Cappsure

Mobile Work Order Management App

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Cappsure Integrates With Zapier!

Cappsure is proud to announce that we are partnering with Zapier to enable our users to connect their Cappsure accounts with over 1,500 different applications currently on Zapier.

Zapier is a platform which connects apps with each other without having to write any computer code. Learn more about Zapier here: //zapier.com/app/explore 

Here is a simple Use Case that is now possible with Cappsure’s new Zapier integration:

When a new customer invoice is created in Cappsure, a Zapier integration can directly create an invoice in your accounting software (if it is supported in Zapier). Quickbooks , Xero, Freshbooks and Zoho Books are just a few of the supported accounting applications. 

 

Read More about our new Invoicing functionality here: Invoicing and Billing

 

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Invoicing and Billing

The Cappsure team was hard at work this summer fine-tuning and developing a number of features that revolve around billable items in the system. One of the primary updates we released includes an entire new section on the website called “Invoices” as well as an exciting new integration functionality through Zapier, enabling Cappsure to integrate with over 1,500 different applications.

This blog post provides an overview of the invoicing functionality. Read on to learn about:


Some Background

As Cappsure users know, several Cappsure modules enable companies to track of “billable” parts within the system. 

Billable parts really refer to inventory items in the Irrigation, Proposal and Work Order modules that have a price associated with them (as opposed to the non-billable “Maintenance Services” module).

All of these Inventory items can be dropped as a pin on a specific location on a property with notes and pictures added to them. In the case of Work Orders, these can also be prioritized and assigned for completion.

Enable the Invoice Functionality

In order to generate an invoice, first make sure that access to the Invoice menu has been enabled in your User Settings. 

See the below video

Watch Video - Invoice User Settings

 

What can be Added to an Invoice?

Once a User has access then you can navigate to the Invoice menu and select “Add Invoice”. At this point you will be able to filter and find exactly those items you want to Invoice. 

Keep in mind, the items you can select comprise of the following:

  1. Irrigation Report Items (pins dropped on a map) – these are all of the items on a given Irrigation Report
  2. Completed Work Order Items – these are all items that have been assigned and/or completed on a Work Order
  3. Approved Proposal Items – these are any items that are part of a proposal that has been Approved

 

Advanced Filters – Finding the Right Items!

In order to filter the list of items in the Add Invoice section, so that you are only invoicing exactly what you want, take advantage of our “Advanced Filters”. 

See the below video :

Watch Video - Advanced Filters

 

Generate an Invoice

Once you select the specific items you want to invoice you can quickly click the “Generate” invoice button. If a specific property does not have a billing contact associated with it, you can still generate an invoice “By Property”. 

See the below video :

Watch Video - Generate Invoice

 

Add a Billing Contact

In order to add a Billing Contact to a property, go to the property page and scroll down to the section near the bottom of the page where you can “Assign a Client” to the property. Next to each client you can select the radio button to the left of the Client name and designate one user as the primary “Billing Contact”. 

See the below video :

Watch Video - Add a Billing Contact

 

Invoices: Basic Actions

Once your invoice has been created there are a number of actions you can perform, either on individual invoices or for multiple invoices, at once. You can:

  • Print: Select one or multiple invoices and generate a PDF of all of the selected invoices.

  • Email: If you an invoice is associated with a specific Billing Contact or if the Invoice has been generated for a Property that has a Billing Contact, you can email the invoice to that Billing contact through Cappsure.

  • Mark as Sent: You can manually change the status of one or multiple invoices to “Sent”

  • Mark as Paid: You can manually change the status of one or multiple invoices to “Sent”

  • Send Via Zapier: Allows you to manually push invoices into Zapier. If you have a Zapier account this means that Cappsure can now integrate with over 1,000 different applications including Quickbooks, Xero, Freshbooks, Salesforce and so much more!

 

Invoices: Editing

When you View or Edit an invoice you will have the ability to view an audit log of all of the changes that were made to the invoice, who made the changes and when they made those changes. 

Additionally, you can add additional items to a specific invoice by selecting “Edit” invoice, scrolling down, selecting individual items and clicking on “Add”.

See the below video :

Watch Video - Add an Item to Invoice

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June Updates for Cappsure

With June upon us, we have a couple of new releases coming out that include a few fixes as well as a some new functionality that we hope you can take advantage of. This week’s release included the following:

  • Update to Productivity Reports – we have added some additional data sources you can track in productivity reports including Approved vs Submitted vs Unsubmitted Proposal Revenue
  • Irrigation Report Dashboard Toggle – from the dashboard, scroll down to the Irrigation Reports row and toggle between total reports and total revenue for the given period of time
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April Updates for Cappsure

As spring starts picking up, and with summer around the corner, Cappsure is excited to begin sharing a few changes that we hope will improve our users’ experiences with the App. The new release includes the following changes:

  • A New Drill Down Dashboard – built for the website but also accessible through a mobile web browser

  • Driving Directions – Access driving directions to any property that has been assigned to you

  • Enhanced Productivity Report – build a report comparing key metrics across users or properties in your Cappsure Account

A New Drill Down Dashboard

 We are so excited about our new dashboard, that we are making it your homepage once you log in!

At the top of the dashboard you will find a filter that automatically filters according to all properties that have been assigned to you, all users assigned to those properties and all reporting for the last 30 days. Where it is relevant, we have also included a toggle in the top right hand corner to organize by “$” dollar amount or “#” number of items/reports. 

The reports immediately below the filter are separated into five rows to represent clickable mini reports for:

  • Work Orders
  • Proposals
  • Maintenance Reports
  • Irrigation Reports
  • Geo-fence Data (Time in and Time out data for all properties)
If you don’t see all the reports mentioned above it is most probably a “User Settings” access issue –  check with your company’s Cappsure administrator or email us at support@cappsure.com 

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Enhanced Productivity Report

You can find the Productivity Report in the “Back Office Reports” menu.

At the top of the page, under the title “Productivity Report”, you can decide to filter by “Property” or by “User”. Each column then represents metrics/data associated with that decision. Additional filters (selecting specific users or properties), will then enable you to get even more detailed information. 

What you will also notice, like in most other tables in Cappsure today, is that on the top right hand corner there is a button called “Column Preferences”. By clicking on that button, you can then select all of the different column choices available to you. 

GPS Driving Directions

From your mobile device you can now access driving directions to any property. 

From the home screen, select (touch/click) a property you would like directions to and then select the “driving directions” button on the bottom right hand corner (above the “Property Notes” button). Once you select the button, your phone’s default maps/directions application will open and begin calculating the fastest route.  

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