Speaker1: [00:00:03] Wow. I was going, everybody. We’re three minutes away from the top of the hour, so we’ll go ahead and give some other attendees a chance to log in. But thank you again for joining us for another mango building virtual workshop where super, super happy to have you guys here. Your time is extremely valuable. We love that. You guys take an hour of your day to spend with us every Tuesday and Thursday. So we’re looking forward to today’s session. I see that Tim is in, so we’ll be able to get started right on time. But again, I’m just going to give some people some time to jump in. So thank you guys again for joining. And just give us a minute or two to allow some other participants to join. And Tim, can you just confirm that I’m able to hear you and you’re able to hear me?

Speaker2: [00:01:07] Yeah, I can hear you loud and clear. Chad, how do you hear? You hear me OK?

Speaker1: [00:01:11] I hear you. Perfect. Thank you, sir.

Speaker2: [00:01:15] I’m gonna go ahead and you’d I have to do one thing here real quick.

Speaker1: [00:01:18] Yeah, same here. So we’ll give it two minutes. All right, guys, it is two o’clock on the East Coast. I want to just to give a moment for our other attendees to come in. Thank you, everybody who’s joined us so far. I know that you guys are super, super busy. So thank you guys for taking an hour to join us here to talk some shop on NANGO. I’ve got Tim Science here. As you guys know, he’s the original developer and architect of Mingo’s. So you guys are in safe hands talking to Tim. He’s going to be showing us a lot of great features today around Minko, maybe even highlighting some of the new stuff we’ve got inside the system. So we’re really, really looking forward to today. And again, thank you so much for joining us. So I’m going to go ahead and kick it over to Tim Tim, if you’re ready. I think you can just go ahead and share your screen here and we can get started. I don’t see my option to run a poll, which is unusual. I know that. I know that I would really like your guys input on what we talked about today. So I usually run a poll here, if you guys wouldn’t mind just jumping in the chat really quickly and chatting me about which module you guys would like to hear about today.

Speaker1: [00:04:12] And just to give you a rundown, we can talk about time and expense. We can talk about building and invoicing. We can talk about project management. We can talk about electronic payments. We can talk about DMS or document management, whatever, whatever jumps to mind. You guys just feel free to send me some messages here. And I’ve seen a few come in. I’ve got a couple for project management and a couple for billing and invoicing. And that’s always kind of the the two to hot topics for us. So, Tim, I know that last week on Tuesday, we got really deep into time and expense and billing and invoicing, and then we didn’t really get much of a chance to jump in too deeply on the project management and document management side. So I would say, let’s go ahead and jump in on project management. We can talk about some things there and then we can loop back to billing and invoicing once we’ve had our fill of RPM.

Speaker2: [00:05:05] Ok, we can do that. You want to go with a few new features first, so.

Speaker1: [00:05:09] Absolutely, yeah. Let’s jump right into a spot. Feature spotlight.

Speaker2: [00:05:13] Feature spotlight. OK, so just deployed and the last day or two and the DMS for example, if you call up a client now since we control the emailing of invoices and access to the portal email of invoices at the client contact level. Now when you go to invite, you now have the option to select one or more of the contacts that have the access to the portal rate when you invite the client to the desktop portal. So, for example, there’s only one client contact set up for this client. But if there were three contacts that had access to the portal, three contacts within your client, you can pick and choose who to send those client invite letters to. So that’s one feature we just added. And then under DM’s settings, we’ve added now a mass invite feature. So when you click on Mass Invite, we’re going to show you the standard template for inviting your clients by email to the portal. Now, you can drop the list down, you can select them all. And if you notice, what we’re doing is we’re actually giving you account. There’s two contacts set up for this client. There’s one contact here. But if you have more than one that have access to the client, the desktop portal, then you’ll see I’m listed here and you would just select you can select them one by one or select them all and we will mass email all the clients that were selected that invite. So those are two new features in the DMS and under the clients we’ve added. It was here previously, but we’ve expanded it a little bit under the projects tab, so within the client you get all this information and then under the projects tab and.

Speaker2: [00:07:17] Mouse is lagging here. Let me get to it, here we go, projects, so off to the right, we now you can now select all active projects for this client that you’re in or if you want to see completed, you can select completed to see those completed projects. So this has been enhanced and updated. And the client area, there’s been a few more. Just to give you a heads up, we are coming out with two factor authentication for those that want an additional layer of security for logging in to Mango’s. So we are coming out, Two-Factor, authentication and we are coming out with Microsoft. Single sign on. So if you want to log in with your Microsoft account, you would just click a button and you’re going to log right into Mango’s. So those two features are coming out within the next week. Another feature we’ve added previously, if you have an invoice that has a payment applied to it, you would not be able to reverse this invoice. You would have to go to the payments tab. You would have to reverse the payment, and then you could reverse the invoice, assuming that if there’s a payment applied, you couldn’t just reverse the invoice. Now, what we do since you’ve already did a payment on an invoice and if I go to the payments tab for that thirty eight hundred dollars payment, which is right here, if you notice the the icon is orange, indicating that this has been deposited, that this payment has been deposited.

