Embarrassed and Frustrated.

[WP Agent Hosting]

"All templates are located in the /templates/ subfolders and all language files in the /lang/ directory. Email templates use Smarty like with the client area allowing you to use merge fields, if statements, foreach loops and even custom PHP code so they are really flexible. You should be able to achieve anything you want in those."

 

I would have highlighted it, but not sure how.

 

What is Smarty?

[Damo]

>> You needed to send them the computer you were using not the URL

 

I don't think that was meant to be a joke. There's session information used during the checkout process so sending the URL will *not* work. It's only the computer being used that has the session active.

 

>> What is Smarty?

 

Smarty is the template engine that WHMCS uses. There's much more information then you'll need available at http://www.smarty.net/ but the syntax for editing is certainly there.

 

We have one client that just isn't savvy, or interested in being savvy. We decided it was much easier for everyone concerned to set their account email address to an internal one for us and just forward anything that was needed (invoices/etc). We take payments via DD or CC manually and just apply them ourselves.

[hostfrog]

Okay, I was searching for something else but came across this posting. It appears many people haven't used higher end accounting software, so I will explain what this person is looking for.

 

Workorders - These are the ability to create the equivalent of a temporary invoice for a client and accept deposits while editing the values while work is ongoing to come up with the final amount and eventually pay.

 

We do this all the time in retail accounting software that we do computer repair from, and the same would be valid for Website Design and other hosting related services, even hosting for those who charge for bandwidth and need to take a deposit.

[jwaddick]

I too have the same problem - I am a web developer who also provides hosting services. I understand that whmcs was designed for web hosting but since they market it as an all in one client management system I believe they should expend a little effort and explain to us how we should set up the system for different scenarios eg. 50% deposit and 50% balance - as it seems to be a common thread.

 

As well I have had customers accidently make partial payments via cheque and it seems to break the system - (recurring payments for that customer no longer work). Any attempts to report as a problem to support ends up with a short reply on how I messed up and didn't use the system correctly - but since we have no documentation for different scenarios how can we now how to set it up.

 

So yes I agree there is a problem of some kind with deposits/partial payments.

 

Frustrated and Embrassed as well

 

Janice

[envyu36]

..., but I have clients "add funds" all the time without any problems. ...

 

I send a quote with the full price of the website (and the terms), then either direct them to "purchase" a flat fee deposit (product) or write a customized invoice for them. Works beautifully.

 

I really like how you handle website design business payments. I've been looking for how to handle initial payment against the total balance which involve with displaying right numbers on invoices.

 

However, I am kind of confusing on 'add funds' part that you mentioned at client area?? And I am not sure how you guild them to go... is this stage occur after having them pay the initial payment and then ask them to pay the full by ' add funds' ??

 

I'd really like to figure this out the simplest way and less headache for clients to pay the service.

 

Thank you so much!

[brianoz]

We invoice people all the time for web dev payments using WHMCS - we simply use the "Create Invoice" button and enter the invoice details. We usually add a line that makes it clear that the invoice is for a deposit, or final payment, and how much will be outstanding and how much they have paid so far. This works for fixed pricing, which is what we use.

 

A workorder could be maintained in an invoice, which could be updated as payments were made and further work added.

[xotj123]

Hello,

 

We create a billable item with a DUE DATE as the project completion date. We then take payment for the deposit. This leaves the balance, which is due on the completion date. You can easily edit hte DUE date if you have to.

 

So, say we have a project that takes 21 days. Our estimate is $3000, we take 1/3 down. We just create billable item for $3000 with a DUE DATE 21 days from the date of agreement. Then input a $1000 payment on the inovice.

 

Regards,

Tommy

[cma01]

The problem with adding the deposit as a "product" is that the reporting for the products and services that you sell are off.

 

If I create a quote, then convert it to an invoice, for some reason my client can't add funds to their account to use as the deposit, which would seem the simplest thing to do.

