Pre-Approvals and Deposits Feature Workflow

This feature is used for companies that need a workflow as described below:

1. Create an estimate.
2. Prepare a packet external to Zr Ware™ (Example: Quote PDF).
3. Proceed to create a revenue job that requests a pre-approval of your external packet and a deposit.

The Pre-Approvals and Deposits feature is turned on by Zr Ware™ Headquarters. Please send in a support request to have this turned on. 

1. Setting up the Transactional Emails for this Process
2. Normal Booking Process

Setting up Transactional Emails for this Process

This process currently doesn't support Campaign Monitors email templates but if this is something you would like added please contact support and we can look into adding this functionality.

For companies using Zr Ware™ default mailing system for their transactional emails:

- Make sure you are logged into a franchise workspace and not your Headquarters workspace.

- Use Admin > Message Center and follow the steps below if you or someone from Zr Ware™ has not already created templates and linked them to Triggers. If the emails have already been set up continue to the Booking Process.

• Create 2 New Email_Booking Templates using Tokens to customize the emails as needed.

• Create a Trigger for the templates you just created by clicking on Triggers and following the steps in the Message Center document.

This is the end of setting up your Transactional Emails.

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Normal Booking Process

The normal booking process will go as follows:

1. Create an estimate Job and Complete it: Create an estimate following the normal flow for creating a booking. Make sure you set the Revenue type to an Estimate. Complete the estimate job.
2. Prepare a packet external to Zr Ware™ (Example: Quote Details PDF): Create your external packet and upload it to the customers page. These attachments can be uploaded in the Clients > Documents tab. 
3. Proceed to create a revenue job that requests a pre-approval of your external packet and a deposit: Create a booking following the normal flow for creating a booking and following the steps below.

 

• • a. Add a deposit amount. 'Request Pre-Approval and Deposit' email will not send if this is not defined.
  • b. Add attachments(external packet) to this booking. These attachments can be uploaded in the Clients > Documents tab. Clicking on the checkbox will add the attachment. 'Request Pre-Approval and Deposit' email will not send if this is not defined.
  • c. Waivers: This shows what waivers will automatically be included with this booking.
    • From Admin > Waivers:
    • 

• Book the job on a closed route day like Sunday. The Requesting Approval/Deposit email that was created earlier in this process in Admin > Message Center is sent out to the customer.

  • You can resend the email through Client History > Actions > Resend Request Approval/Deposit Email.

• The customer will get an email with the link to review the documents, sign for approval and pay the deposit. You can see an example of what a normal payment flow might look like below:

1. Customers Email (Example email)
2. Customer will review the pre-approval and deposit invoice.
3. The customer will then review/sign any individual waivers that were attached to this booking.
4. Customer will then sign that they except the invoice and the waivers provided.
5. Customers will then be able to add the deposit and/or payments.

Reports available:

• You can run the Upcoming Appointments Report to get a list of the customers who have added deposits.
• This feature also turns on the Aging report. This report gives you an overview of the jobs in a date range.

You also have access to the Dashboard > Emails tab to search for email that were sent to specific clients.

Deposits/Payments will sync over to Quickbooks on OPEN invoices when this feature is turned on.

You will then book the job onto a route and proceed with the service. When the job is done and closed an email with the invoice should be sent out if configured correctly in Admin > Message Center. That email can also contain a link to the User Invoice Link that the customer can use to finish paying the invoice.

 

Common Questions

Question: What do I do if the customer sends me a check for the deposit?

Answer: You can go into the Clients Profile > Client History > Actions > Edit Invoice and add a payment through that window without closing the invoice. If the deposit amount meets the requested deposit amount then when the customer opens the Requesting Approval/Deposit email, they will be prompted for signatures and payments but not for the deposit.

Constraints

As of 2/3/2022, there is only two paths to take to create a booking:

Path 1 - Deposit Defined and requesting Waiver/Invoice signature

• Requesting Pre-Approval/Deposit

• Appointment Confirmation

• Job Completed

Path 2 - No Deposit, Invoice Pre-Approved, No Waiver

• Never send out the Requesting Deposit/Pre-Approval Link

• Only send the Appointment confirmation emails/job completed emails

Any other permutation of no deposit but wanting waivers, or have a deposit but no waivers doesn’t work at the moment.

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