Equitotal Help Center

            Setup


            Overview 

            On your first Sign In you will be directed here. There are 8 steps on a mobile device, 9 if on a desktop and when each is completed the circles will go green. You can do this all in one go (10 minutes and recommended) or you can start exploring the App straight away. You can use the App even if all of the circles are not Green.  At any time you can tap the App logo (top left) to go to the home screen.     

            1 Business Settings

            Enter your name and other company details.
            Your email - You will have entered this when you first signed in. If you need to change please notify support@equitotal.com, we will do it for you.
            Registration No - Mainly for UK Farriers
            Association - select from the drop down and you may be eligible for a subscription discount.
            Logo - upload and it will feature on your invoices, emails (if wanted) and some forms. This is required if you want the circle to go Green.
            Working day - The timezone you selected when you set up is displayed. This selection determines how much of your calendar you see. This can be adjusted at any time. If you start early in the summer and later in the winter adjust as you go through the year.
            Target hours - See how you are doing each week against a target.
            Appointment length - is the default time for an appointment, will make it quicker when creating an appointment
            Appointment reminders - Choose when you would like to send out reminder emails 24, 48 or 72 hours before an appointment.

            2 Users

            Either check the box for No Extra Users or Add User.
            Add user
            Select type of user from list below:
            Field - They will have their own calendar. This designed for businesses with more than one vehicle. You can select what the Field user can do (see below).
            Office - Full access to help manage your business
            Bookkeeper - Will only have access to the invoices and purchase details
            Add their details and select a temporary password for them. You will need to notify them of the password you have chosen. They can change this at any time. Ensure you scroll down the page to add postcode.
            If it is a field user you are setting up there are various permissions you can set. 
            Can see all appointments - This means all users appointments
            Can delete appointments - This allows user to delete their appointments
            Can see all contacts - This will allow your field user to edit any customer.
            Can delete contacts - Allow user to delete contacts 
            Can see all purchases - Can see all of the entries the primary user has made
            Can delete purchases - Allow user to delete a purchase
            Can void invoices - Allow user to void an invoice 
            Field users will have their own calendar and be chargeable. 

            3 Map 

            Select the miles / kilometres from your base that is your working radius. Make it a bit larger than the area you normally work in. This will "cache" a map of your area (save it on your device). This will be used in a future release. 

            4 Emails and SMS 

            Appointment times
            There are 3 ways for appointment times to appear in emails that are sent to your customers.
            1. A set time 9am
            2. Between 9am and 10am If the appointment starts at 9am the appointment emails will say you will be there between the start time and one hour later.
            3. Morning or afternoon. Morning This gives you maximum flexibility but if your customer needs to know more accurately you will have to contact them.
            4. We are adding further permutations shortly.
            The one you select will feature in all appointment and appointment reminder emails sent to customers.

            Logo
            If you would like your Logo to appear on your emails tick the box.

            E mail Templates
            Shown are previews of emails and SMS's sent to your customers. Select an email or SMS and tap the Edit Contacts button if you would like to personalise it. Be patient whilst it loads and do not edit anything in brackets.
            Upload File to Attach to this Email - This will attach a document to your welcome Email, for example your T&C’s.
            Alternatively you can put a URL link in the body of the email. This could link to the T&C's page on your website for example.

            5 Accounts and Invoicing

            Invoice Starting Number - Enter this - you must do this before you start invoicing.
            VAT, Sales Tax as applicable to your country - If you are registered enter your number here. Leave blank if you just want to show total's on the invoice. For most countries we will have preset your VAT / MOMS rate. In the US this is more difficult. If you do want to separate out the tax let us know and we will setup the appropriate amount.
            Mileage rate - if you would like to have the option to work out motoring expense (available summer 2018).
            Accounting software - by selecting your accounting software your bookkeeper will find it easier to export all of the figures they will need. We will be linking directly to various online accounting software late autumn 2018 (Quickbooks to start with). Select None if you don't know or don't use any.
            "Autopay" - Ticking the box will include a paragraph in all new customer and appointment emails about the benefits of them signing up to "Autopay" (GoCardless Europe, Stripe US). This note will disappear from their emails if they register to pay you this way.
            Bank account - This will feature on your invoice so customers can do bank transfers. Leave blank if you do not want your bank details on your invoices.
            Invoice look - Select a colour and then where you would like your logo to feature, tap left top corner, middle or right corner. You will then see a preview if online.

