settings and project management, and this is where your company templates are maintained, where they’re set up. You can drill down from here and see the workflow and how you have the templates set up for assignments.

Tim (22:23):

For example, a 1040 template, there might be one person that does the billing every time, so you could statically set them up on this template. When you duplicate this out, duplicate it out to all your clients, this will be set up as is. If it’s on assigned, then you can assign it at the client level, but these are your company templates.

Tim (22:46):

We do have a master template library where we’ve set up various templates, for example, a new client set up. If you want to view it, you can view it, met with the client, that engagement ladder welcome email, set up billing software, set up in the tax software, did a review meeting with the client. These are just some samples. If you want to add them to your company template library, just click it and it just added it to your company library. If I go back to settings, you should have that template in there. New clients set up.

Tim (23:21):

How are these used? Once you have them set up the way you want, you can clone these out to your clients in batch right here by selecting it, duplicate, and then all your clients will come up. You can change things as you want over here, select one or all of your clients and clone it, and it will all these projects for you.

Tim (23:48):

Now, you can also filter this list. If you may be assigning out, say for example, a 1040 type of project, it’s going to tell you, I’ve just pulled in 552 individuals and I want to assign this new client set up, which I wouldn’t do in this case. But you could click the button and 552 projects will get set up. Again we have a column chooser. If you want to filter by groups, managers or billing partners, you can bring those in and you can type it in up here and it will filter your list by billing partner groups, et cetera. That’s the way you initially set up and get your projects assigned out.

Tim (24:30):

Some other items in here are your tags. There’s two read only tags are reserved tags that we use for when you log work in and when you extend a project, we use these tags automatically. The other tags are modifiable. You can put whatever you want in and you use these tags for whatever you want. We have email notifications, that you can review these, but the most popular is notify when a task is ready to be worked on.

Tim (25:01):

As you’re going down through the order of completing, say, I completed tasks number one, Michelle would get notified to do the tax prep. Once Michelle completes task number two, Tim will get notified to do the billing. If you want to turn on those automated emails, you’ll want to check that and you’ll receive those emails. You can use them for these other items and you can just look and use them as needed. When projects are assigned, tasks are assigned, it’ll fire out an email.

Tim (25:33):

This is your settings area in project management. Where you’re going to come in at mostly when you click the menu item, is going to be at your dashboard where you’re going to get the overview of either a user or you can see your whole firm. If I selected all, it’s going to go grab everything that’s out there for the whole firm. If you notice this is hidden. A lot of people bring this up, they don’t know.

Tim (25:57):

But you can also flip the switch and bring up all the tasks for all the users that are due this week, due next week, overdue and things like that. These are all linkable. If I click 110 tasks, it’s going to bring me to the task tab automatically. Will show me the tasks that are available. I can filter this by client or I can clear that filter and you have other filters available up here. I can filter by statuses, assigned users. Is there things that are un-assigned? You can go find all tasks that are un-assigned, for example. These filters will save. Whatever you set, if you navigate away from the screen and you come back, these filters will stay. They’ll stick.

Tim (26:47):

Back to the dashboard, if I flip the switch to projects and I say I have two ever due projects, it’s now going to go grab those two over due projects. From the project list, you can hover over these tags and they’ll tell you what they mean. You’ll get used to the colors that yellow is missing or however you set them up after a while. Column choosers, you can control what columns you want to see here and you can export this information out to CSV, XL or a PDF.

Tim (27:27):

Now, let’s dive into a project and see how this works. If you notice, this is pending. We have a pending status, an in progress status and a completed status. Anything that’s not started is pending. How does this get flipped to a pending? Once you start one item on this project, it’s going to flip the switch to end progress and you may want to log this work in. I got it in today. If you notice we automatically tagged it available for work.

Tim (28:00):

Now, if I go back to the dashboard, I can click available for work and it’s going to bring everything in that has the green tag, available for work. If I dive back into this project, say I’m starting to do the tax prep, if you’re missing information, you can make a note. You can send it to your client from here. I can save it and now I have a timestamp of what staff person made this note, date and time.

Tim (28:34):

Some people are in this repeat from the last workshop but some are new. But I’ll go ahead and point out, a lot of people use this for IRS resolution. You can scan in your notice every time you communicate with the IRS. You’ve got a nice trail here that you can keep for every contact or a touch point you made with the IRS phone call, correspondence, you talked with your client.

