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"
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
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 Aaron Aldrich
Welcome to shopVOX!
We have put this guide together to assist you with the basics of getting your account setup. This article is a road map that will help explain what needs to be setup. Keep in mind these article links don’t have to necessarily be done in order. You can skip around to different areas if you want to. We do recommend getting the accounting details done early on, as the tax rates are required for adding customers.
We also have other resources as well to assist you in setting up and learning shopVOX. There are the shopVOX University courses that are self-paced which include video instruction. There is also the Guide Me section within the application on upper right that will walk you through some of the basic functions of shopVOX.
How to use this guide
This guide is broken up into five main sections. Each section has links to articles that will explain the details. We recommend reading through all the content on this article before clicking through to links. By doing this, it will give you an understanding of everything and where you might want to start. Not everyone uses shopVOX the same way.
The five main sections are –
- Basic setup details – entering your company information
- Integrate Accounting software – choose how you will link to your accounting software
- Customizing your account – areas you can modify to match your process
- Pricing Overview – learn the basics of pricing and how to create or replicate your pricing structure.
- Production management - Workflow templates and Job board basics
Basic setup details
This section will cover the basic account settings you need to enter.
Account settings - This article covers what is on the Settings page. This is where your company information is added, like Logo, address, phone, terms & conditions details, etc. Account Settings for your Pro account
Roles - What are they? A role is a Users level of access or permissions and not to be confused with an employee-s job duties. It is recommended that a User only have one role selected. User Roles and Permissions Explained
Adding Users - At first you might want to hold off on adding User until you get things in place. Your key team players that may be assisting with your account setup should be added sooner than later. Refer to this article to understand the two types of Users you can add. User types in shopVOX
SMTP settings - Each user should be setup with their SMTP settings. This will make sure your email communications are routed from your email server and help prevent them from dropping into your customers spam or junk folders. How to configure the SMTP settings for your email
Notifications - There are several options for getting notified from your shopVOX account. You will want to adjust what alerts you receive. Keep in mind, you want to be strategic about what notifications you receive. Your inbox can quickly become inundated with emails from your account. Notifications: Keep your entire team up to date
Importing your Customer base - You may have 100's or 1000's of customers in your current system and wondering, 'What is the quickest way to get all this information into shopVOX?' We can import them for you or you can do it yourself! How to import your customers and contacts from a spreadsheet
Integrate Accounting software & Payment processing
Do you currently have accounting software to manage your business? If so, we have options to integrate with a few. If you do not currently have a preference, we recommend one of the Quickbooks options and use the Quickbooks articles to get this setup.
Accounting software setup
You probably are using a numbering system for your accounting to keep track of invoices and accounts receivables. The default in your new shopVOX account is 1000 for all transactions. This can be changed to start where your current system left off! Transaction Number Sequencing
If you would like to receive payments online or you already do this with Quickbooks and would like to link it up, we have a way to do that. If you don't currently have a system, we would recommend the Authorize.net option as this is recognized by most Credit card merchants as a reliable, safe system to capture customer payments.
Square credit card processing
Customizing your account
This section covers areas of the program you will want to review and update to match your process and how you interact with your customers
Email Document templates - There are several sample templates already created in your account. Review them and edit them as you see fit. These are a great time saver that are used to when sending Quotes, Proofs and Invoices to customers! They are standard form emails that you can customize to match your current process and email standards.
Custom notes - there are several ways to add notes to your customers and transactions. This article covers your options as well as create quick default ones. These will allow you to create an electronic paper trail as well as have short-cut phrases to add to the bottom of PDFs you email to customers. All of which save time as well as having a detailed history of conversations with customers.
Sales Goals - set targets for your company and sales reps to track progress in the Business Intelligence dashboard.
We strongly recommend you refer to the courses in our shopVOX University to get a good understanding of Products and the different ways to setup your pricing. We have developed three main pricing courses.
- Mastering the art of Pricing - overview of our pricing engine
- Vinyl sign and large format Guide - for the sign industry
- Apparel decoration guide - for the Apparel industry.
If you have a business not necessarily related to either of these two, but you still have a custom pricing process; we would recommend the Mastering Pricing course and the Vinyl sign and large format Guide.
If you would like to continue reading articles about pricing, here is a collection that will go over the basics. There are also some scenarios and examples you can review in this list.
Start with these first three articles
What are pricing types? This is the foundation of the different ways to build a Product
shopVOX Pricing templates Overview of the pricing engine and the break down of the parts of a pricing template
Basic pricing templates
As outlined in the article above about Pricing templates, Basic pricing templates are used for formula based pricing. In manufacturing there are a lot of variables that go into a Product. How you currently price may be replicated with this pricing type.
Pricing Scenarios: Banners - this example is focused on a sign industry product, but it is a simple product that explains how this type of pricing works.
How to Price Banners - this article has instructional videos explaining how a Product is built.
Think of grid pricing as a spreadsheet of fixed costs & prices that would be selected based on a couple of variables.
Building Products using Grid Pricing - A step-by-step tutorial
Examples of Grid Pricing Products - various grid product layouts
Product: Yard Signs using Grid Pricing - learn how this product is built from scratch.
Product: Business Cards using Grid Pricing - another step by step guide using Business cards as an example.
This is unique to the Apparel industry for screen printing shirts, embroidery, direct to garment, heat press and any other apparel decorating pricing. Setting up your apparel pricing involves choosing which catalogs you use or creating a custom catalog and then creating variant pricing for the decoration.
First step - setup your catalogs.
This article will help explain the first part of the process. Blank Apparel - Integrated Supplier Catalogs
Custom catalogs - Importing custom catalogs for apparel from other suppliers
Second step - setup the decoration charges
Adding your own Variants for Embroidery and Screen Printing - this article explains how to setup the pricing details for locations/colors/stitch count pricing grids you are familiar with.
This next article is a walk through using a finished Apparel product
Apparel Decoration Order Guide - this is a walk through of the process of taking an order for an apparel product.
One of the key elements of shopVOX is the ability to keep all our your orders organized. This section reviews what production management is and what you can do to customize it to match your processes.
Workflow templates - understand how these templates can replicate your production process and how it can be tracked on the job board.
Job board basics - this guide reviews the different areas of the job board and its functions
Online proofing - this is an overview of the proofing system that has revolutionized the design to customer approval process for many of our customers.