Speaker2: [00:08:57] So since you’ve already received the thirty eight hundred and have applied it, if you decide to reverse this invoice we will take this thirty eight hundred dollars payment and set it up as an advance payment on the client. So it’s like we’re putting that payment back out there, showing it that you received the payment is sitting out there as an advance and then you can apply it to another invoice or you can do a debit Mamou as well. So those are new features. There’s a few more minor ones, but those are the major ones. Let me go to manual invoice another one. And man one voice and forgive me, my mouse is just lagging, I’m moving it, and it’s got a big delay. All right, so, Emmanuel, one voice when you select a client. Or I’m sorry. Yeah, you can attach memos down at the bottom. This has always been here. Your top a note if you want to put a note on the invoice and then the bottom invoice notices your standard footer, which you can modify. But an invoice review. You now have an option with all your invoices that are selected, you can modify or attach memos in here as well. So. We bring up the standard messaging and then you can change it, and once you save it, you can assign memos to invoices before they go out to your client. So those are the some of the new features we just released. Let’s jump into what we want to jump into project management chat.

Speaker1: [00:10:49] You got it, project management, OK?

Speaker2: [00:10:54] Let me go ahead and I’m going to close some things here. Bear with me one moment, guys, I’m going to try to get some things closed here because I got some serious lag going on.

Speaker1: [00:11:07] Hey, Tim, I actually have something that I think you should try instead. Open up, zoom like the Zoom desktop. Yeah, and drag it over here once you got it. This will take like 20 seconds.

Speaker2: [00:11:21] Hope give me one second that keep in mind, my Zoom desktop app is different than the I have two different Zoom accounts.

Speaker1: [00:11:31] We’ll want to log into the Zoome account that you’re using for this share as possible. Let me be clear, we can also do it later, if it’s

Speaker2: [00:11:41] The system, we try to muddle through this. All right. So we’re in project management right now. Are there any specific questions hanging out here, Chad? For project management,

Speaker1: [00:11:52] No specific questions yet.

Speaker2: [00:11:54] Ok, so let me go and cover a new feature. I don’t know, there might be some repeat attendees in here, but in the dashboard. We did add a new feature where you can select the date range now to bring in certain projects that meet a range, I could say all dates, and also I could do all the whole firm, all staff or just a particular person. What we have added or changed, I should say enhanced, is that the project tags are related to projects. So when you switch views to tasks, we’re actually hired into project tags now and we’re just going to let you focus on the tasks that go the workflows with projects. So so for you or your staff, they can now come in here. And again, keep in mind, this is dummy data. It’s probably not a good example to use, but any tasks, for example, billing here, if you notice, we’re going to bring that in. And this delay is unbearable almost. But you can see I have 11 that are ready to work. And what that means is these are at that. They’re not tasks that are not ready to be work. These are like the next task to be completed. You can see any that are active. They’re not ready to be completed yet, but they’re out there.

Speaker2: [00:13:13] You can see tasks that are due today, this week are overdue. So if you click this anytime you see the the underscore, you can click it and we’ll go out there and grab anything that’s set for billing, OK? And we’re going to go filter all those tasks in and you can complete them from right here from this dashboard just by selecting the radio button. So that’s a nice feature. Nice enhancement to the dashboard. It’s good for your staff that they can see what they have ready to work on. And again, if I click that ready to work on it now did a filter and it brought everything that is actually ready, the tasks that are in line and ready to be worked on. So another good feature and then for a logged in user down at the bottom, they will see all their tasks that they’ve completed, timestamp client who they worked on, etc.. So these are just some good enhancements that we’ve done for that jumping into, you know, why don’t we do this chat? Why don’t we ask the question how many new people we have and how many are repeats? Because I don’t want to cover a lot of things that I’ve may have covered in a previous workshop.

Speaker1: [00:14:29] Yeah, what I’ll do here, guys, is if this is your if if you have joined us before, if this is not your first time being on this call, do you mind just clicking the little button that says raise your hand? And that way I can get an idea of how many people that have been with us that are here today?

Speaker2: [00:14:47] Yeah, I’ll go ahead and jump into the settings. So this is where you can customize your tags except for the first two and you’ll see the lock lock icon. This tag is Read-Only. Since we do use those, when you log work a project in, we automatically tag it that it’s available for work or assuming that if you’ve received the work that it’s ready to work. If you want to remove the tag, you can tag it automatically, but you can certainly remove that tag. And then if you extend any project, we’re going to automatically tag it extended.

Speaker1: [00:15:19] And until we have a lot of new folks here today, about two thirds of our attendees are new.

Speaker2: [00:15:23] Ok, great, great. So I’ll continue on with a lot of the general things with project management. So these are fully customizable. You can set them up and change them how you want to. The right over here are company templates. And these are your templates that you can set up, for example, of ten forty. You can drill down and look at that workflow. You met with a client. They uploaded their documents. They dropped them off tax for billing. You can modify these by clicking the link and you can go modify this company template. Now, once you have your templates set up, you can duplicate those out and batch by selecting the template and then duplicate all your clients will be loaded in and then you can filter your individual clients. And I just found five hundred and fifty three individuals that I would probably want to assign this ten forty project out to with these settings. I’m going to repeat yearly the turnaround time and I’ll discuss this when I get into a a project and show you how you work through a project, you can optionally turn this on or off. What this means is that the tax prep cannot be completed until step no one’s done. So once one is done, two is that back three won’t be at bat until two is completed. So if you turn this on, it’s going to force your task to be completed in order.

