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Virtual Workshop 08.03.2021

This is the recording for the virtual workshop held on Tuesday, August 3rd.

Speaker1: [00:00:23] How’s it going, everybody will get started in just one second. Thank you again for joining us today for our mango building virtual workshop. Once we’ve got Tim, Mr. Tim, scientists who are in. So go ahead. All right, Tim, you should begin as a panelist now. Everybody, thank you for joining us. Once we get them connected here and live, we’ll get started with the screen share and get started with this workshop. Thank you again for joining us today. Much appreciated.

Speaker2: [00:01:01] How are you doing, Chad? I’m in

Speaker1: [00:01:03] Itam.

Speaker2: [00:01:05] How are you doing?

Speaker1: [00:01:06] Oh, just wonderful, wonderful.

Speaker2: [00:01:10] You want me to go ahead and get started with strange hair?

Speaker1: [00:01:13] Yeah, go ahead and share your screen. And then for anybody who’s recently joined, thank you again for joining us today. I’m going to go ahead and launch a poll. And this poll is going to have just some very, eh, various lists of our different modules here with a map with mango billing. I want to say what you would be most interested in seeing today. That would be fantastic. Tim’s going to be doing primarily just a general overview of the entire application. But if there’s any input from you guys regarding what you would like us to spend a little extra time on today, that’d be excellent. And I’m seeing the the answers come through now. And it looks like project management and invoicing are kind of our our two big winners. So, Tim, just for your information invoicing and project management that we focus heavily on,

Speaker2: [00:02:03] Ok, can everybody see my screen OK?

Speaker1: [00:02:07] I sure can

Speaker2: [00:02:08] Agree. All right, so I’m going to go to full screen mode, which is F 11 on your keyboard, it just toggles back and forth if you ever want to put Mango in full screen mode. You certainly can let me go ahead and start with invoicing. It looks like there’s a few repeat attendees and here, if there’s any questions that I’m not covering, just let us know. But I’m going to jump right into manual voicing.

Speaker1: [00:02:37] And Tim, before we get started, I believe that there are some attendees here today that are not mango billing customers, these are just folks maybe imagine time folks that are interested in learning more about mangoes. Well, OK, so maybe before we do jump in to invoicing, just give a quick overview of all the modules we have available to us here. And then we can do we can jump right in. Sure.

Speaker2: [00:02:59] All right. So I’ll go right across the menu at the top. Ever user that logs in has a dashboard where you can see different sticky notes or little one off to DOS or things like that that you might have. It is a campaign to do so. You can drag and drop to different priorities or when they’re completed, you can drag it over, you can filter by category. So if I want to get just mango bill in, it, would you know, if I had my filter set? Right. It will bring in anything to do with mango billing. So these are just one off to DOS, mainly designed to replace the sticky note, the yellow sticky note. I’m going to button that up at the top. Right. And then down here, each user can see their their billable hours by the day, the week, the month, the year you have can optionally set targets for your staff so that they can actually see what their actual billable hours for the day versus a target. And then they’ll get a nice graph down here at the bottom. Button that up. And if you do have an agenda, if you’re using our calendar and mango, it will come forward to your dashboard. You can edit items right from your agenda on your dashboard. And then we have a leaderboard and this is optional. You can turn it on or off at your firm, but it’s just kind of game of size, the billable time for the staff.

Speaker2: [00:04:30] And they can see, you know, kind of who’s who’s winning for the week, the month of year. Again, it’s optional. If you don’t want it, you can turn it, turn it on or off. So this is the dashboard. The client area, which I’m going into now is we have a list. And right now I have a filter. Someone clear the filter. This will bring up your client list and you can quickly go find a client just by typing in the global search. I’m going to find a client. And from once you get into the client, you have all these options available, you can see I have six engagements for this client. If they’re any open invoices, you’ll have a badge that will show you that you have open invoices. You can also see that information down here at the bottom. So the two blue are your opening balance balance over 30 and then the green buttons are your revenue current, your prior, your payments current, your prior unbilled time and unbilled expenses. So get a lot of information in the client area. I’m going to jump right to the engagement’s tab. And from here, you can quickly see what engagements you have for this client. What what services are we performing for this client? And you do have an option. You can set them up as fixed fee or hourly. And to edit, you can just click the row and go right in and you can change your billing method and I have a delay with my mouse.

Speaker2: [00:05:54] But anyway, you can change your billing method here and why you’re in the engagement. You can also see if there’s any open time for this particular engagement here. It’s a lot of ways to see your open time for your client. This is one of them. You’ll see an invoice history for this engagement, billable expenses, contacts, maybe if you have a certain contact for this engagement, your client. But if I go back to the main tab. Another way to see that time is from the time and expense tab, and you can see that I have three open time records and you can just drill right into your engagement. And see that open time. A lot of options here, you can edit your time record so you can edit in line. As you can see, I just popped up the dialogue to edit that time. You can do batch operations here. You can delete selected records or you can reassign. So why would you want to reassign it? Say, for example, you had the time to the wrong client or even a wrong engagement by selecting reassign selected items, you can move it to a completely different client or the same client and maybe a different engagement. So that’s all within viewing time within the client if I go to the invoices tab.

