Setting up your Job Board account
How to connect Quickbooks Online to the Job Board version
Launch jobs from Orders - Job board version
Job Board Only version Vs Pro version
Setting up your Pro account
Flagging a user as a "Sales Rep"
shopVOX Pro User Types
Forms: Editing the User Interface
How to Change Password
How Do I Create a New User?
What size should my logo be so it can appear in email PDFs?
Account Settings for your Pro account
shopVOX Work Flow - The Big Picture
Roles: How to restrict access for certain users
Protect Your Bottom Line with Terms and Conditions
Transferring data from my old system to shopVOX
POS Settings - General
Outsourced PO PDF - details your Vendors need to know
How are Users Billed?
Common Questions About Users
How to import your customers and contacts from a spreadsheet
How to configure the SMTP settings for your email
User Roles and Permissions Explained
POS Settings – Sales Taxes
Five challenges to consider when setting up your Account
Adding new customers
shopVOX Pro Job board Filters
Create your first Pricing Template - a visual guide
What is a product?
shopVOX Pricing Templates
Building a Product: The Basics of Using Pricing Templates
Accounting sync setup
Transaction Number Sequencing
Setup Xero accounting integration
Common QB Questions
shopVOX Setup of Tax Codes for Quickbooks Canada Desktop/Online
How to Connect to Quickbooks Online using the Setup Wizard
How to Connect to Quickbooks Desktop version using the Setup Wizard
How to setup Sage Business Cloud Accounting integration
Getting started Guide
Save Time with Emailed Document Templates
Notifications: Keep your entire team up to date
Top 10 flows in shopVOX for a typical shop
Introduction to ShopVOX
How to create a Sales Order
Avalara AvaTax - Sales tax setup guide
Managing Customer and Leads
Managing dates on Quotes, Sales Orders, and Invoices
How to Add a Special Note to a Customer Document ?
How Do I Group Contacts Together?
Customer Alerts & Flags
Inactive Customers Report
How Do I Group Customers Together?
Adding new Contacts to Existing Customers
Set up different pricing levels for different customers
Update: Editing Existing Contacts - GDPR Compliance
What are Sales Leads?
Sales Lead or straight to Quote?
Sample Sales Lead Pipeline
What is a CRM system?
Win more business with Sales Leads
Why use Sales Leads?
Sales Leads Guide
Create Sales Leads automatically from the contact form on your website
How do I add a Quote from a Sales Lead?
Sales Order States
How to Create a New Sales Lead in shopVOX
How to Create a Quote
Sales goals - Setting up for Success!
Drive results with the Sales - Production Thermometer
Adding Shipping Charges to a Transaction
Quote Approval Email Feature: Adding Attachments
Use the Roll Up feature to combine pricing for multiple line items
Adding Images to a Quote/Sales Order/Invoice PDF
What is the Sales Process?
Quote Review - Send Approval Email
How to use the Quick Quote Feature
What is a Sales Pipeline?
Mark invoices as Delivered, Shipped or Picked up
Quoting Screen Printed Apparel
Products & Pricing
Basic Pricing concepts
What are Pricing Types?
Create Your First Product
What is the difference between Standard, Cost+ and Product Pricing?
How do I add a product category?
Materials - Understanding, Adding and Adjusting
Labor Rates and Machine Rates
Shipping, Setup, Finance & Miscellaneous Charges
Building a Product and understanding Pricing Templates. Watch the webinar!
Building Products using Grid Pricing
Pricing products using the Panels UI
Using Variants for different Pricing Structures
Advanced Pricing concepts
Modifying Starter Products: Remove installation and design services if they are not taxable in your area.
Setting up second side pricing for a Product
Vendor Pricing: adding to Materials
Using Logic in your Pricing Templates
How does Wastage work in shopVOX?
Job Costing - Estimated vs. Actual
Modify Material, Labor rate & Machine rate formulas within a Product
Deactivating and Deleting Products
How to make your invoice line items editable
Re-Calculating Bill Of Materials (BOM)
What's the difference between Margin, Markup %, and Markup Multiplier ?
How to adjust the bill of materials (BOM) for situational purposes
No Total PDF: How to give a customer options without totaling the whole Quote
What is the Sell/Buy Ratio?