Speaker2: [00:16:57] This is also useful to see what tasks are ready to work on because by. Turning this option on, it’s only if one is done, it’s only going to bring up two as the task that’s ready to be worked on. So that’s that’s the scandals. And if you hover over the tooltip, it will tell you what these are for. Let me go and recover the requires final review. I don’t like the option. It’s there. Some firms use it. There are some companies that use it. But if you notice, I have a review in my workflow already. So after you’ve done the first three tasks, then maybe somebody is going to get notified within the firm to review the tax return. This option here, this is a status that is triggered once one through six is finished. Once all the tasks are completed, then there’s a status that automatically gets tagged on the project. It’s called Ready for Review. I’ll show you how that works. I’m not a fan of it because a lot of people say, hey, I’ve completed all my tasks and it didn’t complete it. That’s because somebody has to sign off on the final review. You can actually fail the review if something’s not right. You can always say it failed the review and somebody will get notified by email that it failed the review. So, again, these are options.

Speaker1: [00:18:23] Yes, we had a good question come in from Lisa that’s related to this sheet. She asked, what is the difference between having a review task which generates an email to the reviewer versus having a review tag?

Speaker2: [00:18:39] You can use it both ways. So we’ve tried to design it to where if you do want to have a review tag, you can tag things with the review tag or if it’s that way, things that if you are going to tag it for review when you go back to your dashboard, I think we’ve covered this duplicating these out. But when you go back to your dashboard now, anything that is tagged for review. And I got to flip the switch back because it remembers what your last view was, I’m going back to the projects. So if you did have that review tag anything that has any project for Tim signs. And keep in mind, these are for anything that I’m a manager or a partner on, anything that I’m a partner or a manager on that has that tag for review would come up here and then I could click that tag and then it would bring up all the all the review tags, all the projects that have been tagged for review. So why we’re talking about this real quick under settings. This is a new feature we added as well. So this is this is how tags are shown on the dashboard. You can show them if you are on any project for a partner. This really should be or a manager. Or you can say, I just want to see the project tags that I’m a manager on or I just want to see the project tags that I’m a partner on. So you can control how tags appear on the dashboard for you as a partner and a manager. Hopefully that answered the question regarding the tags. So if you do want.

Speaker2: [00:20:23] And let me just I’m diving into a project here. Your tags are accessible over here. So if you did want to review Tim Tag like I have right here, I can tag that project there and now. I would see this as a tag on my dashboard if I’m one here as a partner or a manager and if I have that option selected, OK. So that option in this case, if I have this tag here and you have it only show the tags for a manager. If Michelle’s the logged in user, she would see the tags for this project that she’s the manager on. OK. She would see all tags on this project because she’s the manager. OK. So and tags can be removed just by clicking the X and Y. You have this open, you can select multiple tags. OK, so you can fire away with your tags and then remove them as needed, so, for example, missing information tag, you can come down and put a note that you’re missing a W-2. You can optionally fire off an email to your client from right here. And then you save the note. And now you have a timestamp of who created the note, the user within your organization and the date and time for that. Now, once you receive it, then you might want to come up here and remove the tag so that, you know, you’re no longer missing information for this client. While I’m in here, let me go through the the default tags that are discussed in the setting. So the end date here, let’s say. Well, this isn’t a good example. Let me go grab another project. Give me one moment.

Speaker1: [00:22:13] And Tim, just so you’re aware, we did have two questions that probably we’re going to want to jump over the client list and we can discuss those once you OK?

Speaker2: [00:22:24] All right. So, for example, here, I’m going to go and clear this date and I’m going to clear the tag. And let’s say you met with a client was the first step and you went along with the work. And once you select the data in here, you’ll notice that attacks that automatically, if you decide to extend this for six months or put in an extension date manually. We also put it put an extended tag on there for you automatically. If you remove that, we remove the tag. OK, so also when you receive work in this turnaround time, which is very important to talk about is let me let me just change this due date. You know, if it’s out to to a different let’s say it’s October 15. And and now I’ve got an end date of today, if you notice, it’s making an internal due date of eight, 15, 10 days from the date that I received. Then this is very, very useful because now you’ll see these internal due dates on your project list dashboard. You’ll see them on your dashboard as things are coming up due this week, next week, instead of it being two or three months out. It’s not going to show up on your dashboard. This will show it up on your funnel, so to speak, as to what is coming up that you want to work and get out the door. So, you know, these are optional. You can use it or not use it. It’s up to you. If you do, it’s going to create the outrage. All right. So when I say this and I go to my project list, you can see these outdates are here and I can sort them and see them listed. You can filter it however you want. And these dates will also also show up in the dashboard. OK, what was that question, Chad?

Speaker1: [00:24:17] So the first one was over on the project tab in clients. He said that, you see, this was coming from James, who says that he sees we added a tab for projects to clients and it was curious if there was a way to add a new project from that tab.

Speaker2: [00:24:31] We’re adding it’s OK. Yes, it’s a good question and it’s very close to getting released out. We do the same thing, just so you know too well. We do it in engagements. Might do it that way. So let’s say you’re going through your clients set up. Let me just go and do that right now for you. I’m going to show you a couple of things.

Speaker1: [00:24:52] And second note, just so you’re aware, was he said that he could not tag a project from that tab either.

Speaker2: [00:24:58] That is correct. Give me one second. I’m going to go back to the client list. I’m going to add a new client. And this is client, you know, AAA, I’m going to save the client. Now, there’s no other required fields I can just put in the client name, but there are engagements are required. So this is how easy it is to get your engagement set up. I’m setting up a new client. And what am I doing for this client? There are 11, 20 tasks I want to do, save a new. What else are we doing for this client? We’re doing accounting, saving two. And we’re going to be doing payroll services for this client as well. Save and close. So I’ve just set up three engagements. But guess what? I also want to add projects. So there is a create project from right here and now. I can go ahead and create an 11 20 project, my monthly project for accounting and payroll. So all while you’re setting up your client, you can set up the engagements, you can set up the projects. Now, the question’s probably already hitting the Q&A. Let me go ahead and address it. What is different between the client engagements and the client projects? OK, we’re going to correlate the two. But currently client engagements are for time tracking billing your revenue by engagement, tracking revenue by engagement.