Tim (29:00):

You have a nice trail of everything you’ve done to resolve the notice and every time you get correspondence from the IRS, you can upload it and the way you would upload it is by clicking this icon, drag and drop one or more documents to this drop zone area, and those documents will be associated with this project forever, forever. It’s good for that.

Tim (29:23):

Another thing that we have, this was brought up, what is the repeat for on a task? We have a repeat on the project. This is a 1040, it’s going to repeat yearly. When I complete it, it’s going to create next year’s due date for me automatically. Part of my workflow, if this was a business tax return, I might have five state tax returns that I have to do, a franchise report that I need to file annually. Maybe it has a separate due date. You want to put that due date in here on that task.

Tim (29:57):

If you check this box here, when you complete it, it’s going to retain this due date, and when you roll this project forward, it will put the next year’s due date on this task for you so you don’t have to change it each year. This is optional, if you want to repeat these due dates down here.

Carl (30:16):

I think you just answered this question for Terry, and I’m just going to interrupt you since you’re right on this point. But he asked, finished tax return in Mango creates a new project for next year. How should we identify? I think you’ve just gone through that, but-

Tim (30:31):

Yeah. What it will do also, I’m in the project for this 121. I’m going to go ahead and save what I’ve done. Another nice little feature if you hover over it, I think it’s a good idea, a lot of times when you see these question marks, the hover over them, just so you can understand what they do. But right here if you hover over that, I can jump right to this client history. I’m at this client now and I can see all their active projects.

Tim (31:02):

To answer your question, once you completed that 1040, and this is dummy data, but you will see next year’s tax return out here. You can view the ones that are completed by going to your status dropdown completed, and you’ll bring up all those completed projects for that client as well. What’s nice about the history is that I can see, when did I receive it this time last year? When did I complete it last year? Maybe I had some notes on this project I want to look at, or maybe I want to see who actually did the work.

Tim (31:36):

You can actually dive in and say, okay, Tim did everything on this one, okay. Or whoever in your firm did it. They may even have some notes out here by the way, that they put a note on and you’ll be able to see the yellow icon, that there was a memo that was put out on this. You could go back and review previous projects that were completed, which is nice. And you can jump right back to this client history with that link.

Tim (32:03):

Right now I have these are in progress, but you can also filter these by tag, if you happen to have tags here, and status, if I just want to bring in pending or completed, for example. Let me touch on one thing, this comes up a lot. I’m going to go on and jump onto this real quick. When you see these links, they’re clickable, so I’m going to go right back to this project and I’m going to leave without saving. This comes up a lot. Requires re-final review.

Tim (32:38):

Now, I think most people are not going to use this option. Some people are using it. But I think the review step actually comes before a lot of this, the tax prep and the… You might want to set up a task down here, like right here, review. Whoever’s doing the review, when task number three is completed, this person will get notified by email, okay, do the review.

Tim (33:09):

The only way that this is going to kick in is if you get all the way to the end, I complete everything, and now because I have this check box checked, it’s ready for review. This is a status that we have in project management, that if I save this, you’ll see this from the dashboard, you can see all the things that are ready for review. But you can also see the review task in the task list too.

Tim (33:35):

But where the confusion comes in at is people say, “How do I complete this? I can’t complete it. It’s ready for review. All my tasks are done. How do I complete it?” Again, if you hover over, we have these two, you can fail this review or you can finish the review. If you have this set, the billing partner or the manager is going to get notified that this 1040 is ready to be reviewed. But again, I don’t think it fits in with this type of scenario because the review is going to happen and then maybe some billing and the 88, 79s are going to be done and things are going to follow after the review.

Tim (34:17):

But anyway, to complete this now, I just have to click this icon, and now I pass the review and it completes it, and it creates the next year’s project for me. I just wanted to point that out, that if you are, think about it before you want to use this option, because it may not work for you and you may want review as a task. Anyway, this is something to think about. Let me go back to-

Carl (34:51):

There is one question but it’s not on project management, Tim. I don’t want to interrupt your flow. We’ll hold it.

Tim (34:58):

No, go ahead, Carl.

Carl (34:59):

Okay. It’s how do I fix a payment that was not applied to an invoice and show as an advanced payment?