Speaker2: [00:07:20] This is a complete invoice history for your client. You will see footer totals. You can filter this down by anything. The invoice number, if you want to find invoice eight two six nine, it will find that invoice. You can preview it, you can edit, you can view your time behind this invoice or you can reverse it. So if you want to view the time associated just with one voice, you can do it easily and you’ll see you’re right up in you’re right down right here on the screen. All your time, records by staff, et cetera. So. That’s viewing the time behind and Unvoice, if I want to clear the filter to bring back all my invoice history, I can go and you can drill down here, by the way, to see how payments were applied to an invoice. So I can see that this was paid by an AK. Paid that invoice number sixteen forty five by flip over to the payments tab. I can easily drill down and see how payments were applied out to one invoice or many invoices. So you might have one payment if you’ve paid six or seven invoices. So payments that you can have various contacts set up for this client. This is kind of an important tab. Now, we’ve made some changes here. So if you do go into a client contact, this is where you can set up people to designate who you want to receive emailed statements, emailed invoices, or even allow access to our client portal, our desktop client portal.

Speaker2: [00:09:06] So this is where, you know, if you have a client with many people that are to receive statements, et cetera. Anybody that’s set up as a contact with these options turned on. Then whenever you email out an invoice to automatically get that email with that invoice and you can also do a portal invite email right from this area. There’s other ways you can invite to the portal, but you can also do it right here. So that’s the client contacts and then notes. We have two options here to look at your notes. These are in descending order. You can click anywhere on the row and you can see the note. You can assign this note to a specific engagement and who created this note within your organization. And you can also flip and go to a timeline view, which is fairly new. And here you can see your notes in descending order as well. And if it’s a big note, you can click to see more and we’ll give you a bigger view of your memo associated with that note. So very easy to use. You just scroll down and you can look at all the notes for your client. You can edit from here, you can delete from here. And if you want to add a document to this note, I’m just going to call the note up.

Speaker2: [00:10:32] We have this little button here. It says, Attach files to this note. You can drag and drop documents that you may want to associate with this note. OK, so this is all the information you get in the client. Spend a little time on it, but there’s a lot in here. Your engagement, your invoices, payments, time and expenses, context notes, oh, also email logs. So any time you email anything out, I don’t have anything for this particular client. Let me go to another client. I’m just going back to the client list. I’m just going to start typing. It’ll find the client. I’m going to go to the email log. And there’s nothing here as well. But anyway, if there’s any emails that were sent out to this client, they will be listed here. And then we have a projects tab that this will display with this based on this dropdown any active projects that you have in our project management. So, again, this is dummy data. So you’re not going to have an 11, 20 and a 10, 40. You could if you’re doing the owners 10, 40 tax return and you want to track it under the client. But this is where you can see all open projects. You’ll see any tags that are associated with this, as well as how many tasks that are done. Do you want to see what’s been completed? Just go select completed and any completed projects will be showed up in here as well.

Speaker2: [00:11:50] So that’s the fine area. Engagement’s is just the list of all your engagements. And again, if you want to see how many tax service engagements you have, I have twelve hundred and forty four text service engagements. If I want to filter this down by 10 40, it’ll narrow the list down. So this is just a way to quickly get. So for example, if I type in a client went out and found the client all their engagements right here. So this is just a big list of all the engagements for your entire firm. By Client Time tracking, we have different ways to track time, time and expense entry, time card entry, batch time entry. And then we also have timers. Very easy to get time into the system. I’ll just do a quick on time. I’m going to go to timesheet and I’ll at a time record. You basically just start typing your client’s name, it will find it, it’ll populate their engagement’s select the activity to start typing. It’ll narrow the list tax prep to point to five hours. Here’s your memo. We have shortcuts you can set up and the shortcuts are proceeded with the slash any time you see the type ampersand, I can. Do the ampersand see my list of shortcuts and I can select a shortcut, and it saves me from having to type in an entry.

Speaker2: [00:13:14] These shortcuts are used throughout the program and time entry. They’re used in invoicing, notes, cetera. So anyway, I could do a save and close. I can do a save a new save and duplicate. So if I want to create another time record, I’m working on this 11 20 s engagement. And let’s say I want to record some time now for a phone call. OK, so I have to come over here, McClair the filter and say I want to record a phone call for 15 minutes to the client and say even close. And I’ve just created two time sheets that are on my time sheet for today under Tuesday, August the 3rd. If you’re a manager, you can view any staff’s time card with permissions and you can also navigate to any week that you want to navigate to. So if you want to go to a specific week to select any data that week and you’ll be taken to that week to view time records. We want to go back to today, just click today and we will take you back to today. So that’s that’s your timesheet entering this dialogue, by the way, is accessed here, but no matter where you’re at, I could be on the client. And if you want to get a quick time record and you could just go to the quick links time entry, no matter where you’re at, you can put a time record in this way.

