2 What is imanage? 4 Signing up for your free 30 day trial 4 What to do after signing up 4 The Dashboard 5 Customers 6 Customer Profiles 6 Profile Tab 7 Addresses Tab 7 Job Sheets Tab 7 Quotes Tab 7 Invoices Tab 7 Orders Tab 7 Creating a New Customer 8 Customer Address Map 8 Job Sheets 9 Creating a New Job Sheet 10 Quotes 11 Creating a New Quote 11 Invoices 12 Creating a New Invoice 12 Orders 13 Add a New Order 13 Planner 13 Work Requests 13 Creating New Work Requests 14 Complete Work Requests 14 Banking 14 Reports 14 More 15 Purchases 15 Add a New Purchase 15 Suppliers 16 Add a New Supplier 16 Attachments 16 Devices 16 Remove Devices 16 Products 16 Add a New Product/Service 17 Settings 17 Subscription 18 Company Profile 18 Customisation 18 Using your Logo with imanage 18 Customise PDF Layouts 18 Changing Web Portal Theme Colour 18 Changing App Theme Colour 19 Changing Quote and Invoice Colour 19 Dropbox 19 GoCardless 19 General 19 Outbound 19
3 SMS 19 System Backup 19 User Accounts 19 Create a New User 20 Delete a User 20 Reset a Users Password 20 User Profile 20 Virtual Terminal 20
4 What is imanage? Then we have our Professional imanage package, which expends and improves on total business management, with everything from the standard package and addition features such as quotation and invoicing modules to create, manage and send your quotes and invoices digitally via , as well a direct debit and banking modules, Engineer tracking, expenses and mileage modules and more. If your looking for a business management product to solve your current paper based situation, give imanage a try. Signing up for your free 30 day trial Signing up for your free 30- day trial of imanage couldn t be any easier. There is no credit card or payment method required, or contract if you sign up, just the monthly subscription fee. You are able to cancel your imanage subscription at any time. If you are interested in our free 30- day trial, visit and Mill in your details. To read more about imanage, visit the website at What to do after signing up Once you ve signed up, you should have an with all your login details on and a randomly generated password. The next step I would recommend is making sure you have downloaded our app for ios or Android from the app store, just search for imanage and download it to your ios/android device. When you signed up, you would have been asked for a cloud address or company code. This is used for accessing your imanage account. Most people will set it to their company name, so to access your imanage account on your PC you would go to manage.co.uk, replacing the companycodehere text with your company code. You ll also use the company code to login to your account on your ios device. Once you got to your Cloud Address on your mac or PC, just login with your username and password provided in the welcome and then we recommend changing your password to something more memorable. Login and make sure you ve checked through all system settings, you ll want to make sure all your system settings and company details are correct.
5 The Dashboard This is the all new dashboard. Re-envisioned, re-designed and rebuilt. It contains all the information you need at first glance. Our recent activity module at the top gives you quick access to your most recent documents including Invoices, Job sheets and Quotes. We also have the new feed tab, which shows you recent activity such as new published job sheets, sent and viewed invoices and more. Your main navigation is found on the left hand side of the page, this not only allows for more vertical space but also allows us to bring you many more features without the clutter. 24 months turnover graph brought over from imanage v1, a useful module to give you an insight in to how well your business is doing. Work Requests is a new feature in version 2, many users requested this and and we ve decided to implement it. Totally unique to imanage, work requests is a module that will allow you to receive inbound s to your imanage account and automatically creates it as a work request, which can then be assigned to an engineer for fixing.
6 Owed to date shows quick stats on what is currently owed to you. Direct debit payments is used if setup with GoCardless to process direct debit payments. This shows pending and cleared payments as well as total balance and next payout details. Customers Overdue invoices shows the top overdue invoices. Every aspect of the imanage V2.0 web portal has been redesigned. Now you customers are organized in to a table, you can now select how many customers you want to see at a time (default value is 10), and there is now a search field to search the table for a specific customer. Clicking the view button on an entry will take you to the customer profile page. Customer Profiles The customer profile page gives you all the editable details of your customer.