Speaker2: [00:26:28] So that’s what engagements are used for. What are we doing for this client? What engagement letters have we provided this client? What services are we doing? Projects are what is the workflow to complete the eleven. Twenty. Yes. So a project is where you’re going to set up your workflows. Who’s going to do what to complete that. Eleven twenty s. So that’s the primary difference between an engagement and then the project, which is the workflow to complete the engagement. Now you can have engagements that you may not have a workflow for or a project for. You can have projects that you may not have an engagement for. So they they’re kind of synonymous in a way. They they’re kind of one in the same, but they can also be totally separate. How, for example, you’re doing accounting services, but maybe you want to put some due date management over there for sales tax reporting as a separate thing that you want to track. Maybe it’s not part of doing accounting, your accounting engagement. So just to give you an idea, as they can be independent, they can also be synonymous, so to speak, with how they correlate, OK? Any other questions, Chad?

Speaker1: [00:27:44] Nothing yet, nothing yet.

Speaker2: [00:27:47] Ok, I’ll jump back over into project management if I can get my mouse to cooperate. And again, this is the dashboard. It’s all clickable. Any one of these things can be clicked. You can click a staff and see what they have to work on. You can click any one of these, you can click tags. And if you want to create a new project, you can also create it from here from a company template so you can create a blank project from scratch or you can create it from a company template. And it’ll pop up all your company templates and you would just select it and go ahead and create that. So from the also from the client’s area over here, you can also get a snapshot of what’s pending, what’s been completed for this client. If I want to jump in to. And I’m definitely going to have to get that trick from you for the Zune, because I’ve never had this happen where there’s a lag

Speaker1: [00:28:51] On hardware acceleration.

Speaker2: [00:28:53] Ok. This is unreal. All right, so from here I’m in the client, I can see all active. You can use these filters up here for anything. OK, I happen to be on all active. So it’s show me anything that’s pending and progress, et cetera. If I want to see the history, I can go to completed and it’s going to bring up anything that we’ve done projects in the past. When we received it previously, when did we complete it? I can dive into that project and I can see if there was any notes. And if you notice, there’s a yellow memo on this task, you know, you can you can view it’s a dummy note, obviously. But if there was any notes down here, you know, you can view that. So it is nice. Another thing I’ll point out, since there’s new people and is a lot of people use and if you are doing IRS resolution, this is great. So you’ve got to notice in four, you know, 11, 20 hours notice, you know, late file. You know, tax 11 20 s, you received the late notice on its payroll, nine forty one notice, what’s nice is you can create a project with the workflow to complete that, but you can put notes in here every time you talk to the IRS, you talk to your client. You can see everything that you’ve done to resolve that IRS notice. And it’s always good to keep that history when you’re doing IRS resolution. And then also as well, you can upload any documents to this.

Speaker2: [00:30:31] If you want to keep the notices over here on this project, any time you receive a notice, you can attach it to the project. So you’ll always have to live with that project forever. So your notes will live with this project forever. Any documents you’ve associated with this project will stay forever. So this is a fantastic tool for iris resolution. So you can see exactly what your staff has done, where they’re at in the process with the IRS. And when was the last time they faxed or they mailed out correspondence to the IRS and when was the last time a notice was received? So anyway, just a just a little tip for if you want to do IRS resolution in there, some of the things over here, there’s a lot of columns you can use our column choose or this is used throughout the software. It’s pretty standard. You can pick or choose your columns that you want. We do save it. And and project management, once you build your with your filters here, you can go grab data and tags here as well and go fetch that data. And once you have what you want, you could always export it out to kesby or spreadsheet or PDF. So this is a useful tool. You can go filter out what you want to see. If you want to find a certain client, just start typing any part of the client name and you can quickly find your clients projects here as well.

Speaker2: [00:32:00] So this is another convention that’s used throughout the software. Whenever you see search by you can, I can type in form ten forty and it just found five hundred and forty to ten forty projects. So another useful tool for getting to your information, you want to get too quickly the same feature and tasks. If you want to find out, you know, go grab all my billing tasks have found six hundred and fifty. So it’s a good way to weed out your data if you want to find a task for a given client, if I type in twenty eight twenty, there’s only one task out here for this client. So, again, just just kind of bouncing around, showing you some of the features in project management. You have your dashboard, your client, your settings is where you can set up new projects, filters pop out. Let me point out one more thing useful. If you can see these unassigned, maybe maybe I want to find a staff or or billing and I want to change something either with the description or an assignment for all of these. I could multi select all of these tasks here. And if you notice, this option became available, Bache options. So I can Bachu I can do all these Bache update operations here. So let’s say somebody left within your firm and you want to reassign to a, you know, all this all these tasks you can batch update anything on these tasks that you have selected you.

Speaker2: [00:33:36] Maybe you don’t like the description. You want to change the description. You can go back, update the task description in batch and have found six hundred and fifty to update. So that becomes available. And if you want to mass delete, that’s delete. You can do that as well. So if you notice when I uncheck it, it disappeared. When I check it, it appears and just click the down arrow and you have that a feature. Same thing with projects, a new feature we added. Let’s say you want to filter out a few things. I had a filter. The way I want it, I select a few and I come over to the batch operations, a new feature we just added. You can now change the tags from here as well. So if I want to take these three projects and extend them, you can mass extend now. OK, what was useful this past tax season, everything had to do data for 15, the due date change to five 17, you could select all those 10 40 projects put in your new due date batch update. And now you have a new due date set for all of your projects. So, again, I’m just pointing out things that you can do. And again, we have the filters you can filter by whatever you want. We have filters for these due dates past due today, this week, next week, this month, next month, etc., and you go fetch your data.