Tim (35:05):

Okay. Right now I just had a little… I don’t know if Zoom snagged me or what snagged me? Let me just close this. Okay. When you go into cash receipts and I’m going to receive a payment into a client, I’ll go ahead and do a check. It’s $500. At this point in time, we’re flagging you that’s so far, this is an advanced payment, it’s unapplied. I have some open invoices here. I can certainly apply this to an invoice.

Tim (35:50):

I can also use this auto apply that it’s going to apply this payment to the oldest invoice automatically. If this is checked, as you’re doing your cash receipts it will auto apply. Now, to answer your question, I’m not going to apply this invoice. I’m doing a check and look, I can’t save it. I can’t save it. Why not? I have a check reference. It’s a check, it wants a check reference, so I’ve got to put that in before I can save it.

Tim (36:20):

If this was cash, I could save it because it doesn’t require the check reference. That comes up too. A lot of times people are putting something in, they can’t save it, so I just want to point these little things out as you’re working along, you don’t hit that problem. But I’m going to go and save this and it’s going to warn me. Hey, you have open invoices. Do you want to treat this as an advance? Yes. Okay, I forgot to apply it.

Tim (36:46):

All right. Now I want to come back, and if you notice we’re showing the open invoices, but we’re also showing you the advanced payments. I could take this advanced payment now, click it and apply it right to that any invoice that I want to. When you did that, if you notice when I clicked that, it actually brought in the check reference. It knows the amount, it brought in the check reference for that, and now I’m going to apply that payment to that invoice.

Tim (37:19):

That’s a way to do it in cash receipt. If you forgot to apply a payment to an invoice or you have an advanced payment and you want to, after the fact, go ahead and apply it to an invoice. Now, with advanced payments you can do it this way. But if I leave out of here and go to manual invoicing, if I call that client up, we’re going to bring in here… I don’t know if that’s the right client. We’re going to bring it in here and show you up the top here with these boxes here, when you’re doing your invoicing, we’re giving you a lot of information.

Tim (37:55):

We built the invoice for you with an invoice amount, you’re going to change it, you have the option to change things. We’re showing you the open whip. Here’s your advanced payment. If I scroll down to the bottom, here are my advanced payments. I can take this payment and apply it to this invoice. Now this payment will be associated with this invoice when I save it. That’s one way, if you have advanced payments sitting on your client’s account, you’re doing your invoicing. If you see any number in here, you know you have it at as payments, scroll to the bottom and you’ll see them. Hopefully that answered that question.

Tim (38:35):

One other thing here. Now, there happened to be an advanced payment here so we’re showing you the last transaction. But you can also go to invoice history and see your whole history for invoicing, et cetera. You can also preview this invoice now, which is a new feature that you don’t have to save it. Previously you’d have to save it, go to invoice review, preview it. If you didn’t like it, you needed to change something, you had to reverse it and reinforce it. Don’t have to do that anymore. You just click preview and we’ll allow you to preview it. There it is.

Carl (39:19):

While you’re here, Tim, another question. How do I change a deposit made to the wrong bank account?

Tim (39:28):

Good question. We don’t have an option for that right now, and I’m assuming that maybe you went over here to make deposit and you selected the wrong item up here. We don’t have an option for that. What I would suggest is go ahead and submit an email to support@imaginedtime.net, and we’ll add that to the list of suggestions. It doesn’t come up much but it’s a good ask and it’s something we probably should allow you to do, because right now I have all these deposits out here and I’m grouping them now, and my deposit should be $880. If you select the wrong item up here, you will associate these cash receipts with the wrong bank. Just submit that and we’ll get to that. We’ll allow you to change it.

Carl (40:23):

Support@imaginedtime.net, please drop us an email on that.

Tim (40:27):

Yeah. And in the meantime, well yeah, that’s the best way right now. I was going to say, I don’t want to get into the… If it’s a lot of deposits that you did, a lot of payments and you want us to change it on the back end, submit the request with that as well. We can certainly go modify the data for you. But we don’t like to modify your data too much on the backend. This is a bottom line. If you really want us to reclassify that for you until we get that out there, we can. That’s the first time that’s actually come up, where it’s gone to the wrong bank.

Carl (41:08):

To reiterate there, I don’t know who asks that question. It’s anonymous. But if this is causing you a lot of heartache, let us know and we’ll see if we can help you on the back end. If not, drop an email and we’ll add it as a feature.

