101 – GETTING STARTED

Depending on geographical location, type of customers, and the size of your business, there are a number of ways landscaping businesses operate. Yardbook is designed with this in mind and offers a number of different solutions and workflows to accommodate the various needs. If you are just getting started with Yardbook, it’s a good idea to get familiar with these workflows and choose one or more that best matches your own business operations.

INVOICING WORKFLOWS

Choose one of the following to get started

Method 1: Create Invoices Manually

If you’d like to keep it extremely simple and just want to build a quick Invoice, this is the option.

One Step:

  1. Simply go to the Invoices page and click on “+ Invoice”, and fill out the invoice details such as customer, invoice line items, etc…

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Method 2: Create a Recurring Invoice Template

System will automatically create an Invoice based on a repeat schedule defined by you. You will get an email when new Invoices are created for you.

Great option if your business charges your customers the same amount on a regular schedule, and/or sometimes adds additional charges.

Steps:

  1. Navigate to Sitemap->View Recurring Invoice Templates.
  2. Click on “+ Recurring Invoice”.
  3. Set a Recurring Invoice Schedule (Ex. Last day of every month).
  4. Click ‘Save’.
  5. Once you have saved the Schedule, you may then fill out the Recurring Invoice Details section. This will automatically be saved for you.

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Method 3: Create an Estimate, then use it to generate an Invoice

This option does not depend on Jobs to generate invoice; however, you can still use the jobs feature independently to manage your schedule.

Steps:

  1. Create an estimate
  2. When you are ready to send the Invoice, go back to the Estimate and click on “Generate Invoice” from the Actions Menu.

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Method 4: Create a Job, then use it to generate an Invoice

No need to create an Estimate, just add the appropriate product/service(s) to the Job and you can create an invoice directly from the Job.

Steps:

  1. Create a Job
    • Make sure to add products/service(s) to the Job
    • Make sure the Job is marked as billable
  2. When the Job is done, just mark it as done
  3. Click into the details page of the Job, and click on “Create Invoice”

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Method 5: Create an Estimate, generate a Job, then generate an Invoice

This workflow allows you to start with an Estimate, then create a Job to track the work, and finally create an Invoice from the Estimate once the Job is done.

Steps:

  1. Create an Estimate
  2. When you are ready to schedule the Job
    • Navigate to the Estimate page
    • Click on “Create Job” from the Actions Menu
    • This will take you to a new Job page
      • Make sure the dates and the property values are correct
      • Make sure it’s marked as billable
      • Hit ‘Save’ to create the Job
    • When the Job is done, just mark it as done
    • Click into the details page of the Job, and click on “Create Invoice”

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Method 6: Create many jobs throughout the month, then automatically generate invoices from these Jobs in a batch

Quick way to build many invoices purely based on Jobs

If there are multiple jobs for the same Customer, the system will combine them into a single invoice for each Customer

Steps

  1. Create Jobs for all billable activities
  2. At the end of a billing cycle, generate Invoices in a batch
    • Navigate to Sitemap -> Auto Generate Invoices
    • Select “Last Month” or manually enter a start and end date, then click on “Generate Invoices”
  3. After the invoices are generated, go back to the Invoices page, and verify that all the Invoices and line items look correct

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