Speaker1: [00:35:11] Hey, Tim, yeah, Marion just asked if we have any any mail merge capabilities or if we’re planning on incorporating any mail merge capabilities in the near future.

Speaker2: [00:35:26] Mail merge to use Hal, as far as for emailing to your client, or

Speaker1: [00:35:34] I would I would imagine he’s wanting to use like merch tags, but kind of like Microsoft Word does, where you can merge addresses and names and business names and DBAs into the body of a document. I’d imagine that’s what he’s looking for.

Speaker2: [00:35:48] I’d have to get some more clarity on that to understand how how that you would want to use it. We do have automatic emails that are generated to your internal staff. And I mean, they are templated, so to speak. Let me go down here to the bottom. Can you see the lag here, Chad? I mean, it’s a serious lag. Yeah, but anyway, these email notifications can be turned off. The most popular is to notify when a task is ready to be worked on. We are throwing up more and more customized email editor, so to speak, which I’ll show you that feature here, too. But we can add these and these are pretty generic. It’s basically just going to say, hey, Chad, client, ABC, they’re tasked to do the billing, is ready to be done. It’s pretty generic. It’s just a notification, so to speak. But I would just need more clarity on the emerging feature under settings for emailing out invoices to your clients to. Let me get back over here for one moment. Carstens is just sort of I almost have to move it and wait. The mouse. So these email templates, these were static, but now your standard, when you’re emailing out to your clients for invoices or statements or you’re thank you, if they do a cash receipt and the portal or your processing mango, you can send a thank you.

Speaker2: [00:37:27] But anyway, if I click on here, we now have an editor. You can control the messaging on this email. And then we also have parameters that you could use these parameters and they’ll get inserted, replaced with the information. So on this particular case, we’ll say, hello, Chad. You received an invoice from Dewey Cheatham and how law firm and the client named Invoice Date will plug it in. Invoice number, the amount balance, et cetera. If you don’t want this, you can remove it and save the template, OK? So we also have in the DM’s, there are some emails that you can edit over there as well. So, for example, a tax return upload event, if you drag and drop your client’s tax return to a folder and you have the notification turned on for that folder, your client will automatically get an email that lets them know that their tax returns been uploaded. We give them the link to the portal and they can go log into the portal and review that email and review the tax return. So. Yeah, give us some more information on the mail merge. Definitely would be interested in hearing about that. It’s anything’s possible. So we just need to see how we could put that into effect on the platform,

Speaker1: [00:38:53] Our email settings, email notification settings, global or per user.

Speaker2: [00:38:59] Glow global in what aspect, because there’s a lot of different email notifications and project management and the DMS.

Speaker1: [00:39:14] I’m just just email notification settings in general, that’s what we’ve got the question.

Speaker2: [00:39:18] Yeah, I mean, if you e-mail out, you know, for example, if you are choosing to email out your invoices, so, for example, an invoice review. I’m to go down here to invoice review

Speaker1: [00:39:34] And project management. OK? The one he’s most interested in.

Speaker2: [00:39:37] Ok, well, why I’m here. So, yeah, these are set at the client level and then you can control at the client level, you have an option to change it here as well. But whatever you said here say they’re going to it’s going to designate or dictate is it printed or emailed at the client level now under project management? They are not currently turned on by the user. So if you do turn it on any any time a task is ready to be worked on. Doesn’t matter who the user is. There any notified. It’s a good suggestion. Why don’t you go ahead and email us support at immagine time dot net. And we could have an option at the at the your team member level, the user level, not to receive that notification if you want them not to receive it. So it is turned on globally for everybody within your organization. What else do we want to cover, Chad? I mean, I know we’ve covered a lot on project management today and voicing.

Speaker1: [00:40:46] Yes, I think that be a good good next time to jump into.

Speaker2: [00:40:50] Ok, so we have different ways than voice. We have manual recurring batch and retainer. I’ll go ahead and start with manual.

Speaker1: [00:41:00] And Tim, just to just to circle back to the mailman’s, we just got a response to that. It was it was what I was suspecting earlier where you’re actually creating like a generic document with mail, with merge tags, and then they can actually merge client data into that document in mass. So it’d be like an engagement letter where it said, hi, first name or, you know, they’re a business name doing business and address and those all merge together. And then that final document is sent out to the client.

Speaker2: [00:41:32] Yeah. So we do we do have on the dev list, I mean, we do plan to bring in engagement letters and things like that where you can actually have a template with the mail merge. So it would merge in whatever you wanted to in that in that it’s a document that you could save the document. And if you want to email that engagement letter out to your client, you certainly can. But we will have the mail merge for documents to be saved like an engagement letter, for example. Is that what I think?

Speaker1: [00:42:05] That’s that that’s what they’re looking for. Yeah.