Tim (41:22):

Yeah, we’ll definitely add it as a feature. But if it’s causing heartache, like Carl said, we can get to the data on the back end and just switch the bank number on there for you.

Carl (41:32):

On another bank question, Tim, Daniel asked, if I only have one bank account, is there a way to bypass having to state which AC we want, which account we want?

Tim (41:42):

It should be coming up, Daniel, with this one account. Actually what should happen, let’s go to settings, general settings, I’m going to go to the banks. We give you an option for the default bank. Right now I have operating on 903. If I go to make deposit, it’s bringing in that default bank account by default. Now, if you only have one bank and it’s your default, it should be bringing this info. You don’t have to select it.

Tim (42:14):

Just let me know if that’s not what it’s doing on your end, but that’s the way it’s supposed to be working. Again, I went to general settings, banks, you have the option to set a default. For example, if I wanted to edit this bank and turn that default option off, I can. Now, if you notice why don’t we have a no deposits?

Tim (42:36):

Well, if you’re accounting for all of your cash or you’re not deposited into your bank account, you can, say a client paid you with cash, I record that cash in Mango and I select this cash not deposited, so that way, when I look at my cash receipts report, I know that that money did not go… It didn’t go to the bank. It went to my pocket. But I am reporting it. Just to note that, that that’s one thing you can do, is set up a cash not deposited type of bank, no deposits. That’s a feature out there as well.

Carl (43:19):

Tim, we’ve got 10 minutes left. There’s one other outstanding question. I don’t want to make you jump around. Is there anything you want to make sure you show before we go into more questions?

Tim (43:34):

I think we hit the project management is where I was at. Again, I’m sure you guys are going to get questions as you’re going along. Just either put them in the chat or the next workshop, we can get to it, so as you’re using it, just make note. Go ahead, Carl.

Carl (43:54):

You reminded me, Tim, thank you. I did want to make sure everybody knows, the in-app chat within Mango, that is man live, from 9:00 AM Eastern to 8:00 PM Eastern, five days a week. That is your first line of defense if you have a question, a problem, whatever it may be. Someone is manning that live during those hours and that’s the best way to get our attention and for us to get an immediate response to you.

Carl (44:25):

Whoever’s manning that, whether it’s Nina, Paula, Dona, whoever it may be, if they can’t answer that question, then they’ll either suggest a call or pass it along. But I just wanted you to know, that’s the best way to get your answer back as quickly as possible.

Tim (44:43):

The other nice thing about that, Carl, is they have all their conversations out here. If they wanted to refer back to a question that they had, the whole history is right here, in their chat wizard.

Carl (44:57):

And also, Tim, maybe show them how they can do some tech search as well on a particular problem.

Tim (45:05):

Here’s where you would say, if you want to understand engagements or billing rates, just start typing in a keyword, hit enter, and we’ll go to the knowledge base and we’ll try to find all articles that match that. If I want to look at this article, we will serve this article to you right here on the chat wizard. You get all your information without having to leave Mango, go to the website and maybe go to the help center, you can get it right here.

Tim (45:31):

To get back, the navigation here is here and conversations are here, sending the messages here, go back up the top. If we send you a message, maybe you responded by email and we want to send you a direct one-on-one message, we can message you right here, and you’ll see that message pop up in your Mango the next time you come in. Vice versa, if you chat in here and we don’t get back to you right away, when we do respond, you should see the response in the chat wizard.

Carl (46:09):

Great. One other thing that we’re adding, we’re going to be adding shortly, we’re going to be adding videos there as well in addition to the text, the documents. There’ll be some tutorial videos there. We’re recording right now, in fact. Tim, we’ve got two questions. Fernando asks, can the status be changed manually? Also, can additional status be added edited? This is probably back on project management, but-

Tim (46:36):

Yeah. That question’s come up before, and I would say the best way, if you want an additional status, is to use a tag. Our statuses are, it’s pending. It hasn’t been started. You may want to know, how many 1040s have I not started? How many they haven’t come in the door yet, we don’t even have their work yet? That’s why we have the pending. The in progress is, well okay, something started on the 1040, but we’re not finished with it yet, so it’s in progress.