Customizing Line Item Descriptions
Custom Fields in shopVOX
How to increase prices for your Products by a percentage
How to Copy Products Shared by the VOX Community
Setting up Products priced by the Square Inch
Product: Business Cards using Grid Pricing
Adding Pricing Template to a Grid Product
Problems with Grid Product - Who can I contact for help?
How to Import Grid Pricing from a Spreadsheet ?
What is the difference between range and volume discounts?
How can I give a discount for a product for a single customer?
Grid Pricing Webinar
Examples of Grid Pricing Products
Master Pricing Guide
Job Board management
Adding your Job Board to your TV
Why create jobs and use the job board?
How to Generate a Completed Jobs Report
A guide to the Job Board
Job Board - Different Views
Change default job view
Full screen Job Board
Making Job Board Line Items More Unique
How and when to use Create Combined Jobs
How to upload a proof to your job ?
How do I send Multiple versions as options to the customer to choose from?
How do I send several proofs for the different items on my transaction?
Does shopVOX support multiple page proofs?
Get artwork approved faster with Online Proofing
Managing your schedule with the Shop Calendar and Shop Scheduler
Shop Calendar and Shop Scheduler: Overview - is it right for my shop?
Will changes made on an Invoice or Sales Order Line item be updated to the Work Order details?
Is Inventory for Me?
How Do I Require a Payment before a Job can be started?
Using Create Combined Job to group line items for production
What are Projects?
Accounting and Reporting
How to export customer data from QuickBooks Online
Quickbooks Online: Common Sync Errors
Automatic Sales Tax Rates and QuickBooks Online
How to Sync to Quickbooks Online
How to export customers & contacts from Quickbooks Desktop?
Quickbooks Desktop: Common Sync Errors
How to Sync to Quickbooks Desktop
How to send invoice statements to customers with the Collections report
Daily Sales and Payments report
Daily Activity Report
How to create progress invoices ?
Sales Tax Groups and Combined Tax Rates
MYOB Export & Sage 50 Export
How to refund credit card transactions processed via shopVOX & Authorize.net
Square Payment Integration
Prevent QuickBooks sync errors by excluding special characters and limits
Take in-store credit card payments with a USB credit card swiper
Line item Taxable / Non-Taxable logic - Video
How Do Credit Memos and Refunds Work in shopVOX?
Differences between USA QuickBooks Online and Non-USA QuickBooks Online
Accounting wins! Strategies for using shopVOX for business growth.
Creating & sending Statements in shopVOX
Sales Tax Rates
Industry Specific Content
How to Price Vinyl Printing
How to Price Banners
How to Price Banner Stands
Pricing Scenarios: Banners
Product: Yard Signs using Grid Pricing
How to Price Vehicle Wraps
Promotional Items: adding Labor cost & Base Product cost to Purchase Orders
Adding your own Variants for Embroidery and Screen Printing
How do I stop the price for my apparel from recalculating when I update the quote or sales order?
How do I add customer supplied garments to a quote or sales order?
Blank Apparel - Integrated Supplier Catalogs
Adding Promotional Products to your Quotes and Sales Orders
Dynamic Size Selection on Apparel UI
Apparel UI - Catalog Pricing Flag
How to add Screen Printed Apparel to Quotes and Sales Orders ?
How to price Screen Printing
How to customize the standard Screen Printing locations
How do I quote multiple options or quantities of shirts or hats?
How to price Screen Printing - case study
How do I add apparel styles that aren't listed in the integrated catalogs?
Importing custom catalogs for apparel from other suppliers
How do I see a detailed breakdown of cost and price of apparel?
How do add additional apparel styles or colors to a quote or sales order?
Apparel Decoration Order Guide
Master Guide to Apparel Decoration
MSRP Catalog pricing - setting a Fixed price for Apparel items
SanMar apparel catalog integration
Taking Payments in ShopVOX - what your customers will see
Setup a private storefront for your clients to place orders with a cPortal
How do I enable the free cPortal for a customer?
What is the difference between the Paid and Free versions of cPortal?
Online Ordering Account settings for cPortals & Shopping Cart
How is online payment processing set up?
