Any topics we may have missed in the previous articles? Below are the most frequently asked questions about Practice Ignition:
- When I connect Workflow Max with Practice Ignition, does it import my existing jobs?
- Do I access Practice Ignition through Workflow Max or Xero? Or do I have to log in separately?
- Can I use Practice Ignition without Workflow Max or Xero?
- What's the best way to structure the timing of my proposals?
- Where do I manage the tax component?
- What happens when my client's credit card details are going to expire soon?
- Can I use Practice Ignition if I am not an Accountant or Bookkeeper?
- I'm worried about my client accidentally paying the invoice twice
- How can I stop a payment from being collected?
When I connect Workflow Max with Practice Ignition, does it import my existing jobs?
- Your Job templates will be synced across to Practice Ignition, but actual client's jobs that are already existing in workflow Max are not imported into Practice Ignition. Only jobs that are created from a proposal from Practice Ignition will be synced from Workflow Max to Practice Ignition.
Do I access Practice Ignition through Workflow Max or Xero? Or do I have to log in separately?
- You need to log in to Practice Ignition separately - not through Workflow Max or Xero, it is a separate platform.
Can I use Practice Ignition without Workflow Max or Xero?
- Yes! You can definitely use Practice Ignition as a stand alone product for proposal and engagement letter management without connecting to Workflow Max or Xero. Some of our clients who bill by time prefer to just connect to Workflow Max, and invoice from there rather then connecting to Xero.
What's the best way to structure the timing of my proposals?
- We recommend you create annual proposals in line with the financial year, that way you will only have to remember one anniversary date for re-engaging your clients. A lot of accountants and bookkeepers make the mistake of starting an annual engagement period for every client meaning each client has its own anniversary date which can make managing re-engagement tricky and time consuming. A month or so before the end of financial year comes around, you can then use our bulk rollover function to quickly duplicate all your last financial year's engagements ready for the next year. For more information on Rollovers - see our article here.
Where do I manage the tax component?
- We do not manage any tax settings in Practice Ignition, all proposals that are generated in Practice Ignition are exclusive of tax. If you have your Practice Ignition connected to a Xero account, you will need to set up your tax rates under Settings within Xero, and apply them to the corresponding account in Xero. If you are not using Xero, you will need to do this in the accounting system that you are creating invoices from.
What happens when my client's credit card details are going to expire soon?
- Practice Ignition monitors the expiry dates of the cards that are entered in for clients using our payments feature.
- If a card is coming up for expiry within 2 months, in the Weekly Summary email that is emailed out every Monday morning, there is a list of all the client's who's credit cards are coming up for expiry soon.
- This way you have ample time to get in touch with them to update their details.
- You will need to call or email your clients for the updated expiry date, then look up your client in Practice Ignition, click Edit client, and on the payments tab, update your client's credit card details.
- We are working towards being able to notify your client directly and giving them a form where they can update their own details - this client portal feature is coming soon, we hope to release it by the end of 2015 for Australian and USA users
Can I use Practice Ignition if I am not an Accountant or Bookkeeper?
- Yes, Practice Ignition is designed as a proposal and engagement generation platform that can be used by any company that needs to create recurring contracts(engagements). Our System engagement letter template is geared towards accounting and bookkeeping firms, but you can easily import your own and use Practice Ignition for all your proposal generation needs.
- A few other industries that we have clients from include Lawyers, Engineers, Architects and Business consultants.
I'm worried about my client accidentally paying the invoice twice.
- With Practice Ignition payments, we automatically collect payment on invoices created through Practice Ignition
- We do not currently have a refund/suspend payment feature, so this would have to be done via a DD back to the client.
- Prevention is the best method though, so here are a few things you can do to educate your client:
- Advise client of New Proposal email template - The first email your client receives to let them know they have a new proposal to accept. Let them know here that if they enter their billing details on the proposal that payments will be billed automatically.
- Accept Proposal Message template - This is the message your client sees on their screen as soon as they accept the proposal. I recommend having some text in here to the effect of: If you entered your billing details in, then payment will be deducted on the X day of the month automatically. When you receive your email there is no need to manually make payment. (This message will automatically also be emailed to them after they accept)
- Optional - send them the invoice after it's been paid and reconciled. Some of our clients don't send the invoice until after payment has been received, and the client just receives a 'paid invoice' so there's no confusion about needing to pay it
How can I stop a payment from being collected?
- Our payments functionality is still in the process of being improved and our ability to cancel payments are currently limited. To learn more, read this article.