Speaker2: [00:14:38] We also have time card entry. This is useful if you are working on the same engagement activity over multiple days. So we’re highlighting Tuesday, which is the current day of the week. I come in Wednesday and I want to add three hours. If you want to edit your description, the default description came in, but you can edit it out coming Thursday, another hour, and it’s just a quick way to get time records recorded for the day. The other nice thing about this view is you are seeing your week at a glance so I can see my time for Monday, Tuesday, Wednesday, my totals at the bottom, and you can see your totals for the client going across to the right. Do you want to add a row here, a new client? You can certainly add a record here as well. Just select your client, it’ll populate their engagements, select the activity. I’ll just say don’t turn ninety nine to play one hour, update it and there’s a time record. Again, same navigation features, and if you have the permissions, you can view another staff’s time card. New feature we’ve added is we do have where you can select the columns that you would like to view so you can control what you want to bring in to your to your table and customize it. And this will be saved. All right. So that’s time card entry.

Speaker2: [00:16:02] This is kind of doing time after the fact or why you’re working. But if you want to go live, you can do timer’s. And again, I’m just going to select the client, select our engagement, select an activity, I’m done bookkeeping, it brings in default or description. But again, we have the shortcuts. If I want to type ask for the month of July twenty one, I can save this. And it’s not a time record yet, but it is a timer. So this is just a function to track your time, which you can palls it. You can add another time or you can start start the timer back up. If you want to edit this timer, let’s say you forgot to start it. I can go over here to the edit timer. Click anywhere in here and I can add hours and minutes or you can come up directly in here and edit in here, once I save it, it’s going to start incrementing at one hour and three minutes. So very useful if you want to track time live and if you have more than one timer that you’re tracking during the day and you want to do a Savol, there’s a couple of ways you can save it here. If you have multiple timers, you can just disable and it’s what it’s going to tell you. Is it going to convert all open timers the time entries? So until you save these timers, they’re not a time entry.

Speaker2: [00:17:25] I say, yes, go ahead and do it. It will add those time entries if I go back to my time sheet entry. Another useful thing that you’ll see here is that we’re showing you actual time and billable time. So if you hover over your time, this is converted to a decimal. One hour and four minutes represents one point zero seven converted to one point two five one and a quarter hours. So that’s that getting time into the system. Let’s move along to manual invoicing. And once you have all your time entered and you just call up your client, we are going to there’s a lot going on on the screen, a lot of functionality you can do. You can apply discounts, change your invoice date terms can be selected. Finalized action determines. How do you want to deliver your invoice to your client? Do I want to email it, print it or just record it? And what kind of invoice template do I want to use? A narrative, a detail style. And then the U.S. here is we’re going to kind of recap everything for this client, for you. We’ve built the invoice currently, if you notice down here to the right, based on a fixed fee engagement and our actual billable time. The invoice currently is sixteen seventy until I change it, which I’ll show you here in a minute. We’re giving you the open time recapping it here.

Speaker2: [00:18:52] This correlates to the table. If there was any advance payments on this account or credit, you would see that you’ll see the customer balance their balance and the last invoice. But if you want to see more, you can click up here to invoice history and get a complete invoice history for this client, which can also be filtered. So if I want to get something, maybe all their tax returns, I could just start typing and I can see this person’s tax return for twenty, nineteen, eighteen, etc. So you can filter. And whenever you see this global search, you just start typing and you’ll filter your list down. OK, so moving on down through the section of preparing a manual on voice, this is your open time and expense section. So a lot of options here. I can filter my bill through date, which will filter my time, my whip. I can filter by staff, I can filter by engagement. Currently, I’m getting a 360 view of all of their time for this client. And if you notice, we built the invoice based on the selected engagements with this. So if I don’t want a bill for the accounting, just uncheck it and I don’t want a bill for the payroll, uncheck it. It takes it off the invoice for you. If you want to bring it back, just check it. It’ll put it back on there for you.

Speaker2: [00:20:14] You can come in and modify your description. Now and just click the checkbox there to commit it. Now, if I don’t want to bill to fix the I don’t want to write down two thousand four hundred sixty one dollars, you can come in here even though it’s a fixed. We’re still going to allow you to modify that. So let’s just say I want to bill forty five hundred. And if you notice you can now say I write up and write down dynamically as you’re building this invoice. So currently we’re building forty six, twenty seven fifty. If there were any expenses that you put into the system for the engagement, you’ll see those here and you can also dive right into your time and review that time. If there were expenses, there would be another table down here listing your expenses. You can select and deselect time by default. We’re selecting it all because you have the we’re bringing it all in through the bill through a date. But if you do not want to associate time records with an invoice, just simply on checking. And then, of course, if you want to get any further detail, let’s say there’s a specific time record that you don’t want to right up or down as much as you can, come in here and change it manually and control the write up in the write down. Now, let’s say I come in here and I do change this to five hundred dollars and I want to write off some of this meeting time.

Speaker2: [00:21:42] You notice it’s now thirty nine. Forty nine. When I close this, we’ve brought that adjustment forward for you as to what the billable amount is for this eleven twenty. S engagement. Now if I come down here and I change this again, we’ve got the system so smart that we’ve known, we know you’ve made changes here. We’re going to warn you. Hey, we’re going to reallocate the time that you just changed manually, so if we say yes, I know continue, we’re going to go ahead and reallocate this out automatically. Now, you can certainly go back in and do it manually if you want to. But if you make changes in here and you come back and change your invoice amount on the invoice, we are going to warn you that we’re going to reallocate those amounts. OK, so moving further down here, this internal invoice memo is a required field. And if you hover over the shortcut are tooltip, I should say, we’re going to tell you what that does. This internal invoice memo raises some questions. Why do I have to have this internal invoice memo? We use it internally. When you’re back in that client view and your view and your invoices, some people put a very long narrative description on their invoices. Some people use a detail style invoice. So it could be a very big invoice.