Speaker2: [00:42:08] So I’m a man of one voice. There’s a lot in here. The top section is just the invoice date, the invoice number you can terms. This is how you deliver your invoice to your client. You want to email a printer, just finalize or record it. This is where you would select your template. And then we recap everything for you on these these sections up here. We built the invoice for you based on time or fixed fee. If you notice, under the open time and expense section, we brought in all of your engagements and the eleven twenty s was a fixed fee. And if you notice, there was a lot of time spent on this and there’s a big huge write. All right. Down and so we built the invoice for you. We’re recapping that. We’re showing you all the open time. If there’s any advance payments or credit, you’ll see him here. We’re showing you the customer balance, the last invoice. You can also go to invoice history and you can also filter this down. So if you want to start typing anything, you can see all the tax returns that you’ve invoice for your client. So you get all that while you’re billing and manual invoice moving on down through here. This is the open time and expense records section. A lot you can do in here. You can filter your time to come to a certain month. You can filter by staff or engagement. Now there’s you can filter just your eleven twenty engagement’s to come in or if I don’t want to invoice for the account and I can just simply uncheck it.

Speaker2: [00:43:37] And we removed it from the invoice line items. If you want to bring it back, you just check it and bring it back and we’re going to bring it back for you. OK, so we’re we’re building the invoice for you. I’ll I’ll go and take these two off. These are the descriptions, if you’re doing a narrative, if you’re doing a detail, a detail style, both your time records, then this is there. But it’s not what your client’s going to see on the invoice. The internal memo holdover, the tooltip, it’s used internally and firm statements. And let me go ahead and say this and I’ll go ahead and create this invoice. Let’s go ahead and save it. And I’m going to go straight to invoice review. And here’s the invoice I just created, along with all the other invoices that I’ve created and this is a holding area, as you’re generating invoices, it doesn’t matter if it’s coming from know manual batch or whatever. This is a cue that you can review your time. You can preview the invoices. And once you’re done, you would finalize it. And then this is the finalized action, the ones that are set, the print will print, the emails will automatically get emailed in batch to your clients and then they will clear out of this area. They’ll be nothing else listed here.

Speaker2: [00:45:00] So this is a holding area to review and deliver your invoices to your client. So in this case, I just generated an invoice. Let’s preview it. And there is the invoice that I generated. If I. Well, this is one I generated there. If you want to flip the switch and go to a detail style bill, you don’t have to reverse it and recreate it. I can preview it. And now I have a detail style bill. So you can change these on the fly any time, even after you’ve saved the invoice, even if you’ve emailed that invoice to your client and they come along and say, hey, I want to see the detail time, there’s two things. You can either print a time report and give it to them or you could just do a new style invoice. And here’s a detailed record of the time. OK, so that’s invoice review. You can you can change it here. You can also change your finalized action here. So here is that invoice I just created. Now, if I change this and I’m doing two of them, I say let’s do this for two different styles and let me go ahead and preview. Since there are two different style invoices, we tab it up for you because there are two different reports, so to speak, to different invoices. So you can scroll through one or many invoices here or flip over to this tab and now review all those details, style invoices. So we do segment your styles for you as well, which is nice.

Speaker2: [00:46:31] And then if you want to print it, you can if you want to download it, you can download it from here as well. So that some envoys review and we cover the manual and voice, which, again, if you made a mistake and I want to put this reverse it, just simply reverse it down here, we’re going to tell you we’re going to put all the time back in the Web. And it’s like you never did the invoice, if you go back into manual invoice, call that clean up. All that time is going to be back available for went so easy to go backwards if you make a mistake. You can add more lines in here, so maybe I want to add another line for payroll. You know, you can add a line and add the engagement and add whatever you want here. And if you notice, when I come in and put it in a mountain. The system is smart enough to know that I’m building five hundred and forty two dollars for this one engagement, and if you notice it put five forty two up here. So you can add as many line items as you want for your invoice and you can also. Type in as much as you want for your narrative, you can drag this and make it as big as you want. Type a whole paragraph in. Another thing I’ll point out is whenever you see the type ampersand, we do support shortcuts you can create.

Speaker2: [00:47:58] So these are shortcuts that I’ve created and if I selected, it automatically puts all my text in. These are supported everywhere in the software. The one time entry, if you know your shortcut, just type forward, slash 11 20 and your text is automatically substituted. So it’s just timesaver, you could type in, ask as a shortcut and then do July twenty twenty one. So just keep in mind these shortcuts are set up up here under quick links. We didn’t put it under settings. We just want to allow you quick access to it if I can get my mouse to cooperate. Unbelievable. All right, so it’s under the Quickflix menu. Under shortcut codes. And you can add as many as you want, just click the row and why I’m here. We do support these shortcut or I should say wild cards. So current years sidewise current expires, prior year s.m would be the current month and p.. M. would be prior month. So if you use this shortcut once you put the shortcut in, this would automatically be substituted. So you might want to have this shortcut in here to. So when you when you use the shortcut, we’re going to substitute the values for you. OK, so those are shortcuts very useful to use throughout the software. Let me go real quick, because we’re running out of time recurring, which is a good feature. I’m not going to go into too much detail.

Speaker1: [00:49:42] But yeah, we did just have a question. Jump in before we move on to that. The question was, how do you adjust the billing amount for each individual that has time on an invoice?

