Get It Done USER MANUAL An in-depth guide to getting the most out of your business August 2012 1 SohoOS User Manual, version 5.
Table of Contents Creating an Account with SohoOS ............................................................................................... 4 Personalizing Your SohoOS Account ........................................................................................... 5 General Settings ........................................................................................................................................ 5 Change Your Password ..........................
Vendors .................................................................................................................................................. 23 Business Tools ............................................................................................................................. 24 Estimates .................................................................................................................................................. 24 Invoices .......
Creating an Account with SohoOS Your SohoOS experience begins with opening an account. To do so, please go to the SohoOS homepage at http://www.sohoos.com. To sign up, you can manually enter your business name, email address and a preferred password or use your Facebook account. If you choose to create an account using Facebook, SohoOS will use your Facebook email and password for your login credentials and will auto-generate a business name for you.
Personalizing Your SohoOS Account Click My Account (located on the top bar) and choose Settings from the dropdown menu to personalize your business information. General Settings Your account settings can be changed at any time. Look under the General tab to find links to reset your password, see your payment history, edit your currency and taxes, change your terms and conditions, and more. Change Your Password To change your password, go to the Change Password tab.
Payment History Any time you purchase additional features from the Soho Shop, they will appear under the Payment History tab. To learn more about the Soho Shop, please see page 29. Image 4 – Payment History Currencies and Exchange Rates SohoOS uses U.S. Dollars as the default currency. To change your default currency, click the Currencies tab. You can choose a currency from the list, or add a new one. Each currency comes with a default conversion rate.
Tax Calculations You can set the correct tax rates for your business under the Tax Calculations tab. Click the Edit button to change names and rates of taxes. To activate or deactivate a tax, check or uncheck the box under Active. Click Save and you are ready to go. Image 6 – Changing Tax Calculation Terms and Conditions Terms and conditions will be attached as the footer on all the documents you send.
Purchased Items This tab features a list of additional items that you can purchase to improve the way you do business. Click each item to learn more about it and find a direct link to the Soho Shop. Once you have purchased a feature, you can access it here.
Sharing Use the Sharing tab to integrate SohoOS into your life—let your friends know about the platform, and automatically bring all your contacts from your email to your SohoOS account. Invite a Friend Do you know someone who might be interested in SohoOS? Send an invitation from the Invite a Friend tab. Enter your friend’s email address (separate multiple email addresses with commas) and click Invite.
Business Info The Business Info page includes basic information about your business that will appear on every feature in the system, including your invoices, purchase orders, and estimates, as well as on your myPage. Go to My Account and click Business Info to view and edit your settings.
Change Your Email To change your email address, click the link beneath your current email address that says Change email. You will be prompted to enter and confirm your new email address, as well as your current password. When you are done, click Change Email. All of your SohoOS business documents will reflect the change, and you will use the new email address to log in to your account. Image 12 – Changing your email address 11 SohoOS User Manual, version 5.
myPage myPage is a public listing on the SohoOS Business Directory. Click myPage under the My Account menu to add content and links to websites pertaining to your business that you want to display on your myPage. Under myPage, you will see five tabs: Settings, Contact Info, Me on the Web, Description, and Portfolio. Settings On the Settings tab, you can decide whether or not you want to publish your myPage on the SohoOS Business Directory.
Contact Info On the Contact Info tab, you can choose which contact information you want to display on your myPage. The contact information shown is taken directly from your Business Info. Uncheck Show on Page for whichever contact information you do not want to be shown. When you are done, click Save. Image 14 – myPage—Contact Information 13 SohoOS User Manual, version 5.
Me on the Web On the Me on the Web tab, you can add links to all your online profiles, such as your business website, catalogs and portfolios, Facebook, Twitter, LinkedIn, Google+ and YouTube. Just copy the URL into the appropriate section and, when you are done, click Save. Image 15 – myPage—Me on the Web 14 SohoOS User Manual, version 5.
Description Write about your business and the things you do on the Description tab. You can change the title of your page, explain what you do in a nutshell, choose the industry you work in, and write a description of your business practices. When you are done, click Save. Image 16 – myPage—Description Portfolio This section is coming soon. Stay tuned! SohoOS Business Directory SohoOS provides each business with a page, called myPage, on the SohoOS Business Directory.
The Business Directory is an excellent resource for finding small businesses, contractors and freelancers. You can search for businesses by visiting http://www.sohoos.com/welcome/businessdirectory/. Enter an industry, country, and state [if in United States] to find the small business you need. Make sure you fill out your myPage completely so people searching the SohoOS Business Directory can learn all about your business.