7 Profile Tab On the profile tab you can set the Display Name, Account Code, VAT Number, Credit limit, Deposit, Payment Terms and the Default Billing Address Addresses Tab On the Addresses Tab, you can set multiple site addresses for your customer. When completing job sheets the default billing address set on the profile tab will make all invoices to the customer out to that default address. To add a new address, click the actions button at the top right of the box and click the create new button. Job Sheets Tab The Job Sheets tab lists all job sheets for the selected company. Quotes Tab The Quotes tab lists all Quotes for the selected company Invoices Tab The Invoices tab lists all Invoices for the selected company Orders Tab The Orders tab lists all Orders for the selected company
8 Creating a New Customer To create a new customer, simply click the customers tab on the left nav menu and then click the Create New option. Fill in the details on the form and click the create customer button at the bottom. You ll then be taken to the customer profile page, to fill out additional details if required. Customer Address Map The customer address map shows a map of all your customers around the globe.
9 Job Sheets The Job Sheets section lists all job sheets by most recent first. You can change the ordering by clicking the row headers at the top to re-order them. Use the Action button on the right to select an action for a job sheet, actions include: Modify, Download PDF, Send by , Convert to Invoice and Delete. Clicking on a job sheets, or the modify button will open up the job sheet allowing you to modify it.
10 Creating a New Job Sheet Creating a new job sheet via the web portal is simple, click on Job sheets on the left in the navigation bar then select Create new This ll take you to a new job sheet, fill in the details and then click the create new job sheet button at the bottom of the page.
11 Quotes The Quotes section lists all quotes by most recent first. Similar to Job Sheets, you can change the ordering by clicking the row headers at the top to re-order them. Click on a quote to open it up and view details, modify it if it s a draft. Creating a New Quote To create a new quote, click the Quotes item in the navigation bar on the left then select Create New. You ll then be taken to the Create New Document page, select the customer you d like to create a quote for and make sure the document drop down is set to Quote, then click the create document button. Now you ll have a blank draft quote for the selected customer, add your items on to the quote. imanage saves quote items as you add them. To update an item that has already been added, make the modification then click the edit button on the item row. Once all items have been added, send the quote off by selecting the Actions drop down and click Send by . The customer can then accept the quote, or you can manually mark the quote as accepted using the action drop down.
12 Invoices The Invoice section lists invoices according the what the filter drop down is set to at the top right of the table. The default view is Issued Invoices, change the filter by selecting the drop down box and then selecting an alternate option from the list. You can change the ordering by clicking the row headers at the top of the table to re-order them. Click on an invoice to view it. If the invoice is a Draft you will be able to modify it, but if the invoice has been issued, you will not be able to modify it. Creating a New Invoice To create a new quote, click the Quotes item in the navigation bar on the left then select Create New. You ll then be taken to the Create New Document page, select the customer you d like to create a quote for and make sure the document drop down is set to Quote, then click the create document button. Now you ll have a blank draft quote for the selected customer, add your items on to the quote. imanage saves quote items as you add them. To update an item that has already been added, make the modification then click the edit button on the item row. Once all items have been added, send the quote off by selecting the Actions drop down and click Send by . The customer can then accept the quote, or you can manually mark the quote as accepted using the action drop down.
13 Orders Orders are found under the quotes option on the left navigation bar. Click the browse option to view Orders, and use the filter drop down on the right to filter the results. Click on to an Order to view and modify it. Add a New Order Create a new order by clicking on More > Orders > Create New. Use the top table titled Create New Document for Customer, and make sure you have the the Customer and document set correctly and click the create document button. You ll now have a blank order document similar to the new invoice layout. Click the send by to mark the Order as Issued. Planner The planner has been rebuilt in imanage with far superior features. With Add, Modify and Delete functions as well as Exchange/Office365 integration and Work Request integration the planner will be a valuable asset to you and your engineers. imanage will now automatically input entries in to your planner for when invoices are due so that you have better management and tracking capabilities to minimize overdue invoices and keep your business on track. Work Requests Work Requests is a brand new feature with V2.0, create work requests and assign them to your engineers for on-site completion. Work Requests will be pushed to the app for the engineers to tap on which will pre-fill job sheet information.