Speaker2: [00:23:05] What the invoice memo is, is just recapping what is this invoice for? So it’s used for internal purposes. More importantly, it is also used on statements. So if I go to provide a statement to the client, we are going to give you the invoice number, the date of the invoice. But we’re also going to use this short memo so that your client, when they get that statement, can actually see what that open invoices for. OK, so very important. We do require this to be put in because it is used for statement printing and internally move it further down through here. You can see that, you know, let’s just say I don’t want a bill for accounting. Now let’s take it off. So I’m billing forty one hundred dollars for my eleven twenty s engagement and we’re recapping it down here. And if you want to add special note, you can I do have a footer set up. So if you want to put things that show up on your invoices as a footer, you can put it here and you can also modify it for one, this invoice only. You can also attach another note to print it the above your invoice line items if you want another note. So basically that’s how you create a manual invoice. If I want to save this, I can create another one, save a no or go straight invoice review.

Speaker2: [00:24:26] I’m going to go to invoice review takes me right here, here’s my forty one hundred dollar invoice. I can preview all these invoices that are sitting in invoice review and why I’m an invoice review. Let’s get an understanding of what invoice review is. I have already created these invoices. They’re saved. I could go view it in the client. It’s just a queue. It’s one final stage to review it. I can view my time. Maybe somebody’s doing the billing within your firm invoicing and a partner is going to come in a manager and they want to review the time, review the invoices. Once this is checked and you finalize, this will take it out of the queue. So this is the final resting stage for delivering your invoices to your client. Once you finalize anything that set the email will automatically be emailed him back. Anything that set the print will preview and you can print those statements out and mail them. You do have an option. A lot of people didn’t know this, but even from here, if you don’t want to email this invoice, you want to print it, you can change it. At this area here as well, and if you want to change your template, even though you have created a narrative style and voice, we do allow you to change it to a detail detail, narrate whatever style you want so you don’t have to reverse this invoice and recreate it again.

Speaker2: [00:25:51] So, for example, I’m going unchecked. I’m going to go preview this invoice for forty one hundred dollars. I’ll preview it from invoice review. And there it is. But let’s say in this case, the client, we want to go ahead and show them the detail. I can come back in here changed just to detail and preview it now and now. They’ll get a detail style bill with all the time and the hours. OK, so these can be changed here as well. If you want to attach a memo to maybe you want to say Merry Christmas or something on your on your invoices, you can put that in your footer. But you can also use this top memo section. Whatever you put in here, once you save it, it will put that memo out to all these invoices. OK, so you do have an option to attach a memo, even in an invoice review, you can do it. Why your invoice in or you can do it here. We have this column. Choose over here. If you don’t want to see the payments column, just uncheck it and it’ll be removed. And the next time you come in, you won’t see the payments column hovering over certain things. You will get more information. So this is that internal invoice memo that is basically just telling you what this invoices for. So this is useful. We put this in a tool to just save screen real estate.

Speaker2: [00:27:22] So we figure that most people know what this invoices for. But if you really want to see it, just hover over the icon you got. Now from here, there’s the same report. I can see the write up in the write down. Just for this invoice, invoice 860 thirty seven, the forty one hundred, so you have all his options and if I don’t like that, you can edit it from here. By the way, tell so if you have the wrong date, you want to change the date you can. You want to put some terms on it, change your descriptions. Just click in here, change it. We don’t allow you to change the invoice amount. Might be coming out with an update in the future to recalculate the write up in the write down, but currently no feature to change the invoice amount. If I want to put all this time back on the web, you’re going to have to reverse it. It’s going to tell you reverse reversing an invoice for Restore the Time records back to the Web and then you could just pop right in the manual invoice and do the invoice again real quickly. I mean, it’s just going to bring back all your. What then? OK, so that’s man one voicing another useful feature, recurring, fairly new feature, very powerful for setting up and voices. I mean, they could be Mufleh. You can even set up Aneurin Voices in here with these wild cards.

Speaker2: [00:28:38] Current year will replace this current year down to here. And you have the option to change these values. If you put the wild cards that we support or seewhy for current year and you have to precede it with a carrot symbol, which is the uppercase six P y for prior year, s.m for current month. And PM for prime month, so if I want the prior month to be July, I would leave this on August and a PM prior month would be would substitute July in here. But you can filter here if you want to just get accounting, recurrent accounting invoices. We do have an option and settings is called invoice groups for recurring. You can set these groups up and filter them out, clear your filter, brings everything back in and this is the frequency. So as you complete these recurrent invoices, we’re going to increment the date based on the frequency. Now, we’re recapping the invoice here. Some people say how come there’s no total here? Well, you’ll get the totals when you select them. So we’ll start giving you the amount of invoices that you’re getting ready to generate down here in the footer. Now, if you want to edit one of these recurrent invoices, you can also preview it from here, by the way, which is. No, but I can just click here and I’m viewing the engagement that I would like to set up on this recurrent invoice template.