Tim (47:10):

Now, if you want another status, what I would recommend is using the tags as a status. If you want to tag something with a certain status, you can. Then from the dashboard, you can get to those projects with that status. The tags can be used as statuses as well. You can use these tags however you want, missing information ready for review, you could put a ready-for-review tag out here. Then anytime somebody is working on that project, they go into the project, dive into the project and they could say, ready for review.

Tim (47:54):

Now from the dashboard, you can now see everything that’s ready for review. You can use these for statuses as well. Currently Fernando, we just really are internally supporting the pending, the in progress completed and the ready for review. Then you can use these additional tags for statuses.

Tim (48:17):

But if you have another suggestion, send it. We’re open. We’ll look at it and if we think it’s a great feature request, we’ll put it in there. I don’t want to just shut the door on not being able to add another status. I was just giving you an alternative for using a status, but if you have a specific use case, send it to us and we’ll look at it.

Carl (48:43):

Sorry, I was muted. One other question here. Can you add the outstanding invoice numbers to the previous unpaid balance section of the invoice?

Tim (48:54):

The [inaudible] that was it a balance, Carl, the balance?

Carl (48:59):

I’ll reread it. It’s, can you add the outstanding invoice numbers to the previous unpaid balance section of the invoice?

Tim (49:09):

Okay. Currently I think what they’re asking is we currently just show a balance. We’ll show the invoice amount, prior balance and then the new balance. Now, we do have a template, an invoice template. Actually, let me see if I can get it right here on the in-app chat. It’s almost like a statement type of an invoice. You’ll get your regular normal invoice and down below, it will actually list out the open invoices and what makes up that previous balance.

Tim (49:48):

That’s an option. We don’t currently just list out all the invoice numbers next to the prior invoice balance, I should say. But as far as invoice templates go, let me see if we can actually see it in here, decently. We’re not going to be able to see a good there. I’m going back to the website. I’m going to go to support. I was just going to try to show you what that invoice look like. Where’s it at? I might’ve went past it. These are detailed. I’m sorry. Let me get down to narrative.

Carl (50:59):

I’m getting dizzy.

Tim (51:00):

Are you? Where is it? Well, back over here under invoicing, just to let you know, let me close this chat, we do have a template that’s called narrative with a mini statement. If by chance, typically you send a narrative to this client, you can always flip the switch here and just generate that type of an invoice. Let me go ahead and do it real quick.

Tim (51:40):

Save it. It’ll do a summary of outstanding invoices, and then total amount due including this invoice. It will list out the date, the invoice memo and the amount. I don’t know if that helps you. That’s an option that we have right now. If you want to have a specific example, go ahead and email that into us and we’ll look at it. Or if you have an example of what you had before that listed those invoices for the prior balance, let us know. But this may or may not help for you, what you’re trying to do.

Carl (52:25):

If it doesn’t, reach out to us and we’ll see if we can help you more directly. Tim, we’re at three o’clock. Feel free to keep going or we can save it for next Tuesday.

Tim (52:41):

If there’s any more questions, I’m good. If there’s any more questions we can. People that want to sign off, they can or people want to stay, they can.

Carl (52:50):

Just as a reminder for everyone, we’re holding these every Tuesday and Thursday. We are going to start to segment them to general overview for newer folks and more advanced sessions for people that are digging in a little bit further. We’re going to just continue to do it this way next week, and then see what guidance and feedback we get, and then we’ll start to segment it a little bit more. But every Tuesday, Thursday, we’ll holding these workshops and I will be sending out the recordings of today’s workshop.

Carl (53:25):

Great, great. No more questions in the queue. Thank you everybody for joining. It’s really nice, first of all, that everyone’s put their trust in us with Mango, but it’s also nice that you’ve taken the time to spend and to try to learn, so we’ll keep trying to funnel the information. We are delivering an unbelievable amount of new features, nearly every day, certainly every week. That’s a good news, bad news.

Carl (53:55):

It’s a double-edged sword because while it’s great to make the product better, sometimes users aren’t able to keep up with everything that we’re adding. When we do major releases, we’ll be doing a webcast and workshops on the major release information. But rest assured, your comments and your requests are getting into the product, and I think that’s a real strength of how we’re operating. With that, I’ll thank you again, and look forward to seeing you next Tuesday for anyone that’s able to join. Have a great weekend. Bye now.

Tim (54:29):

Bye now.