The Tip Stop #5: Getting Paid

printavo The Tip Stop Tips & Tricks

Before you read...

Printavo is simple shop management software. We help you streamline your business, keep jobs moving forward and your team on the same page.

Scheduling, quoting, approvals, payments, customer communication, automation and more. With Printavo, you’ll work smarter–not harder.

Welcome to The Tip Stop!

The Tip Stop is Printavo's new series providing you with easy tips and tricks that enhance your Printavo experience!

This week, we're looking at using automation to help you get paid! 🤖🥖

There are a ton of things you can automate natively in Printavo. Using our trigger/action-based automations, you can streamline quite a bit of your workflow!

But, as we all know, or, rather, as far as we know, there's no Bill Paying Fairy that throws cash at your utility companies, magically covers payroll, and leaves paid invoices under your pillow overnight. 🧚‍♀️

In other words, you need to get paid!

In this week's Tip Stop, we'll take a look at how to use automations to help cover your bases to ensure you're getting paid.

Specifically, we'll show you how to automatically:

  • Request 100% payment up front for non-terms customers 💯
  • Keep tabs on terms customers who owe you money 🫴
  • Task your staff with confirming you've been paid ✅

Two quick notes(!):

1) All automations are built under My Account > Automations and

2) All of the following automations can be built on any tier of Printavo subscription, though instances of text messaging are only accessible on the Premium Tier of Printavo.

Let's get to it!

Request 100% payment up front! 💯

⏱ 🟰 💰

See that? Up there? That's "Emoji" for "Time Equals Money." Meaning, your time is valuable! Don't be afraid to treat it that way!

We are on record as saying you should collect 100% payment up front for your non-terms customers. But when's the best time to request payment?

Often, we see shops requesting 100% payment after the quote is approved but before the artwork is made. Why? Well, do you want your art department spending their time on guaranteed money? Or "maybe" money? Probably not!

So build this automation:

If This Happens: If _____ approval is approved

Approval Type: Quote

And if the quote/invoice has: ✔️ No payment terms

Then Do This: Request payment for _____% amount

Percentage: 100

Send a payment request email: ✔️ + write your email content

Send a payment request text: ✔️ + write your text content

With the above setup in place, as soon as the customer signs off on their approval, they'll automatically receive an email, automatically receive a text message, and Printavo will put a green button on the invoice that allows the customer to click/tap and pay.

Put another way, they do one thing, three things happen for you - one of which is you get paid.

But what if they're on payment terms? 🫴

Have a customer that's going to pay you after the job is done and out the door? No problem.

But another way that shops track who owes them money is with a simple status called: Awaiting Payment

Once you create that status, build this automation:

If This Happens: If status changed to _____

Quote/Invoice Status: Order Picked Up (or any "out the door" status)

And if the quote/invoice has: ✔️ Payment terms

Then Do This: Change status to _____

Quote/Invoice Status: Awaiting Payment

You can now use either your Invoices List or basic calendar filtering to see which and follow up with customers who owe you money!

Follow through internally ✅

It's common for shops to run a final quality control check on the administrative portions of a job before said job finds its final resting place in The Cloud or your local bookkeeping software. And perhaps finalized jobs end up in a status called something to the effect of Order Complete!

With this scenario in mind, how can you use automation ensure that payment has been collected before an Order Complete! status? Easy! Tasks!

First, create a Preset Task List called Final QC! that tasks specific employees with, among other things, ensuring that payment has been collected and logged on the job.

(Need a reminder on how to create a Preset Task List? Look no further!)

Then build this automation:

If This Happens: If all tasks in the _____ preset task list have been completed

Preset Task List: Final QC!

And if the quote/invoice has: ✔️ Payment terms and/or ✔️ No payment terms

Then Do This: Change status to _____

Quote/Invoice Status: Order Complete!

Now, enact an internal standard operating procedure (or SOP) that all jobs must go through the assigned Final QC! tasks and that all tasks must be checked off upon completion. Once the entire list has been checked off, the status of the job will change to Order Complete! and will live in your Printavo account, easily accessed for reorders.


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About Printavo

Printavo is simple shop management software. We help you streamline your business, keep jobs moving forward and your team on the same page.

Scheduling, quoting, approvals, payments, customer communication, automation and more. With Printavo, you’ll work smarter–not harder.