Speaker2: [00:30:14] You can add another row so you can have not multiple engagements. You can also add expenses. So when I click add expenses, I can go down here and just add in expenses, the add services if this is a blank table. But I can click the arrow button here as well and I can add a get an engagement in here. Let me go ahead and close this for a moment and we’re going to warn you, if you had changes, do you want to go back now? I’m going to go ahead and filter this down for accounting and bring in an account and engagement. And I’m going to edit now, if you have the release time feature fixed here, I mean, and I have the wrong date in here or dummy date, but let me change this to two to one and say that I don’t have any information here. Let me see if I can grab another one. Let’s go and grab this one. Well, the point I’m trying to get is if you have time that’s in in the system, you’ll see the time and hear and you’ll see the write up on the write downs. Now, since there’s no time here, it’s doing a complete write up of zero. So you’ll see a write up on the right that. Now, important to note, when you do a realization report, we’re not going to distort your realization rate with an invoice that there may be no time associated with it.

Speaker2: [00:31:41] So Mango does let you do invoices without time records. You can always go associate time after the fact if you want to. We do have a feature that allows you to apply time to an invoice that’s already been created. But if you are creating an invoice with no time and it’s showing on the screen that it’s a complete write up for reporting purposes, we’re not even going to take this into account because there’s no time on this invoice. OK, anyway, this is if you did have time records, you could be those time records from here and you could check or check if you want to associate those time records and you can change the filter date right here as well. So that’s recurrent invoicing. We are adding automatic payments in here as well. We’re working on it currently. We hope to have it next week or two. But you can that what it’s going to do is when you have recurrent payments set up, whether it be an AC or a credit card, you would set it up. We’re going to authorize that act are the card. I should say we generate a token. So basically we are going to generate all future payments with the token. You don’t have to enter the payment information each time it’s a one and done.

Speaker2: [00:33:02] You set up your credit card or you set up an AC. And when you go to generate these, if you have it turned on to go get the payment, then it’s first going to check to see if it was successful credit card receipts transaction. If it was, then it’s going to create the invoice. It’ll automatically associate the payment with the invoice. So this is a great feature to to to actually generate the payment, get paid and generate the invoice. And it’s all done. OK, so that’s recurrent invoicing. Another cool feature is Bache Invoicing, which brings in all of your time records. I just brought in one hundred and twenty one dollars, one hundred twenty one thousand dollars worth of Whipp. And again, very strong dashboard. You can filter it here. You can have a filter over here if you want to filter your time. If you want to bring in only clients, say, for example, fixed fee engagement’s for a certain billing partner, you can go. I’m just going to go fetch fetch the fixity. It will go out there and grab all the clients that have fixed fee engagement’s only now nothing selected. If I start checking the blue area or I check everything, it’s going to go automatically put in that fix to show you that right up in the right down right here. You can just simply scroll and review all your invoices if you want to change it.

Speaker2: [00:34:29] Since we do allow a fixed fee to be changed, I can come in here and make the change and now I can see that right up in the right down. So this has a lot of strengths. You can also change your finalise action on this particular invoice. This is bringing in the default from the client record. As you’re typically going to email to this client, you’re typically going to do a narrative invoice. But if you want to change it, we allow that to be changed here as well. Another useful feature is I want to see this customer’s information. I’m invoicing. I want to see what’s going on with this client. So we’re going to show you there balance. We are going to show you their address information. You can control how many records you want to bring in for their invoice history and as well as their payment history down at the bottom. So click anywhere outside the slide out and it will close the slide out. You can close it by clicking the X. Ah, just click outside and it will close in. New feature we’ve added is a preview option. So instead of having to save all these options, which is how you had to do it previously, you can now preview one invoice at a time. OK, so if you do want to preview this, just click the preview button. So was I do it and now you can preview that invoice.

Speaker2: [00:35:56] So very nice. And then again, if you want to drill down and I want to review this time the pencil icon and you can have the same batch options to delete time. If you want to delete it, you can or reassign it and you can fully check associate time with an invoice or not. Right here. OK. So this is this is unpatched billion, so basically whatever is checked here. If I were to go here and say I want to generate these two invoices, wild cards are supported here, by the way, let’s say I want to go out and change this to a narrative and I want to just a general description that I want to put on these invoices if you don’t do it again. What is this? What is this for? Just hover over the tooltip. If left blank, the invoice description will be generated from the default invoice description set up on the client engagement. So, again, you know, if you’re not sure what these things do, just hover over it. You’ll get your answer. So in this case, I’m going to go and say process these these two that I have selected. Now, where they’re going to go is they’re going to go right over to invoice review and it’s going to say, hey, do you want to stay here, create more or do you want to go straight to invoice for you? Let’s go to invoice review.