Speaker2: [00:49:51] All right. Good question. Let’s jump back. So we do it two ways. On the surface, we’re allocating it out and it’s a weighted average based on the billable amount if you come in and dive into the time, which we didn’t even do. This is where you can actually review that time and here you can actually select it on select time that you want to bill. And if you notice for just the amount or billing there. So again, you have full features here. You can edit this description by clicking in line, are clicking this right here, the pencil, and you can actually edit your time record rate from here. But to answer your question, if you want, do not want to write off eight hundred eleven dollars worth of this time, you can come in here and put in whatever you want. And you can adjust a individual staff’s time. OK, so hopefully that answers your question. Now, let me point out one thing, while a couple of things in here while we’re here, we do have Bache operations. If you want to delete time, you can if you want to reassign selected these selected time records, maybe this time is to the wrong client or maybe to the wrong engagement so you can reassign it to a new client, new engagement or the same client, different engagement. So we have this features as well. But anyway, once I do this and I close it, I’m now invoicing twenty four. Eleven fifty nine. Now if you come down here and change this down here and say I want employees twenty five hundred and you made a specific change on a time record, we’re going to warn you.

Speaker2: [00:51:35] You know, we’re going to reallocate it now because you’ve changed the billable amount. We are not going to hold that change on that time record. We’re going to reallocate everything. So if you want to go back in and change something after you change it, we’re letting you know that we’re going to make the changes for you again. You would have to specifically go back in once you make your changes in here, leave it the way it is and don’t change the invoice amount. OK, so that’s how you can review your time records. And if there were expenses, by the way, for this client, they would show up here. And when you drilled in for this engagement, they would be listed down here on another table and you could select the bill. Those are on select them just like you do your time. And we do now support writing up or down expenses. So that is another feature that’s been added. So long winded answer. But hopefully it answered the question and a few others that might have had some questions about. OK, recurrent invoicing, recurrent invoicing is useful, you can build from time or you can do invoices without time, it’s up to you. You can also generate a mouse is not cooperating. You can generate invoices and you also have an option to generate, retain or progress bill invoices, which is nice.

Speaker2: [00:53:05] So when you do a retainer, there’ll be no time associated with that. Invoice is basically a request for payment. We have some firms they want to, at the beginning of the month, shoot out the invoice to get the money in the door. We are also going to add an option where you can set up the electronic payment here, which is coming out in a week or two, probably two weeks, where you can set up the payment. So we when you go to process these recurrent invoices, for example, if you have the payment set up for an AC or credit card, we’re going to go initiate that charge. We’re going to create the invoice and we’re all going to create all the records and mango billing for you. We’re going to create the invoice. We’re going to create the payment against the invoice, and we’re going to go collect the money from your client for you. So return invoice is going to be very, very useful for recurring invoices that you do monthly or even annually. You can set up your you know, maybe there’s certain invoices that you do every year, like a preparation of an annual return that you bill for. You can set those up. And what’s nice, let me go and clear the filter here. I’m going to go ahead and just search for accounting to give you an idea of some of the things you can do.

Speaker2: [00:54:23] I’m just going to grab a client here and I’m going to dive into the now, in this case, there’s no time. But if there was time, it would be released in the time up for this date. And again, if the time I come would show up here and you could review that time. So there’s a lot of functionality and recurrent invoices. You can add another engagement so you can set up a recurrent invoice with multiple engagements and or expenses. We have people setting up recurring invoices for accounting and maybe they want to add a monthly cookbook’s fee service fee and addition to the invoice so you can set all that up on your return. You can control the invoice template here and how you want to email or print this invoice as well so you can control that recurring invoicing, just that for your recurring invoices. It might be set different for your annual tax return that you’re going to build separately from recurring. So just a lot of features here. And you can also preview this invoice rate from here before you finalize it. So if I click the preview, this this is not going to be a very good example here with this text. This is I mean, let me do something here for you. So right here, if you notice, I have this current ear wild card, if I go to preview, it is going to put the current ear substituted in there for me. Twenty twenty one is the current year.

Speaker1: [00:56:00] So, yeah, we had two questions, Roland. The first one is when you use the process payment feature in the manual invoice, does the credit card info that you input for that payment remain? Is the default payment information correct?

Speaker2: [00:56:16] Good question. I’ll answer that and a lot of different ways. So whenever you process an electronic payment in mango, whether it’s in manual invoice or whether it’s through cash receipts where you can process electronic payments, we will save. We don’t save the credit card information for PCI compliance reasons, but we do tokenized that transaction. So you will not have to enter the client’s credit card information again. You will not have to enter the bank information again. So, for example, if your client you emailed out an invoice to your client and they do the click to pay, they pay for it on their phone, they’ve entered their credit card information or bank information. Any future payments that you process in Mango, you can process it with that last card if you’re authorized to by your client. So you do have an option to change the card or change the bank information and update it. So you do have that option. So in recurring, how it’s going to work is when you set up the payment information in here, what we’re doing is we’re going to go for credit card. We’re going to authorize that card to make sure it’s good. We’re not going to charge your client at that time. It’s going to be tokenized.

Speaker2: [00:57:32] So when you come in to process all of these invoices, you know, these first five could be set for automatic payment, maybe one or two or three of them aren’t set for automatic payment. So the five that are set, since you’ve set up the credit card information and we’ve authorized that already, when you go to process these invoices, we’re going to go hit that car to process it with the token to process that transaction. If the card information ever needs to be changed for whatever reason it’s expiring, then you would come in here and update that information in here. OK, so hopefully that answered the question and a lot of different ways what the question initially was about. We do have some tax forms that there they have the client sitting in front of them like that H.R. block or to a Jackson or whatever, and they’re doing the tax return and the bill all at one time. We do have a process payment rate while you’re doing the invoice. So you can actually go ahead and process that credit card with the invoice at the time you’re doing the invoice. And we’ll associate that payment with the invoice all at one time. OK, you said yet another question. Yeah.

Speaker1: [00:58:49] The second question on top of that was how do you edit the default description of services for an invoice?

