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 getting started 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
With online Quote approval - your customers can approve, reject, and comment on the quote with a click of a button
Covered in this article:
- How It Works
- How to Use Quote Review
- How to Enable the Quote Review feature
- Notifications and Quote Review
Overview of Quote Review
Step 1. Create The Quote
The obvious first step here is to create a quote. We've hashed out the best practices for creating quotes here for sign people and here for apparel folks. If you need to brush up on that - no worries - we'll wait.
Once you've got the quote ready to go - you'll send out the Approval email.
Step 2. Send Approval Email
From the Green Action Button - select the link Send Approval Email.
This pops up a new window.
Under the Send for Review window - you'll:
Choose the quote reviewers - you can select multiple contacts to receive the email (and shopVOX tracks each one separately.
CC any staff members - to let someone else on your team know you've sent this to the customer
Choose the PDF template - you can choose which PDF that will fit your needs
Standard Quote: pretty well...standard
Quote - Downpayment: use this if you require 50% or 30% or 100% deposit before you begin any work.
Quote - No Total: use this if you're quoting multiple options and the customer will pick one. It leaves the totals off the bottom - so they don't get sticker shock.
Select your email template - pick a canned message you've setup with our Emailed Document Templates. Be sure to personalize for your contact.
Send for review
They'll receive an email that will look similar to this.
The giant Click here to review the Quote button takes them to a special URL inside your shopVOX account generated specifically for your contact and quote.
Different contacts receive a different URL so we can track their visits to the Quote Review page separately.
Step 3. Customer Approves your Quote / Requests Changes
Customer Approval Page
On your customer's Quote approval page - they'll have three options.(FYI - Our online proofing feature only has two)
shopVOX will update the Quote status automatically depending on which option they pick.Approve: They want to move forward with the quote as is.Approve with Changes: They want to move forward with the quote but want one or changes made. (requires comments from your customer)Make Changes: They do not want to move forward with this quote and it likely requires some big changes. (requires comments from your customer)
Any comments from your customer will be recorded in the system and marked with a date/time stamp. You can even track the number of times your customer looks at the quote.
Step 4. Follow Up
Once your customer does their thing - it's up to you to handle the next step.
There are 4 different Quote statuses that the Quote Review feature uses to keep you informed.
You'll see the statuses in the top right hand corner of the individual Quote page.
Just below we've got a short explanation of each.
(100% Grade "A" Sales Order Material)
Your customer has approved this quote.
What to Do Next
It's ready for you to convert into a new Sales Order. Convert it and email them an order confirmation (Sales Order PDF)
(Still waiting... ... ...)
You've sent the quote to your customer, but have yet to hear back from them.
What to Do Next
Been a while? Check the View Count on the Quote Review section to see if you're customer has viewed the proof.
If they've viewed it multiple times - with no action taken - try re-sending the approval email with a quote reminder message.
If they have not viewed it a single time - don't wait - jump on the phone and give them a call. Don't risk it.
Approved with Changes
(Do it but change this one thing)
You've sent the quote and your customer has given you the go-ahead for the order - but you need to make a few changes.
Maybe it's the size. Maybe they want to add one more piece.
What to Do Next
Make the changes to the Quote and convert into a new Sales Order. Make sure you email them a copy of the Sales Order PDF - to give them a final confirmation of their order.
(Not gonna cut it)
Your customer has viewed the quote and didn't like what they saw. Whenever they request changes - feedback is required - so you'll be able to view the changes from the Quote page.
What to Do Next
Make the changes they requested in the comments and resend approval.
How to Enable Quote Review Feature
The Quote Review feature is turned off by default. To enable it:
- Go to Account Settings > Settings
Scroll down the page a bit and look for a heading called Workflow.
- Enable Online Quote Review By Customer
Make sure this is set to Yes - and then you'll have access to Quote Review my friend.
- Get Notified
Once you've enable the Quote Review feature in your account - head on over to the Notifications under the Account Settings menu.
Notifications send you messages whenever important events happen with your quote. You can receive notifications via Email or Push (Alerts in the right hand side of your screen.)
Here are the notifications that work with Quote Review:
New Comment on Quote Review
(customer requests changes or approves with changes)
Quote Viewed by Client
(customer clicks the Quote Review link in the email you sent)
Quote is Approved
(customer marks the Quote as "Approved" or "Approved with Changes"
You should change up these settings to match your preferences. Maybe you don't want to receive an email any time your customer views the Quote. Maybe that should just be an alert for you.
The point is to make sure you're only notified on the things that are important to you. Otherwise you might start to tune things out - or worse filter the notifications with your email client.
To Change these notifications:
- Click the Edit button
- Search for "Quote" in the search field
- If you want to receive a notification, check the first box "Notify".
- Decide if you want to receive emails or alerts (push) within shopVOX or both.
- Select the person you want to receive the Notifications.
(We suggest selecting SR which stands for Sales Rep)
- Click the Save
Is there any charge for Quote Review?
Quote Review is included as part of the Pro version of shopVOX. So there are no extra charges for this feature.
Can my customer approve and pay at the same time?
Currently, you have to manually convert the approved Quotes into Sales Orders yourself. Since this is version 1 of our Quote Review - we didn't automate the Quote to Sales Order conversion or payment integration. We will likely do that with version 2 or 3.
Why can't I convert this Quote to a Sales Order?
If the Quote status is currently Customer Review or Revise - you won't be able to convert the Quote into a Sales Order. You can wait until your customer approves it or you can manually mark it Approved within the Quote Review section of the Quote page.
- Quote Approval Email Feature: Adding Attachments
- Quote States
- How to Create a Quote
- How to use the Quick Quote Feature