4.11 Printavo Success: Workflow FAQ

 1. When does a job turn into an invoice and How to Request Payment

What's the difference between a "Quote" and an "Invoice" in Printavo? Quotes are money you don’t have yet, whereas invoices are money you’re expecting to receive, so Printavo classifies jobs as quotes or invoices based on the status a job is in. 

If the box next to your status is checked, then a job in that status is classified as a Quote.

If the box next to your status is not checked, then a job in that status is classified as an Invoice.

Where to check these boxes: My Account > Customize Invoice Statuses

 

 2. When/how does a job drop off the calendar?

Assign a Final Status: When a job is finished, assign it a status like "Completed," or "Job Finished," or “Order Shipped.” To create a new status, navigate to My Account > Customize Invoice Statuses.

Use Filters: Utilize Printavo's filter button on the calendar view to exclude the newly created completed status from the view to keep the calendar focused on active jobs

Quick Access: If needed, easily revert to display completed jobs by rechecking the status from the Filter button on the calendar view, offering quick access for review or reference.

 

3. Can a job skip invoice statuses?

In Printavo, you can skip invoice statuses for jobs by manually changing their status from the calendar view or from within the quote/invoice.

For example, if a job doesn't need a quote or artwork approval and should go straight into production, you can skip these steps and assign the job directly to its appropriate status.

Keep in mind that skipping statuses will bypass any automations associated with those steps. This method allows you to customize your workflow in Printavo efficiently, ensuring tasks are managed according to specific job requirements.

 

4. How do I know if a customer received my message?

To check if a customer has received your message in Printavo:

1. Navigate to the job
2. Go to the Messages tab to see all messages sent to your customer.
3. Each message displays a status above it. Hover over the status to view the timestamps of when the message was sent/delivered/opened

This feature allows users to monitor communication effectively, ensuring they stay informed about message delivery and client interactions in Printavo.

 

5. When does the Quote get sent to the customer? How are they notified of changes?

Sending Quotes and Invoices:

Whenever a message is sent through Printavo, manually or via automation, a quote or invoice is automatically attached via a linked button

Attaching the Approval (Quote/Artwork/Quote & Artwork) links an Approval & Decline button for your customer to acknowledge/request changes to the job

Customers are notified of changes a few ways

• Manual email update
• Automation trigger of status change (ie: In Production)
• Public Profile Dashboard (Found in Customer's Profile)

 

6. The product price does not match what I am seeing on the catalog?

Check Pricing Matrix: First, verify your pricing matrix in Printavo.
Look specifically at the Product Pricing line item.
If price is pulling too high, change to Case Pricing
If price is pulling too low, change to Individual Pricing

Catalog Settings:
Access My Account>Product Catalogs and check which catalogs are turned on.
If you're on the Premium plan, connect your S&S Activewear account directly to Printavo for account level pricing.

Contact Support if Needed:
After adjusting settings, if pricing issues persist, use the Support button labeled Contact Us at the bottom right of Printavo to reach our technical support team or email us at support@printavo.com.

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7. How do I handle customer supplied goods?

Enter Product and Quantity: Start by creating a new job or quote in Printavo. Enter the product details and the quantities required just as you would for any regular job. You can either pull the product from the catalog or just simply put ‘Customer Supplied Good’ in the description field.

Add Pricing Matrix: Proceed to add your pricing matrix to calculate the decoration cost. Select the imprint button below the line item group, select the appropriate pricing matrix (e.g., screen printing for two colors), and apply it.

Adjust Product Cost: If the product is pulled from the catalog (allowing you to still view the garment cost & utilize the rendered images for the mock-up creator), you will need to zero out the markup to zero out the garment cost. Simply override the mark-up column with a “0” and click “Refresh Pricing”. This ensures that you're only charging for the decoration.

Document Customer-Supplied Goods: It's crucial to document that the customer is supplying their own goods:

• • Add this information in the customer notes section. Mention that the goods are brought in by the customer.
  • Consider including this detail in the production notes as well, ensuring clarity across the entire team.

Finalize and Confirm: Review all details to ensure accuracy. Confirm that the job reflects only the decoration cost, with the product cost zeroed out due to customer-supplied goods.

 

8. I edited the invoice and the payment link still shows the old amount?

Edit the Order: Make necessary changes to the invoice and save the updates.

Review Amount Outstanding: Check that the new total reflects the updated amount due, which may now be different from the original invoice sent to the customer.

Update Payment Request: Navigate to the Payments and Expenses tab and click the Payment Request button. The total should reflect the new amount. Confirm and click submit.

Confirm Changes: Ensure that the public invoice view (within More Actions) now displays the correct amount. This verification step ensures clarity for the customer before they proceed with payment.

 

9. Why are my jobs not showing up on the Power Scheduler?

Check Power Scheduler Settings:

• Navigate to My Account>Workflow Customization and ensure "Add Work to the Schedule" is correctly set based on the desired invoice status (e.g., set to Pre-Production).

Verify Imprint Section:

• Open the job, click "Edit," and ensure the imprint section is filled out accurately.
• Select the correct "Type of Work" which determines where the job appears in the Power Scheduler.

Review Schedule Tab:

• Navigate to the job and check the "Schedule" tab.
• Verify if the job has been added to the Power Scheduler; if not, manually add it using the button provided.

Adjust Power Scheduler Date Range and Filters:

• Visit the Power Scheduler and check the date range selected in the top left corner.
• Ensure it covers the period when the job should appear.
• Check and adjust filters in each column (e.g., nickname) if necessary to display all relevant jobs.

 

10. When/how do jobs drop off the Power Scheduler?

In Printavo Jobs never fully drop off Power Scheduler unless they are manually removed (see steps below). As long as the job is scheduled for the current week, once the dates at the top are changed to a new set of dates, the system will assume the job was completed in the prior week and you will not see that job again.

 

To quickly navigate and filter out completed jobs follow the below steps:

• Navigate to the Power Scheduler tab
• Opt for the List View (next to Group View) for clearer data visibility.
• Click the hamburger menu next to the header of the final step of production (ie Printing), click the filter icon and deselect the ‘Finished’ step to hide these jobs from your view. 
• If needed, remove a job entirely from the Power Scheduler, navigate to the Schedule tab from within the job and select ‘Remove from Power Scheduler’ button.