Cloud - Estimates for boarding appointments
You are able to create your own custom Estimate template. You can print or email the estimate.
To set your template, click on Financial, Estimate Settings.
Please note: Only the super admin ID or employees marked as Managers will have access to this screen.
Super Admin ID - This is the email used when your Cloud URL was created.
Managers - See below for screenshot of how to set employees as managers
The first section is how you set permissions for using Estimates.
Prevent Staff from emailing estimates to clients - The estimate can still be printed but the email option will be unavailable.
But allow for staff with invoicing viewing permission or front desk or manager status - This allows you to disable the email option for all employees except:
Employees who can add/modify invoices - See below for screenshot of how to give permission to add/modify invoices.Employees who are set as front desk or managers - See below for screenshot of how to set employees as front desk or managers.
When emailing client, cc the following email - This allows you to send a copy of the estimate to another email.
Allow Staff to edit estimate - This allows employees to edit what the estimate says before you email or print it.
To give employees permission to add/modify invoices, click on Setup, Employees, Access Rights.
To set employees as Manager or Front Desk, click on Managers, Users List.
Click the pencil to edit the employee and set their status to manager or front desk.
Front desk: These employees have their normal access rights (set in Setup, Employees, Access Rights) and they are able to approve or deny OLR appointments.
Manager: These employees can access all areas as the Admin does.
The next step is to create your Estimate template. There is a default template you can use or you can create your own.
Replace with Default template - This will load a default template but you can edit this as needed.
Add a data tag to this Template - Choose these options for what info you'd like to load onto the estimate.
Explanation of some tags:
Special Rates - These are additional rates for days of the week, peak season or holidays. Click here for details.
Dont Charge for Rules
Miscellaneous Charges Based on Boarding rules
Extra Charges based on Boarding rules - These are options set in Setup, Boarding, Board Settings. Click here for details.
Discounts based on Boarding rules
Discounts - These are discounts for new clients, complete bill, long term boarders and module discounts. Click here for details.
Package Information - This will show if any boarding package days can be used for this appointment.
Recurring Charges - This is an item set in inventory as a recurring item, so it applies to every invoice. For example, a Cleaning fee or Insurance fee.
You are able to add any information to the estimate. You can include different colors, fonts, and pictures.
In this example, the estimate includes the dates/times of the appointment and if there are any exercises, medications and feedings. I also charge extra for pickups after 2pm so I want to include that. I want to add a signature line so the client(s) and a kennel rep can sign.
Once your estimate template is ready, you can now email/print the estimate.
On the appointment screen, click to View Estimate.
On this screen, you are able to Edit (if that option is enabled), email or print the estimate.
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