Speaker2: [00:37:21] And there are those two invoices that I just generated. OK, and there’s the General Unvoice description I put on them. Now, again, if I left that blank, it would have used the default and voice descriptions that I had set up for the engagement’s. So I’m going to go ahead and reverse this. And again, this is how easy it is. If you make a mistake, you can always go backwards. So those two were reversed, so I think we’ve covered all the invoice, Emanuel voice, recurrent batch retainer. This is a request for payment. It’s a you could use it as a progress bill, a retainer. So it’s some you know, we’re all accountants. We know a retainer is really not an entry. Until you receive the money, I’m going to request five thousand dollars. I’m going to hope the client’s going to send me the five thousand because I’m not going to start any work for the client until I get the five thousand. Once I get the five thousand and you receive the money into Mango, at that point in time, you have a debit to cash and a credit to deferred revenue. So we do support the retainer or progress bill’s. And their special handling for those in Mango, which will leave that for another topic here is where you apply time to invoices. So I did an invoice for tax return. I’ve sent it out the door. The invoice and the tax return the client calls, doesn’t understand passive losses, doesn’t understand why he’s not getting to deduct pass of losses.

Speaker2: [00:38:52] Dudd know his income’s too high. You spend another 30 minutes explaining to him why he didn’t get it. Well, if you’re tracking your time, then where are you going to put that time? So you have a couple of options. You can keep it and whip it in the future. You can simply not record your time if you don’t want to record that time. But if you are recording it and you want to apply to that invoice that went out the door, you can select that, select your client. And we’re going to pop up automatically after you select your client, all open engagements are, I’m sorry, all open invoices. So I’m going to select that. And if you notice, I have four time records that are locked and associated with this invoice. And here’s my write up and write down. Now, if I start selecting, I want to apply these open time records. You’re going to notice my realization is going to not be too well. So I’m actually going down and I can elect to have these four time records now associated with this invoice. And there’s my new write down on this invoice. So that’s how you apply time after the fact. If an invoice has already been done, I’ll stop here. Are there any questions, Chad? I kind of went on and on and on.

Speaker1: [00:40:12] No questions this time, Tim.

Speaker2: [00:40:14] Ok, I’ll keep moving along then,

Speaker1: [00:40:15] As I say, everyone’s like, I’m listening to you talk.

Speaker2: [00:40:17] I think I’m going quick. So if I’m missing anything or any questions, just put it in the Q&A and we’ll try to get it answered. So these are all the options under billing and invoicing. Accounting is mainly just where you do your cash receipts. It’s a two step process, just like quick cash receipt, make a deposit so you can receive your money in. Maybe you’re emailing out invoices to your clients and they’re making payments with either the click the pay option. They’re paying it on their phone. They’re logged into the client portal. They’re making a payment. You’ll get a notification that John Doe just paid his invoice and then that payment they just did your cash receipt for you is going to be sitting and make deposits. So you will have to bache your cash receipts to match what Ashley is settling to the bank. So if you have three credit cards for the day and you want to match those three credit cards, you’ll want to select those three cash receipt records and do a deposit. We do have reports that you can print off and they should tie back to your actual deposits that are on your bank statement. But for example, you could do cash receipts on Monday, Tuesday, Wednesday for checks. And then on Wednesday, you want to go back all those checks for deposit. You would go over here to make deposit.

Speaker2: [00:41:40] There’s nothing in the screen, but you would just select them, select a bank for reporting purposes only, and this is where you would batch those items. OK, so cash receipts is pretty straightforward. You come in, select, your client is going to bring in any open invoices. You can use the auto supply function. Here’s where you select your payment methods, which are customizable except for the required ones. And if they’re paying by cheque, you would put in the amount, of course, now if you notice the save, but it’s not enabled. And that’s because there’s a required field denoted with the red asterisk. That’s not. Put in, so you will have to put that in and then you can apply that out and I can save that record and you can apply it if you if I don’t apply, I can come back and edit this. And let’s say that you just got a check for fifteen hundred dollars. Now, in this case, I had an auto supply. It cleared the thirteen fifty and the one thirty and it’s going to create an advance payment now which is. Tell me of twenty dollars. OK, so a lot of features here. Another cool feature. I’ve brought this up in a workshop yet but how many times have you got a check from a client there giving you one check and they’re paying five different entities? OK, and you don’t you have no clue which entity they’re making a payment for.

Speaker2: [00:43:13] So now you can flip the switch your search by invoice and hopefully they put the invoice number in the memo section. Let me go back here and just show you how that works here real quick. So I’m just going to grab an invoice. Number eight. Fifty nine. Ninety one. Eight fifty nine, ninety one. We’re going to go out there and that didn’t work too well. Hold on, I don’t know why. One twenty one. Eight fifty nine, ninety one. Yeah, so what we’re going to do is we just now went out there and we found that the client that this invoice belongs to. So now you can just select your client and we’re going to go bring up those open invoices and there’s that invoice. So that’s one handy feature for going cash receipts. Another is, you know, if you if they are paying many entities with one check as let’s say, for example, you got a check for, let’s just say eight thousand dollars and obviously I only have fourteen eighty to apply here. So there’s an option here. And this is a little not really quirky, but you do have to on apply this to put in your required information if you have the auto or auto supply feature feature on.