Webstore & Shopping Cart Examples from shopVOX Users
Webstores for your customers - What are they? and... How to setup!
How to setup Products for a given customer to be able to order from cPortal?
White Label setup instructions
Steps to setup custom URL for paid cPortal
Setting up a Shopping Cart to sell online
What will my customers see on their cPortal?
Webstore vs Shopping Cart
How to create a Discount Code in the eCommerce feature
Automation & Integrations
UPS Shipping Integration - Access Keys
FedEx Shipping Integration
Creating a shipment
How does an API work?
What is JSON?
Where can my get my shopVOX API credentials?
What is an API?
Can the shopVOX API accept tracking numbers on shipped orders?
Does shopVOX do custom development?
Setting up the Gmail and Outlook Email Integrations with @mail feature
Master Guide to Automation & Integration
How to update your current contact form integration to include uploaded files
What are some popular advantages when using Zapier?
How to add form submissions as Sales Leads in shopVOX
How to send Shopify orders to Sales Orders in shopVOX
How to add Third party Shipping account to a Customer ?
I'm having an issue with the shopVOX APIs. Who do I contact?
How do I build my own custom integration?
Does shopVOX integrate with Salesforce?
Does shopVOX integrate with Microsoft Project?
How Purchase orders work in shopVOX
Setting up Mailchimp integration
Customize your account with Add-on Features
Scheduled Actions - What are they and what can I do with them
API/WebHooks integration feature
Setting up Constant Contact integration
shopVOX specific terms
What happens when a Job is completed?
QuickBooks - Classes
Key terms explained
Uploading vs Linking Assets
Why doesn't Material have Volume Discount, only Range Discount?
What does Capacity in Minutes mean?
Why can't I print the PDF documents directly, instead of downloading?
How can I print invoices to mail to my customers?
I can't use my email address? shopVOX says email has already been taken.
How do I re-activate the disabled user?
How can I send a quote and a proof together in one email to my customer?
Where do jobs "fit" in the order process in ShopVOX?
What is the Admin checkbox for when creating a new user?
How to Set Up and Use the Inventory Feature
How can I change the workflow template for a job?
How Can I Upload an Image of a Product on a Job Line Item?
Customers- Credit Limits, Stop Supply & Disable
What Does "Group" Mean When Creating a New Customer?
New to Quickbooks While Using ShopVOX
How to increase Database size ?
Hex Color file to match PMS color chart
Can customers download uploaded proofs?
How do I update contact info?
How can I raise a PRO-FORMA or DOWN-PAYMENT Invoice?
How do I add new products?
Can we chat internally with other users?
How to enable login only from static IP address
How can I delete a job?
Who should be assigned the Customer Review step in online proofing?
Opening PDFs directly in your browser
How to hide the thumbnail image in proof emails
What does the number next to workflow steps mean?
Bulk deleting customers
Optimization tips for the Job board
Errors and Troubleshooting
How do I remove / delete materials, material types, or material categories?
When I convert a quote to a work order, does the name of the order and the line item description carry forward or do I have to rewrite?
shopVOX Chat Feature not working on Firefox Browser
How to clear history from Chrome browser?
Flags to control what prints on customer facing vs internal PDFs
Keep Important Documents Handy with Account Level Assets
How to round your pricing to 2 decimals or 4 decimals
ERROR - Property: amount_in_cents, reason: greater than payment balance.
Control custom line items
Existing Approved Proofs for ReOrders
Advanced Search & Filters
How do I cancel my account?
Powerful Global Search in shopVOX
How can I setup a minimum order amount?
How to optimize your browser for shopVOX
Unable to change the Customer on Order ?
Asset Images and using Image Notes
What is our IP address for the mail server ?