 

xotj123's solution would work if you want to break the invoice down into payment dates; however, it kind of defeats the purpose of using the quote with different products and services.

[dswp]

Yes, there isn't really a point in using the quote system, except for communication.

 

I've ruled OUT using:

- billable item (not able to assign affiliate, or get data from 'order' reports) PLUS it will automatically record "Hours" even if you are not using the billable time entry.

- deposit on account (can't do it unless there is an existing order)

- order - as requires me to keep moving the due date as the project gets extended

- Invoice - have to enter the invoice without an order which doesn't record the data for reporting purposes, and also isn't a very 'clean' way of invoicing. The orders should be outside an invoicing system.

 

I am currently:

Creating & Delivering Quote

Upon acceptance:

Placing an Order from cart for flat-rate deposit. ($100)

 

When project is complete:

- Add billable items to order(according to quote), selecting 'generate invoice on next cron run'

- add the deposit as a negative billable item( -$100)

- items are ALL listed for the record, details of charges are listed, (including the deposit)

- the invoice is run per usual.

 

Affiliate can be assigned to the original order.

[Blueberry3.14]

I really like how you handle website design business payments. I've been looking for how to handle initial payment against the total balance which involve with displaying right numbers on invoices.

 

However, I am kind of confusing on 'add funds' part that you mentioned at client area?? And I am not sure how you guild them to go... is this stage occur after having them pay the initial payment and then ask them to pay the full by ' add funds' ??

 

I'd really like to figure this out the simplest way and less headache for clients to pay the service.

 

Thank you so much!

 

The simplest way is almost always the best way

 

The "add funds" I've only had current hosting clients use, but I don't see why any client couldn't use it.

 

For website design payments, I just made a product for the deposit. After that I create the invoices manually and send. It's far easier to do it this way than trying to explain to a new client (who's likely unfamiliar with using an online helpdesk/ticket system in the first place) how to add funds.

 

To anyone who's used to doing things online (forums, etc) it's cake, but I get clients who have trouble sending email. When you send them the invoice it's something tangible, so they know to pay it. Even clients who can't send an attachment by email have been able to pay from the invoices.

[Blueberry3.14]

OK...you guys are really making it harder than it needs to be. #1, I've had even the most un-techie client able to add funds to his account. Happens all the time without an existing order. The only situation I can think of if is they haven't registered as a client. That would be something to check.

 

I do agree that using the quote system, then converting it (which includes the entire amount and doesn't allow for a deposit and payments) can be a little cumbersome...but you can always go in and change the amount before it's sent, to just reflect the initial deposit, then create "follow-up invoices" for either the subsequent payments or the balance (depending on how you do business).

 

I have had to "move the due date" a few times on invoices, it's really not that big a deal (for me). I love the "to do" list and calendar, and I set up reminders there when to send out manual invoices, etc.

 

Bottom line...you've got to feel comfortable with whatever system you use, and find one that works for you. I'll admit, it took me a good long time to customize WHMCS for anything beyond hosting management. Out of the box, it's great for hosting, and that's what it was designed for. But it *is* very possible to customize it to your needs....it just takes time to get a feel for how the system works.

[Blueberry3.14]

We invoice people all the time for web dev payments using WHMCS - we simply use the "Create Invoice" button and enter the invoice details. We usually add a line that makes it clear that the invoice is for a deposit, or final payment, and how much will be outstanding and how much they have paid so far. This works for fixed pricing, which is what we use.

 

A workorder could be maintained in an invoice, which could be updated as payments were made and further work added.

 

Exactly how I do it (sorry, Brian.... I didn't see your reply before I added mine!).

 

I add on the invoices #1 of 4, #2 of 4, etc. I also use the support tickets as work orders, and that number is used for the project # / work order, and goes on the invoices, so there's always a digital-paper trail.

[Blueberry3.14]

The problem with adding the deposit as a "product" is that the reporting for the products and services that you sell are off.

 

What would be off? Design services aren't typically inventory controlled.