Speaker2: [00:44:37] But anyway, I’m going to apply this out to all these clients and then up here you have an option to save and split. What that means is that I have six thousand five hundred twenty dollars to apply out from this eight thousand dollar check. If I choose to save and split, we’re going to keep this information up. You could call up that next client until you fully applied out your six thousand five hundred twenty dollars. I haven’t brought this up in a workshop yet either, but this is a nice feature to apply this amount out to all the clients until it’s fully applied. OK, so that’s cash receipts, electronic payments. Let me go ahead and cover this. We do have integrated electronic payments for processing credit cards and I’m looking at an approved account currently. You’ll see what your maximum allowed per transaction that’s allowed. You can pretty much put and whatever you think your is, you’re going to be your maximum transaction for. And we’re showing you what the rates are over here. And you have these options. You can go directly to the portal. We do bring in the transactions directly into Mango. Now, what’s nice about the electronic payments, the main benefit is that you when you email at your invoices to your clients and they make a payment, it’s your invoices are updated, your payments recorded and everything’s recorded and men go for you.

Speaker2: [00:46:10] So that’s the benefit of using the integrated payments with mango payments. Now, the other nice feature is I can give you all my transactions from right here. I can see the payment method of Amex Visa. If it was a bank, you have the option to do a refund right inside Mango without leaving the platform. You can also do a void. Now, what’s the difference between a refund and avoid for credit cards? Only A.H. is a different animal, but for credit cards only. If I processed this credit card during the day, it has not settled yet. Transactions settle by eight p.m. daily. You would have an option to avoid it. If you notice. I don’t have a void option because this transaction is already settled. OK, so my only option here is to do a refund. OK, but if by chance you do a transaction, it’s to the wrong client, you do have an option to avoid it. Your client will never see that because you avoided it before it’s settled. OK, you have an option to filter out for your shoes and your card transactions up here. You can also select the ranges that you would like to go search for transactions. And if you notice the global search, if I want to go find a specific client, just start typing and it’ll go find that client and their transaction.

Speaker2: [00:47:31] So a lot of useful features with the mango payments and integrated payments. Another. I can go back here with this button, it’s going to take me back to where I came from and I can go right into the portal. Without having to log in and I can go get various reports, I can get deposit reports very useful, I can come out here and see what makes up this deposit. OK, so these are actual settled amounts that go to your bank. So there’s a tons of tons of reports, these statements, et cetera, you can go right here to the payments tab. If you notice, this is really the same information that we’re giving to you and Mango. You have the option to do refund or avoid. Here you have a few more features. You can actually send a receipt by email to your client from here if they request it so you can print a receipt, you an invoice, et cetera. So a lot of cool things currently. You can schedule recurring payments in here. You want it the first of the month to happen. You can do it. We don’t recommend it because that is not integrated into mango. You will have to go put that payment into Mango now when we add the automatic payments.

Speaker2: [00:48:50] And are we current employees, for example, everything is being updated and mango, when you do a cash receipt and mango back here, you can process that credit card or select the client. You can process that credit card rate from Mango, put in your mouth and then process the card. And it’s telling me that it’s going to autosave. This right now, I have an advance payment because I didn’t apply it to anything if I continue since I’ve processed the transaction before for this client, also have to do as I’m giving you. We’re giving you the last for the card and you’ve processed the payment. You don’t have to enter the card information again. Another nice thing of the integrated payments is that we are tokenized in all the transactions. Rather, they’re done by your client in the portal or by click to pay. If you want to come in and process a future payment, you can do it with the same card or you can add a new card, put in the new card information. Very, very, very useful, very user friendly. And if I wanted to do an ask the same functionality here I have in process and I have to put in the routing number and the account number. OK, so that’s electronic payments. We do have scheduling new feature we just added today. Yeah, go ahead.

Speaker1: [00:50:14] Before we before we jump to scheduling and we’re running a little slow sometimes. Let’s keep an eye on that. But we have three we’ve had three questions come in regarding invoicing. The first one comes from Jenny and she asks, can you search for amount’s in Mingo? And Jenny, I might have to let you speak on this one, because I’m not 100 percent certain what you’re asking. Unless Tim knows

Speaker2: [00:50:37] You can sort in the client. Let me just see something. If we go to invoices, you can certainly sort by amount over here. Let’s see. Let’s see if you can search 500. Well, what it’s doing is find it anything with five hundred in it. OK, so you can narrow the list down. Let me go to another client here since I happened to have a lot of them in there. And I don’t know if this is answering your question, but let me go to this client and I want to search by email. So let’s say I want to find 20. I know it’s twenty nine hundred dollars so you can search by email. OK, and I mean, hopefully that answers your question, but you have to you have to be in the client record to do that.

Speaker1: [00:51:22] And Jenny, if that doesn’t answer your question, just another question that was good. She got an excellent OK. And then we’ve got two for Michelle. Michelle’s first question was, is CPA pay the same thing as go pay?

Speaker2: [00:51:37] If they’re both electronic payments, they’re both integrated with the mango billing platform. But we are moving away from CJP and mango payments is far superior than CPA pay. And I’ll tell you how. No. One, we have a click to pay feature that is fully responsible on a mobile device or an iPad. It it is creates less friction for your clients to make payments. They don’t have to log into the portal, the desktop client portal to make a payment. They could just click and it will pop up on their screen and they they can pay an invoice. So a lot more features. The reporting’s better with mango payments. And to be quite frank, we are probably going to be moving completely off a CPA pay the very, very near future. If that answers your question,

Speaker1: [00:52:31] Then Michelle, Michelle also had one other question. Is it possible to create and I’m sorry for my dogs and background, is it is it possible to create an invoice with without applying time and without creating a retainer?