            6 Services 

            Add a Services - Tap Add
            Enter the description of the service
            Enter the duration of this service - Will help to Auto set the appointment length, in conjunction with a default service (not a required field though)
            Enter the amount you want to charge. If tax registered enter the Net or Gross amount
            Save  Be patient after you save, it has to be saved by our server.
            When you have added all of your services tap Submit. 
            You can come back and add or delete. When you invoice you can overwrite the amount. i.e. You want to charge a customer a different amount as a one off.

            7 UK and Europe - Credit & Debit Cards

            Stripe

            We recommend you go through this set up so you can take Credit / Debit cards using Stripe. There is no monthly charge, you are only charged a small percentage if and when you use this service (amounts vary by country Card charges). It will mean a customer never has an excuse not to pay you. You can check at any time what payments are on their way to you by login to your Stripe account  www.stripe.com
            Tick box if you do not want to connect to Stripe at the moment.

            Make sure your Pop Up blockers are off. When clicking No 7 and 8 look out for any warnings that they are being blocked. If nothing happens when you click the links this is the reason. You should get a message that they are being blocked and then given the option to allow them. If you already have a Stripe or GoCardless account look for the Login buttons. Not very visible on Stripe. This will then link your account to your "Powered by Equitotal" account.

            7 US - ACH "Autopay" and Credit & Debit Cards

            Stripe

            We use Stripe for both ACH "Autopay" and Credit and Debit cards. 

            ACH"Autopay" is the way forward for regular customers. Get paid without the customer even being there. Customers love it. Very easy setup process, keep an eye on your emails to verify your account. Check your Stripe account if you want to see payments that are being collected www.stripe.com. You are likely to have to verify your bank account before any payments that you collect can be paid into your bank account.

            We recommend you go through this set up so you can take Credit / Debit cards using Stripe. There is no monthly charge, you are only charged a small percentage if and when you use this service (amounts vary by country). It will mean a customer never has an excuse not to pay you. You can check at any time what payments are on their way to you by login to your Stripe account www.stripe.com. Tap the link for more information https://stripe.com/us/customers
            Tick box if you do not want to connect to Stripe at the moment.

            Make sure your Pop Up blockers are off. When clicking No 7 and 8 look out for any warnings that they are being blocked. If nothing happens when you click the links this is the reason. You should get a message that they are being blocked and then given the option to allow them. If you already have a Stripe account look for the Login buttons. Not very visible on Stripe. This will then link your account to your "Powered by Equitotal" account.

            8 Direct Debit (UK), SEPA (Euro), Autogiro (Sweden)

            GoCardless

            This option will be displayed, only if it is available in your country. Ignore if you are in the US.  We are investigating the use of MobilePay in Denmark as GoCardless is not currently available there.

            This is the way forward for regular customers. Get paid without the customer even being there. Customers love it. Very easy setup process, keep an eye on your emails to verify your account. Check your GoCardless account if you want to see payments that are being collected www.gocardless.com. You are likely to have to verify your bank account before any payments that you collect can be paid into your bank account.

            Below is a UK guide and customer feedback. The same applies to all the countries where GoCardless is available. 
            https://gocardless.com/guides/posts/encourage-customers-to-pay-by-dd/
            https://gocardless.com/stories/
            Tick box if you do not want to connect at the moment.

            9 Subscriptions

            You will need to complete this section before your trial period runs out. This is only available on your desktop browser. The Subscriptions (Step 9) is not available on the free App on your Mobile device. On the Home screen on your desktop you will see how many days of the free trial you have left.
            IMPORTANT. You will need to complete the subscription before the end of the 30 day free trail even if you have any additional free time given to you (see below). 
            The subscription amounts will reflect any users you have set up in Users Step 2.
            Decide if you would like to pay Monthly or Annually (12 months for the price of 11!). Select and the amounts will show. 
            Select your payment method.  GoCardless in Europe. For the US and countries where GoCardless does not operate it will be Credit Card, then Submit.

            Additional free time.

            This is if you have been given a Plan Code that entitles you to any additional free periods on top of the 30 day trial.
            Monthly 
            Your subscription payments will not start until the end of your additional free period.
            Yearly
            You will be charged straight away but any extra free time will be taken into account. i.e. If you have been given a Plan Code that gives you an additional month free. You will be charged the annual rate (11x monthly rate) - 1 month. This will mean you will be charged for 10 months in the first year. Your next years subscription will be 11 x Monthly rate.

            Association discounts

            If you are a member of a recognised Association you will be entitled to a discount. You will need to select the Association from the drop down (Step1) and put your registration number. Please ensure you enter this in the same format as you were given by your association. We are supplied with lists of paid up members, if you don't pay your subscription you will no longer be entitled to a discount. For a list of associations go to www.equitotal.com. or look in Step 1 for a list.













            Updated: 23 Apr 2018 05:14 AM
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