Companies

In Smart Service Cloud, you can create what we call “Companies”, which allow you the ability to define the defaults for your business. You can set up multiple companies if you do business under different names, as well. Setting up additional companies gives you more flexibility and functionality to make sure certain customers are set up with the proper metrics.

It should be noted that this section is not designed to contain your customer list, these are for internal use. If you are looking for instructions on creating customers or accessing your customer list, head over to the Customer Center for more details.

Customer Center

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Go to the Administration Center at the top or bottom of your screen and select Companies. Click on the plus symbol at the bottom-right to create a new company.

Entity Information

Customer Defaults

Sales Tax

Enter a default sales tax here. This sales tax item should be imported from QuickBooks Online if you’ve chosen to integrate with QuickBooks Online. If you do not use QuickBooks Online, feel free to create a new tax item here.

Since this information will be a required field for all customers, you will need to record this information even if you don’t charge sales tax. In that case, create a tax item and set the tax rate to 0%.

Sales Tax Rate

This section will be filled out when you select a tax item with the above option.

Sales Rep

This field is optional. If you add an employee to this field they will be assumed as the default sales rep when you create a customer. Being the sales rep for a customer would cause the customer to appear in the “my customers” section of the customer center.

Source

This field is optional. This should be how the customer heard about your business and should be filled out on a per customer basis rather than here.

Terms

This field is optional. If you have default payment terms you would like to assign to new customers coming into the business, choose them here.

Payment Method

This field is optional and should be filled out on a per customer basis. If it is safe to assume all new customers will use the same payment method (for example, a Visa card) you can add a default payment method here.

Delivery Method

This field is optional. This is how your customers typically receive documents form you. Generally email or print is used for this.

Quote Configuration

Next Quote Number

When you create a quote, a number will be assigned to that document automatically. These numbers increment by one each time a document is created, and you can choose the starting number for that sequence here.

Email/Text Template

You can select a default email, or create a new email template for your quotes here. You can always select or create a new email template with each Quote that you create. Click here to learn more about email templates.

Email Notifications

Default Form

You can set up a default here for sending Quotes with, or without line item pricing. This can be changed within each Quote that you create.

Background Color

You can customize the background color of documents sent to the customer here. If you would like to do this, click the “Color Chart” option at the bottom of the screen and select a color. To change the color, add the name of the desired color into this field.

Foreground Color

You can customize the foreground color of documents sent to the customer here. If you would like to do this, click the “Color Chart” option at the bottom of the screen and select a color. To change the color, add the name of the desired color into this field.

Terms and Conditions

You can add terms and conditions which will appear at the bottom of this document for the customer-facing version.

Global Signature

Any communications sent to the customer will include the signature text included here.

Work Order Configuration

Next Work Order Number

When you create a work order, a number will be assigned to that document automatically. These numbers increment by one each time a document is created, and you can choose the starting number for that sequence here.

Email/Text Template

You can select a default email, or create a new email template for your Work Orders here. You can always select or create a new email template with each Work Order that you create. Click here to learn more about email templates.

Email Notifications

Default Form

You can set up a default here for sending Work Orders with, or without line item pricing. This can be changed within each Work Order that you create.

Background Color

Foreground Color

Terms and Conditions

You can add terms and conditions which will appear at the bottom of this document for the customer-facing version.

Global Signature

Any communications sent to the customer will include the signature text included here.

Invoice Style

You can set the default for how your invoices are created. To learn more about Invoice Styles, click here.

Invoices

Draft Invoice Item Style

Setting the default for this field determines what is displayed in the Item Description field of your completed Draft Invoice. This can be useful for helping distinguish between items across multiple work orders. Learn more about Invoices, click here.

Invoices

Service Agreement Configuration

Next Service Agreement Number

When you create a Service Agreement, a number will be assigned to that document automatically. These numbers increment by one each time a document is created, and you can choose the starting number for that sequence here.

Email/Text Template

You can select a default email, or create a new email template for your Service Agreements here. You can always select or create a new email template with each Service Agreement that you create. Click here to learn more about email templates.

Email Notifications

Background Color

Foreground Color

Terms and Conditions

You can add terms and conditions which will appear at the bottom of this document for the customer-facing version.

Global Signature

Any communications sent to the customer will include the signature text included here.

Invoice Configuration

Next Invoice Number

When you create an invoice, a number will be assigned to that document automatically. These numbers increment by one each time a document is created, and you can choose the starting number for that sequence here.

Email/Text Template

You can select a default email, or create a new email template for your invoices here. You can always select or create a new email template with each invoice that you create. Click here to learn more about email templates.

Email Notifications

Background Color

Foreground Color

Terms and Conditions

You can add terms and conditions which will appear at the bottom of this document for the customer-facing version.

Global Signature

Any communications sent to the customer will include the signature text included here.

Payment Configuration

Purchase Order Configuration

Next PO Number

When you create a PO, a number will be assigned to that document automatically. These numbers increment by one each time a document is created, and you can choose the starting number for that sequence here.

Email/Text Template

You can select a default email, or create a new email template for your PO's here. You can always select or create a new email template with each PO that you create. Click here to learn more about email templates.

Email Notifications

Background Color

Foreground Color

Terms and Conditions

You can add terms and conditions which will appear at the bottom of this document for the customer-facing version.

Global Signature

Any communications sent to the customer will include the signature text included here.

Smart Service Cloud Knowledge Base

Companies

Entity Information

Logo

Location Details

Contact

Customer Defaults

CardPointe Merchant Services

Quote Configuration

Work Order Configuration

Service Agreement Configuration

Invoice Configuration

Payment Configuration

Purchase Order Configuration