Using Your SohoOS Account After you finish setting up your Business Profile and myPage, click the SohoOS logo on the left side of the top bar go to the My Business page. This acts as the hub of your account and allows you to access the vast majority of your business tools.
Navigating My Business View Click to see a full overview of your account and all your activities. Image 19 – My Business View Your homepage shows your activity feed. Whenever you create an invoice, add a contact, or make any other action, it will appear under Notes & Recent Activities. Use this as an overview of your account and click any item to access it. You can write notes and reminders, and they will appear on your activities feed.
The toolbar on the right of your homepage screen allows you to navigate through your business tools. Click an icon to see all related items. The number attached to each icon indicates the number of related items that have been created in the applicable category. Estimates An estimate is a nonbinding document offering basic information regarding a product or service you wish to supply (also called a "sales quote").
Navigating Selected Contact View If you would like to view individual contacts, you can type a contact name into the search box below the My Business icon. From the Selected Contact View, you can interact directly with different contacts rather than using a broad overview of your account. This is a more detailed and specific approach to handling your business. You can swiftly switch between My Business View and back to a contact, depending on your current needs.
Details This is essentially the profile of your contact, containing the contact information, recent activities feed and other relevant information. All changes made to each contact will show up chronologically under Recent Activities along with any item, invoice, etc. related to the contact that you create or update. Image 22 – Details page Click the Edit button on the top of the page to change the details of your contact, or click Delete to remove the contact.
Contact Management Your contacts can be found on the left menu of your homepage. You can either scroll through your entire list of contacts or choose to view by type (Client, Lead, Personal Contact or Vendor) via the View by: dropdown menu, which is located below the Search Contacts box. You can also start typing a contact's name in the Search Contacts box to bring it up immediately. Once you have located the desired contact, click the name to see the contact's details.
Clients Clients are the contacts who purchase products or services from you. If you create an estimate or invoice for someone who isn’t on your client list, you will have the option of automatically generating a new client from within your newly created document. You can create a new client from the dropdown menu. You can also create a new client while you're creating a new estimate or invoice.
Business Tools Estimates An estimate is a document offering basic information regarding an item you wish to supply. Once accepted by your client, you can turn it into an invoice. It details the items you are about to supply as well as the costs. Make sure to update your inventory prior to starting work with estimates; it will make the whole process much easier. Start by clicking Estimates on the menu on the right side of the window.
Click Send to email your contact a link to the estimate. Your contact will have the choice to print, download, accept, reject, or make a comment. You will be notified when your contact accepts, rejects, or sends a comment. When your estimate is approved, click Crete Invoice to automatically convert it into an invoice. When an estimate is turned into an invoice, it does not disappear from the estimates list.
If you generated your invoice from an estimate, all of the relevant data will be automatically transferred to your new invoice. If you are starting from scratch, be sure to add the relevant items and choose the applicable contact. Any item that is added to an invoice will be deducted from your inventory. Once you are done inputting the data and saving the invoice, you will see action buttons that allow different activities: Send or PDF.
To create a new item, click the icon on the top of the Items page, or the dropdown menu, followed by Items. Make sure you fill in all of the relevant information for each item, including assigning a vendor, setting a price, and recording the actual quantity of the items that you have in stock. You can also add a new item while making an estimate, invoice, or purchase order. Just click in the box under Product or Service and select + Add New Item from the dropdown menu.
Docs View and edit all of your uploaded documents from this tab. Click Docs on the menu on the right side of the page while in My Business View to see all of your documents, organized in folders. To create a new folder, click New Folder. To add a new document to an existing folder, by click the document from any page by using the icon. You can also upload a dropdown menu and clicking Docs. Image 32 – Folders Click Browse to choose a file.
Soho Shop Introducing the Soho Shop Enhance your SohoOS experience with these carefully selected premium features that are not available with the basic SohoOS system. Each item is custom-designed to optimize how your business operates and to give you an extra edge. Click the Upgrade button located on the top bar of any screen to access the Soho Shop. Image 34 – How to access the Soho Shop You will be taken to a page where you can read all about the premium features.
After you click the button under the option you prefer, you will be directed to a secure page where you can fill in your billing information. Image 36 – Soho Shop billing page Simply fill in your details and click Place Order to confirm your order and gain access to your new business tools. Soho Shop Features You can access your new features any time. Just go to My Account and click Settings. Your features will be under Purchased Items on the left menu.
