Question: I’m not sure how to send a invoice to a customer from the system directly
Answer: When creating a job you can add items in the job item section on the job page. Items are your services such as labor, parts, other charges, etc…
Once you have filled out the job page and items, click the “Create Invoice” button at the top or bottom of the page. On the invoice page you will see the “Display Email Options” check box. Select it and the email section will open. Select the “To” check box and enter customers email address. When you save the invoice, the email will be sent.
Question: In trying to update an Employee’s information (ie. add last name, revise work type to show all types), I receive a message saying it is not a unique name, however, it is not showing up in the list. I need to assign a job to him, but since it will not update the work types, I cannot add his name without changing the work type. The employee’s name is *******. He should be assigned all work type options.
Answer: Check to see if he is “Inactive” in the Employee list. There is a Inactive/Active filter in the top right of the list.
Question: We recently added a new employee to Bella but it does not show his last name. When we try to edit the employee file and add his last name we get the message that an employee by that name already exists. The name we are trying to correct is *******. Currently, it only shows his first name.
Answer: In the Employe list upper right corner click “All” in the “View” dropdown. You will see that ******** is already enter as an employee but inactive. You can make it active, or change the last name and continue creating the new employee record for *******.
Question: We have an iPad we would like to start using to do customer estimates. Is there a way to have the customer sign an estimate on the spot directly from the iPad thru Bella without having to use another platform or print it out?
Answer: Yes, we have a eSignature feature you can activate in your account. With this feature there will be a “eSignature” button on the Work Order, Estimate, and Invoice page. When clicked, a pop up will open that your customer can sign with their finger or stylus on any mobile device.
Question: Is there any way to put some spaces between our company logo / company profile and the BILL TO COLUMN so that the bill to address fits in the window of our mailing envelope, right now it is to high to fit in the window. We just need to lower the BILL TO COLUMN on our invoice form only. maybe 3 spaces? If we put the logo above our profile and to the left on both, it fits, but when we put them inline as it is now the bill to address is to high for our envelopes.
Answer: There are a couple things you could try. You could try to make our company logo taller. Add white space to the bottom of the logo image. Or you could move it down by checking the box to display your Company Name in your profile and check the box for City and enter United States or some other value.
Question: I have questions about features. Can we customize fields in the customer list? For example when I select that the customer is a RESIDENTIAL CUSTOMER (which 99% of ours are) I don’t need to see the BUSINESS DETAILS section. Following that logic I don’t need to know, in the PRIMARY CONTACT section, their job title. Can these fields that are unnecessary for our use be renamed to make them useful to us? What I WOULD like to see – and to have the technicians see – is what type of appliance they’re going there to service. So I’d like field for brand, model and a notes section.
Answer: Yes, you can absolutely customize the customer page.
In the Admin tab, click the left side menu ‘Customer Page’ (the last menu) and you will see how to customize the page for each Customer Type. Select ‘Residential’ in Step 1 and then select the fields you want to hide.
Also in the Admin tab left side menus click ‘Custom Fields’. This is where you can make as many custom fields as you want. You can make them for the Customer, Job, Equipment, and Vendor pages.
You could simply create a custom field ‘Brand’ and ‘Model’ for the job page. Or, you can activate the ‘Equipment’ tab in the Admin tab. This feature would be used if you service customer equipment frequently and would like to track the history.
A Notes section is already on all of the pages at the bottom, such as the customer, job, and equipment page.
Question: I’m testing your solution and i’m wondering if employees can be assigned to a job in an exclusive way. That is: if I assign an employee to a job at a specific date and time, I should not be able to assign the same employee to another job at the same date and time.
Can i find this feature in your solution?
Answer: It is possible to ‘double book’ an employee. To avoid that you can assign a color code to the employee so when you are scheduling an appointment on the calendar you can visual see who is or is not booked that same day and time.
Question: We are having issues with putting in work orders. On some of our customers name’s we cannot enter in jobs under their name, it keeps erasing the name after we type it in or use the drop down options. When we try to put anything else in for that work order it says “Error: This field is required and/or the value entered is not in the correct format” – But it just won’t let us keep the customer’s name in there.
Answer: Both of those customers had a trailing space in their customer name which we removed. Please try now.
Question: When adding a new job, under the Appointment Details section, when I save my job the service location disappears when I go back into the job. Is there any way to save the service location so it will show when I reopen a job?
Answer: The Service Location and Service Contact input field does not create a new location or contact if you manually type it in. The input field is only for searching for existing locations and contacts. You must either select the location from the drop down or if the location is not in the drop down then click ‘Click Here to Enter New Location’. Same for Service Contact.
Question: I’m trying to add a group of new customers, but I want them categorized in a way that is easy to separate a few different ways. I may have a new employee manage this group of customers and their jobs, and would like her visibility to be clean and understandable.
Answer: You can add the employee as the Account Manager for the customer. On the User profile page for that employee select the access option ‘User only able to view Customers and Jobs they are assigned as Account Manager’. When they view the Customer and Job list they will only see what they are assigned as Account Manager.
Question: We just received a new customer that happens to have the same name as another customer, although they are 2 different people. We are not able to put them in as a new customer under their name because it says the name is not unique. Is there a way around this or another way we can put them in under their actual name? Everything else is different; the address, phone number, email, etc.
Answer: Unfortunately there is not a way around creating a customer with the exact same name. A couple ideas are add a middle initial or an ‘- A’ and ‘- B’ to the end customer name.
Question: I’m trying to delete the customer transaction, job, and customer for *******. It’s a duplicate entry in our system
Answer: First delete the payment transaction and then any other transactions for Job 6364. Then delete the job. Then you should be able to delete the customer. If that does not work, you can simply uncheck the ‘Active’ box in the upper right corner of the Customer page.
Question: Is it possible to have an inspection sheet, or split Job orders by type or department when printed, meaning having different info on each?
Answer: Yes, you can create an ‘Inspection Sheet’. You can create as many custom data fields as needed and place them on the Job page. It can be used onsite as an online inspection sheet using a smartphone or tablet as well as be printed on the job order PDF.
Question: Is there a way that my Detail employees see one Job page and my service employees can see another?
Answer: You can create custom data fields for the job order and assign a customer. The custom data field would only display on job orders for that customer. However, custom data fields cannot be assigned to types of employees. You would need to create both sets of custom data fields which would display on the job order and label them accordingly so the employee know who it is for.
Question: I have looked everywhere and I can’t find the answer….In the ‘”Equipment” what is the “Origin” field used for? it must be important if you have a drop down box. Origin normally means for where it was purchased, you also have a value field. Trying to make sense of it. Could you explain?….Also in the “Models” field if you don’t have the model in your list can you add on the fly or do you have to stop and bounce over to add into the model list?….Would be nice to have a Manufacture list.
Answer: The “Origin” field can be used for manufacturers, stores, warehouses, etc… There is no correct or incorrect way to use it. It is not a required field.
The “label” and “value” are the two required fields if you add an Origin. The required value field was added specifically for a client of Bella. These data fields are included in our API which our client integrated with the SugarCRM API.
Unfortunately you cannot create a “Model” on the fly. It would need to be created in the Model List.
In regards to the Manufacturers list you can create a custom field. Go to the Admin tab and click the left side menu “Custom Fields”. Click the “Add New” button and enter “Manufacturers List” as the label, select “dropdown” for the type and “Equipment” for the page. Click save. Then click on the custom field you just created and you will be able to add a list of values for the dropdown.