Speaker2: [00:58:55] Great. Great question. So back on the client. I’m going to go into a specific client under their engagement’s tab. I have four engagements for this client. And again, while I’m here, these badges are important. I hate to I like to jump back and forth. But engagement’s there’s four there’s two open invoices. There’s Tim Ruprecht Work in progress records, two top contacts and five notes. But right here, I’m going to the engagements, I’m going to jump into and engagement. And here is that default description. You can change it here and that will come in for invoicing automatically. If you don’t like these descriptions, you can always update them or you can go. We have a utility in settings. You can go update every 11 20 s engagement with a new default description. You don’t have to do it one client at a time. So we do a I would just suggest for everybody to go into settings, review every screen and settings because it’s valuable. There’s invaluable information in there and it just helps you to see what you can and can’t do within the application. There’s a lot of things in there that you’ll see that you may not realize that the platform will actually do.

Speaker2: [01:00:17] So, for example, here we have the question come in a lot. Hey, I want to change this description. Do I have to do it one client at a time? You don’t if you go to settings. General Satins. Under this assignment’s tab. Drop the list down. Update engagements, and then here’s where I can go, search that and change that new invoice description so we handle all these batch update. You can change terms for all your clients. You can change the default invoice template for all your clients. And let me jump over there. If you want to go say we’re going to email to all of our clients now, you can go select this option for email and globally change all of these clients at one time. So I highly recommend you go look at every single one of these tabs as to what you can and can’t do because there’s valuable information in there. Save you a lot of time. All right, I know we’re getting close to time, is there any last questions that might be out there?

Speaker1: [01:01:30] No questions.

Speaker2: [01:01:32] Ok, we didn’t cover. I’m going to just going to hit on one last thing. I get my mouse to move. It’s under invoicing. It’s the batch invoice in which I actually love it. And it’s a way to bring all your weapon all your time and see it at a glance, so if you noticed down at the bottom the footer, I have one hundred and twenty six thousand dollars worth of billable time and three hundred and ten dollars worth of expenses. So the the blue line is your actual client and then your engagements are listed below. So much power in here is just a very fast way to do invoicing quickly for your clients. Maybe not as much flexibility as manual, but there’s still a lot you can do in here. Just to give you an overview, if I select one client, I can review the time. I can edit time just like a man, one voice I can batch assign a change. This time I can edit time records and here you can write up or write down your records in here as well for your staff. I can view the history on this client again, their history, their balance, their payment history. You can preview the invoice from here. And if you notice, this is a fixed fee if you want to change it and this is the invoice that will hold on. This is the invoice that I’m generating for this client currently.

Speaker2: [01:03:13] Sixteen seventy with this write up from right down. But again, if I don’t want to bill for these engagements, I can just simply unselected them and now I’m going to bill fifteen hundred. If I don’t want to have that much write down, I can come in here and change my amount and again it’s going to tell me it’s going to do the reallocation for me. And now you can see your write up and write down right here. You can go filter all this. So you’re getting a global view of of the whole firm. Bill, for their top, their clients that they’re the billing partner on, or maybe I just want my fixed fee engagements, or maybe I only want certain engagements, I can come in and grabbed all my fixed engagements, go fetch them. And and now it’s going to go grab very quickly, because there’s there’s over one hundred thousand records in here and it’s pouring in quickly. So now it’s just brought in all my fixed engagements and I could generate all of these invoices based on this fix that I can go review my write up and write downs and go process all these invoices. They’ll all be sent to invoice review. You could go over there and review it, review the time, et cetera, and then fire out by email all those invoices to your clients so that this is just a powerful utility to really generate your invoices quickly and get an overview, I guess, for all your billing at a snapshot.

Speaker2: [01:04:43] Just wanted to point that out. Filters are very important. The invoice description, a lot of people question it. I’ll just indicate what it is real quick. If you leave it blank, just hover over the tooltip. If left blank, the invoice description will be generated from that default invoice description on the engagement, the one that we were just looking at. So if you don’t want to put in a default memo, like maybe what would be a default member, maybe you’re doing only monthly accounting and you want to put an overall description in here, monthly accounting for the month of July. Twenty twenty one. OK, we’re going to use that default internal description for all these generated invoices. If you leave it blank, we’re just going to use what you have set up on the engagement for the account engagement. OK, so you can change your invoice date here. Just had a meeting with somebody. They want a bill through July thirty first and then but the their time was still showing. They thought this was going to filter their time through July thirty one. This is just the invoice date. If I only want to bring in my time through July thirty one. Oh shoot. I just generated a bunch of invoices.

Speaker2: [01:05:56] All right. No problem. I’m going to go to invoice for you here. And all those invoices that I just generated just got generated for me. So that’s a good way to to see. And if you notice, it’s still working, but it’s the filter. The invoice date is different from the bill through date. You want to go into your filter and you definitely want to change your bill through date if you’re going to bill through like the end of the month, for example. OK, so back under the batch invoicing. You want to go up here to filter and this is your bill through date. OK. So any other questions? No other questions. Well, with that, I guess I think Chad may have signed off, we’ll go ahead and close here again, we have these sessions every Tuesday and Thursday. Tuesday is more of a general overview. So if you’re new to the platform, we say come in on the Tuesday. If you want to come in on Thursday, we’re going to cover like feature spotlights, new items and dive in deeper, more of a Q&A type thing to answer questions. So every Tuesday and Thursday, we have the workshops. Hopefully we’re answering questions and helping you understand the platform. If not, you can always email us our reach out and the Internet chat. OK, so with that, I’ll go ahead and close the.