The Client Machine Let the leads chase you, rather than you chasing the leads! Our Client Machine is offered through the Soho Shop, yet it is independent of the bundles offered in the Soho Shop. You can choose how many leads you want. We offer three options: 5 leads for $49.75 per month, 10 leads for $95.75 per month, or 15 leads for $104.25 per month. In order to access this feature, click Upgrade to enter our Soho Shop, and then click the Client Machine banner on the top of the page.
Once you have purchased this feature, you will receive an email notification that the Client Machine has been purchased. You can then access it by going to My Account, and then Settings. In the Settings menu, you can view the number of leads purchased. Super-Sized Storage The Docs feature (lower right-hand corner of the SohoOS web application) is much more useful and powerful: 2GB of total storage, unlimited files, and 100 folders (instead of just 20MB and 5 folders in the regular account).
Click Backup Settings under Personalized Backups to access this feature. Once you do so, the following message will appear: Image 39 – Backup If you do not wish to receive the weekly backup, uncheck the box and click Save. Premium Support Just click Contact Now, fill in your telephone number, and an experienced SohoOS support representative will call you (maximum one hour but typically within minutes).
myPage Themes Spice up your myPage by purchasing one of our myPage Themes! You can gain access to this feature by buying a bundle or by buying the myPage Themes tool separately. In order to purchase this feature, click Upgrade to enter our Soho Shop, select myPage Themes, and then choose Buy now! By default, Google AdSense ads are displayed on all Business Directory listings. When you purchase myPage themes, the ads will be automatically removed from your myPage.
To access the feature, click Business Documents on the Settings page. You can either type the name of the document you are seeking into the search box or choose a related category. To see a preview of the document you requested, click Preview. To download the document, click Download. You can download as many documents and templates as you want. Image 42 – Business Document Library White-Labeling The SohoOS logo will be removed from all documents and emails sent from SohoOS to your customers.
The Leads Widget is, in essence, a portable contact form. To start using it, simply click Leads Widget to open an easy-to-use wizard that generates the required code. Image 43 – Grabbing the Leads Widget from SohoOS Choose a theme for your contact form by clicking the desired background color. A piece of code will appear in the text box on the right. Simply copy the code (highlight it with your mouse and click Copy), go to your website or blog editor, choose the desired location and click Paste.
Image 44 – Making a PDF to view invoice design Time Tracker Need to keep track of billable hours for multiple projects and clients? Time Tracker was made for you. Without having to leave the SohoOS system, you can easily create timesheets for all of your clients, convert them to invoices, and request payment from your clients. Using the intuitive interface, you can link each time entry to the relevant client, choose the service you completed, and record the hours and minutes you spent on the project.
Note: Hours will be rounded according to the setting you choose. Rounding will not show up in Time Tracker entries; hours/billing calculations are only rounded when you attach time entries to an invoice. Click the SohoOS logo on the top bar to go to your homepage. The Time Tracker icon will appear on the bottom right. To make a new timesheet, select a contact and an item/service from the dropdown menus. Enter your billable hours, and click Log It.
Currency Converter Tired of using conversion calculators? Hate having to re-check the euro-to-dollar conversion rate every time you do a transaction? Your vendor is from Ecuador but your clients are from Sweden? Not sure if Poland still uses the zloty? We have a simple and comprehensive solution for you: the Currency Converter. Simply select any currency for any invoice, estimate, or P.O., and your items’ prices are automatically converted without your worrying about it.
SohoOS Support Clicking the tab will redirect you to the SohoOS support portal (http://support.sohoos.com). You can browse through our knowledge base of the most frequently asked questions, watch our video tutorials and more. SohoOS is here for you 24/7! Live Support Click the Click to Chat button to have a live chat conversation with one of our customer support representatives. We will guide you through and answer your questions in real time.
Walkthrough On the bottom right side of the screen when you log in, there is a fantastic feature called Walkthrough. It provides you with a step-by-step guide to using the website, including information on how to: 1. Upload logo and information 2. Create a new invoice 3. Publish a business mini-site 4. Set default currency 5. Set tax calculations 6. Request payment w/ PayPal 7. Create a new client 8. Create a new PO 9. Create a new estimate 10. Upgrade to PRO 11. Manage client history 12.
SohoOS Get It Done 42 SohoOS User Manual, version 5.