Custom PDF in shopVOX
shopVOX Job Board version
Updated by Lila Carsten
In all aspects, materials are the tangible components you buy and resell in some form or fashion. You may consume them to build a product for sale (i.e vinyl for a wrap) or simply broker them (i.e outsourced flat cut acrylic letters). They can be sold by the square, by the piece, by the foot etc. In shopVOX as you set those selling units you can also assign a formula to sell by. If you buy vinyl by the roll and sell it by the square foot, you can tell shopVOX to use a formula of area. On the other hand, you might sell it by the linear foot so you can; tell shopVOX to use the width or height of dimension entered. There’s lots of variety in shopVOX so that you can sell your materials in a way that makes sense for both your shop and the situation. That means you should take a few minutes to strategize as to how this list should be set up. Ask, if you have questions 🙂
There are a few things to familiarize yourself with in regards to materials. They are:
- Material type – This is similar to product type in that it is a large group in which you place like materials. A good example of a types are vinyl, paper stock, substrates, garments, accessories etc. The fewer types the better. Each material placed in a type can have it’s own category.
Notice how the material has a type called substrate and use the category to further organize the material.
- Category – The category gives users the ability to organize materials within groups of a certain type. If substrate is the type then “aluminum” could be the category.
- Selling units, Buying Units & Sell/Buy ratio – This is how you sell the material such by the square by the foot etc. The Sell/Buy ratio is how many selling units are in a buying unit. For example, if you buy a roll of 54” x 150’ vinyl and sell it by the square foot, then the conversion ratio is 675. Meaning 675 square feet in the roll. If you enter the roll cost and proper ratio, shopVOX will auto-calculate the cost per selling unit for you. Simply apply a markup or selling price if needed.
Notice here how the selling unit is square foot. The buying unit is Roll and the Ratio is 675. That means there are 675 square feet in this Roll.
- Calculate Wastage – this is used if you’d like to sell consumed material that may not be part of the actual product when given to the customer. You can use the width, height or both directions for waste on a material. You can read more about using the wastage calculator here.
In this scenario the material is set to charge for the waste based on width at a 20% markup on cost. This would account for the cut-offs of the material that go in the trash, but also stay competitive.
- Formula – the formula is how you will determine how to sell the material. If you want to sell by the square then select Area. If you want to sell by how wide something is then select width.
Here is a pre-determined list of formulas you can apply to any material. NOTE: Make sure it make sense to the selling unit you’ve picked.
- Include in Base price – Noted above...You will want to check base price if you want to use this particular item as part of the total base price. You can learn how to use Pbase by reading this article.
- Per unit – When you check per unit then you will use this material against the Quantity that you enter for that Product Template. If you do not check per unit, then it will only be charged once on the line item regardless of quantity. Most materials will use “per unit” as true (checked = yes.) 🙂
- QB Item Type & COG Account - Noted above...these field will note how they are linked to the Chart of Accounts if you sync to your Accounting program.
How to Setup a New Material
- First head to the material menu and add New.
You can get their by clicking on Company Menu >> POS Settings >> Pricing >> Materials
NOTE: All of the Images below are Sections of the Same screen.
- Then give this a name, select the type and category.
You’ll then need to associate your selling/buying units and sell/buy ratio. If you are going to assume waste on this material you should enter the sizes in the width & height fields. Please use inches.
- Here you’ll decide if you want to calculate waste or not. Choose how shopVOX should calculate... Width, Height or Both height and width. Entering a percent on the waste will allow you to fine tune the selling price. Cost, Price & Markup will be determined by the information entered for the Sell/Buy Ratio in the previous area.
The 4 text fields for random charges are there to assume some type of charge that just needs to be there 😛 For instance, if this is HDU I might assume I have a clean up charge every time I use it. I could add $10 to the selling price by entering it in the labor charge field.
- Select the appropriate formula for your material. Ideally this matches the selling unit BTW
If you want to include this material as part of the base price make sure you select it as well as per unit if you want it to multiply across the quantity entered.
- With Display on Description & Print Image on PDF options you can decide whether or not it should show to the customer documents or not. Some times you will not want this to display to your client but need the details on a work order. You can use this flag here to do so.
Additionally, you can pre-determine work order details here to automate important information.
- Finally, if you’d like you can share this material with other locations you own and also the rest of the VOX user community.
NOTE: Some of the details in the interface have changed slightly since this video was recorded, but the basic functionality and layout is still the same.
Adding Roll Materials
Adding Sheet Materials
Adding Materials to your Products
I want to add a choice of different materials
Adding images to your Materials
Sample File Used in Video