Speaker2: [00:52:43] Absolutely. So I’m just going to do it very quickly. I’ll just call up a client. And now if you if if there is, this happens to have time. Let me just find one that doesn’t have time. Let’s go here right now. If you notice, there’s only one engagement for this client. They brought it in automatically. And if you notice, there’s no time here. So I could just say I’m done here, save it. And I’ve created an invoice with no time. Hopefully that answers that question. Bache, Billy, no, because we are we’re generating invoices from the time we’re bringing in your whip and that dashboard, so here you are billing with your time so you would not want to generate a bunch of invoices with BAS billing. However, if you want to do a bunch of invoices that don’t have time, you could accomplish that. And recurrent invoicing. In fact, that’s how we started off with recurrent invoicing was always a way for people to generate invoices with or without time. So hopefully that answers that question. Report center. I’ll just hit on it real quick

Speaker1: [00:53:59] And Tim, she did have one extra note there and she said, what if I don’t want to apply the time within the client

Speaker2: [00:54:06] If you don’t want to apply the time on the invoice or. I’m assuming I’m assuming you’ve tracked the time, you know, you’ve tracked the time it entered your time for the client. You don’t have to track time. Some believe it or not, we have some CPA firms that don’t track time, Michel.

Speaker1: [00:54:24] It doesn’t look like we’re quite hitting the mark here. So, Michelle, if you don’t mind, I’m going to allow you to talk here. So unless you’re very shy, you cannot remain silent. But if you don’t mind, I’m going to go ahead and mute you. So I just asked, here we go, OK? I can’t hear myself

Speaker3: [00:54:44] When I create. So when we have to do a appli like a convenience fee for a credit card, I have to create an additional invoice because it doesn’t allow me to adjust it within the invoices. So I have to create another invoice. But I have time out there that I don’t want to apply to the invoice.

Speaker2: [00:55:10] Correct. So are you currently on the mango building platform?

Speaker3: [00:55:14] No, we’re in CPA pay

Speaker2: [00:55:16] Of your own CPA pay. But are you are you using the mango building platform? Yes, you are. All right. Well, the reason I’m asking is we are coming out again in the very, very near future with an option that you can add that additional service fee on top of your invoice, and then we will generate that invoice for you automatically. So, for example, if you send out an invoice to your client for a thousand dollars, they do the click to pay. And let’s just say you’re going to charge this three percent, 30 dollars on top of the thousand. They’re going to pay the thousand thirty. We will generate that service charge invoice for you automatically.

Speaker3: [00:55:59] Ok, well, time

Speaker2: [00:56:02] With no time. Yeah. Now that’s common. But just FYI, the reason why we haven’t released it as of yet is because there are guidelines by state for certain cards that your clients might use that are debit card, for example, and maybe certain states are won’t allow you to do a service fee on that card. So, OK, we’re in the process of exploring all that. Now, it’s not hard for us to implement into the platform. We’re just trying to get clear guidance on that. OK, perfect.

Speaker3: [00:56:36] Ok, thank you.

Speaker1: [00:56:39] And one other question, Tim, that we had come through from Sam. Is there an ability for recurring monthly payments as a recurring cash receipt in Cuba?

Speaker2: [00:56:51] And Ljubo Cookbook’s on online. Yes, sir. Well, I mean, we integrate with Ljubo, but you’ll be using Mango for all your invoicing and your payment processing and mango. So whatever you do in Mango is going to integrate with Cuba. And I hope hopefully that answers that question. But you’ll use you’ll use the mango platform to to generate your invoices, email them out to your clients, or process your cash receipts here, and then everything will push over to Cuba. OK. I’m in the report center, if you if I didn’t answer it, just put it in there. We’ll come back to it. I want to. We are running out of time. If as long as you guys don’t mind running over just a tad. The report centers where all your reports.

Speaker1: [00:57:49] Tim, unfortunately, I think we are going to have to have a hard stop at three. I’ve got to jump to another meeting, and I think I’m the host on this one.

Speaker2: [00:57:55] You got it. All right. No problem.

Speaker1: [00:57:57] I apologize, guys.

Speaker2: [00:57:58] We didn’t get to project management. Document management, I guess. So I would just say joined the workshop next week, Tuesday or Thursday, and make it a point to ask questions directly related to these two items. DMS and Project Management will hit on those.

Speaker1: [00:58:14] Awesome, excellent. Looks like we had a perfect. No other questions right now. OK, great. All right, well, guys, I think we can go ahead and give you about two minutes of your day back unless anybody’s got last minute questions here that they want to submit. Thank you, as always, for spending an hour with us. I know you guys are. You’re a very valuable time. You’re valuable professionals. So we really appreciate you guys spending an hour with us every Tuesday and Thursday. So see you guys again on Thursday. And Tim, as always, thank you so much for the wonderful overview of Minga. Thanks, Chad. Already. Hey, thank you, everybody. The.