14 Creating New Work Requests Create a new work request by clicking the Create Work Request button in the left menu column, or click the filter drop down and select Create new. Complete Work Requests To mark a Work Request as complete, simple set the status of the work request to complete. This will move the Work Request in to the complete section, to view completed work requests, change the filter drop down to Completed. Banking The banking module is available for you to add various accounts to keep track of your financials within imanage. Once you add your banking account, you can then assign invoice payments against each account which will then keep a log for you to keep track of your finances and what invoices have been paid to each account, and what balances are outstanding. This is also used in conjunction with the new VAT reporting tool. Reports The reporting module offers various reports that can be generated at any time. Current available reports are: Turnover Search - Find turnover values for specific products/services. 12 Month Turnover - View the past 12 month turnover figures 3 Year Turnover - View the past 3 years turnover figures Invoice Search - Search all invoices for a specific item/string Invoices Export - Export all invoices from your imanage Account
15 VAT Return - Estimated VAT Return figures Customer Export - Export all customers from imanage More Under the more menu item, there are additional modules and features. Here you ll find the following modules: Purchases Suppliers Attachments Devices Products Purchases Purchases are found under the more category on the left navigation bar. Click the browse option to view Purchases, and use the filter drop down on the right to filter the results. Click on to a purchase to view it. If a purchase status is set to issues, the document will not be modifiable, but if it is a draft document you will be able to modify it. Add a New Purchase Add a new purchase by clicking on More > Purchases > Create New. Use the bottom table titled Create New Document for Suppliers, and make sure you have the the supplier and document set correctly and click the create document button. You ll now have a blank purchase document similar to the new invoice layout. Click the send by to mark the Purchase as Issued.
16 Suppliers Add Suppliers in to your imanage account to keep track of outstanding balances for your suppliers, and add purchases against your suppliers for better management. Click More > Suppliers > Browse to see a list of all your Suppliers. Click on a supplier to view the supplier profile. Here you can modify details for the current record, add addresses and view purchases assigned against the particular supplier. Add a New Supplier To add a new supplier, in the navigation bar on the left click More > Suppliers > Create new. This will take you to the new supplier form, fill out the details and click the Create Supplier button, you ll then be redirected to the Supplier Profile page and add additional information to the supplier. Attachments Attachments is a new feature in V2 of imanage. Once you ve linked your Dropbox account to imanage, you ll be able to drop files in the attachments area and they ll upload directly to your Dropbox account. Devices Engineer tracking has been a core feature of imanage since launch in All devices licensed to use imanage can be found under devices, go to More > Devices > List all devices. Use the actions drop down to select what you want to do with the device, you can locate it, view the profile or remove it to free up an additional device license. Go to More > Devices > Locate a device to view all engineer device locations. Remove Devices To remove a device, click the actions drop down box and select remove next to the device you d like to remove. Products Products are used to quickly fill in quotes and invoices using the Product/Service drop down box. If you have some common reoccurring services that you provide, such as Web Hosting, Engineer hourly rate, ect you can define them as a product or service making quote and invoice creation much quicker. This saves you having to type out each item in a quote or invoice, as it ll prefill all the fields with the data entered in the Product section.
17 Go to More > Products > Browse Products to see a list of all your Products/Services that have been configured. Click the edit button on the right to edit an item. Add a New Product/Service Go to More > Products > Add product to create a new product or service. You ll be taken to the Add new product/service page where you enter the details in to the form and click the Save product/service details. Now this product or service will appear in the product/service drop down field on invoice and quote creation saving you time on manually entering a description and price every time. Settings The settings section is where you ll configure your various core imanage settings. We ve broken the settings down to individual categories/modules to quickly and efficiently find exactly what you re looking to change. Currently under the settings module you ll find: Subscription - Adjust your subscription to add or remove users to your imanage account Company Profile - Your own company details (Name, , address, ect) Customisation - All imanage customisation options are listed here Dropbox - Integrate your dropbox account in to imanage GoCardless - Integrate or setup a GoCardless account with imanage to start processing direct debit payments. General - Adjust your imanage details (Company, VAT, Accounting, ect) Outbound - Route imanage system s through your own mail servers SMS - Integrate a Clickatell account to enable SMS alerts System Backup - Backup your imanage Data User Accounts - Modify imanage Users (User Details, Permissions or Delete) User Profile - Profile of the user currently logged in. Change you user details and password here. Virtual Terminal - Card Processing Terminal to process card payments directly within imanage (Card processing provider required - Cashflows or Realex)
18 Subscription Adjust your imanage subscription detail here, add or removed user or device licenses as well as view our current package details and next renewal date Company Profile View and modify your company details such as Company Name, Contact Name, and Phone Number and Address. Customisation All Customisation options are listed here including Logo to include in all system s, PDF Layouts, Web Portal Theme Colour, Job Sheet, Quote and Invoice layout options. Using your Logo with imanage You can use your logo with imanage, simply go to Settings > Customisation and upload your logo in the Logo box. This will add you logo on to all outgoing system s. To get your logo on to your document PDFs (Invoices, Job Sheets, Quotes), customise your document layouts using the information below. Customise PDF Layouts We recommend using our default layout templates to work around when customising layouts. Layouts cannot be structurally changed so all boxes must be left where they are on the default layout. Visual changes such as colour, logos and additional text are allowed. To customise layouts, first go to Settings > Customisation and click the get default link next to the layout you d like to customise. This will then open up the layout in a new window, right click and save the layout to your Mac or PC. Next we recommend using Adobe Photoshop to apply your customisation. Open up the downloaded layout in Photoshop, and add your customisation. Once done, click File then Save for Web, and using the presets option on the right try selecting PNG-8 and check the quality. The aim here is to keep the file size as low as possible to keep imanage as quick as possible when it comes to generating your PDFs. Under 150kb should be an acceptable file size. Select PNG-8 and check the file size at the bottom left of the window. Once saved go back to the Web Portal and click the Choose File button and upload the updated layout. This will then apply the new layout to your documents. More information on document customisation can be found here: Changing Web Portal Theme Colour It s now possible to change the colour of the Web Portal, go to Settings > Customisation and then use the colour selection tool to pick your colour, then click save my settings at the bottom to update the web portal colour.
19 Changing App Theme Colour It s now possible to change the colour of your imanage App, go to Settings > Customisation and then use the colour selection tool to pick your colour on the App Theme Colour, then click save my settings at the bottom to update the App colour. Changing Quote and Invoice Colour With the new Online Quotes and Invoices feature, you can now apply your own colour to your quotes and invoices. Go to Settings > Customisation and then use the colour selection tool in the Quote and Invoice layout boxes to pick your colour, then click save my settings at the bottom to update the colour of your Online Quotes and Invoices. Dropbox You can now integrate dropbox in to your imanage account to upload important company documents straight from imanage. Go to Settings > Dropbox to allow imanage to access your Dropbox. GoCardless Setup your GoCardless account with imanage to enable direct debit processing. Go to Settings > GoCardless to enable and setup. General Configure all your imanage and Company details under the General settings menu, including County information and Accounting Details. Outbound Go to Settings > Outbound to setup routing through your own servers. If you have difficulty setting this up, please contact your mail system administrator for details. SMS Setup SMS alerts using the Clickatell service. Go to Settings > SMS to enable and configure SMS alerts System Backup It s important to backup your imanage account, as you are responsible for your own data. Go to Settings > System backup then select the Download my database backup button to download a backup of your imanage database for save keeping. User Accounts To add, modify or delete any imanage user accounts, got to Settings > User Accounts.
20 Create a New User To create a new imanage user, go to Settings > User accounts then select the Add New User button at the top right of the table. Make sure you have the appropriate licenses to add a new user otherwise you will receive an error when attempting to create the new user. Fill out the user information on the new imanage user page. Keep in mind that username as well as password are case-sensitive, so if you have a username of John you will need to enter the capital J in when logging in to both the web portal and the app. Usernames currently don t allow for spaces or special characters, so keep that in mind when creating your new users. Delete a User To delete an imanage user, go to Settings > User Accounts and select the Delete button next to the user. You need to have full permissions to perform this action, and cannot be logged in to the user that you are trying to delete. Reset a Users Password To reset a users password, go to Settings > User accounts and select the Edit button. The the User edit screen you ll be able to set a new password for that user. Alternatively, you can go to the login page of the web portal and select the forgot your password option to reset it via . User Profile The User Profile page allows you to adjust your user settings, and set a new password. Go to Settings > User Profile to modify the details of the currently logged in user. Admin users can modify users by using the User Accounts option found under Settings. Virtual Terminal Use the virtual terminal to process card payments via your imanage web portal and imanage app. Stripe account required for successful use of the Card Processing Terminal. Go to Settings > Virtual Terminal, and with the correct authentication details entered, select the start payment terminal button.
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