Those of you who have been using Profit Rhino's mobile tool, may have been wondering how you can email any of the quotes/invoices/options that your technicians have generated out in the field to a customer. This can be handled via Profit Rhino's work order grid.
To access the Profit Rhino work order grid, log into your Profit Rhino account, from a laptop or desktop computer, and click the Work Orders tab to the left.
Once there, you should see an work order grid that looks like this:
To the far right, underneath the "action" column, you'll see a small mail icon. Clicking on that icon will bring up the following pop-up window:
On this pop-up you're doing three primary things, determining who this work order is going to go to, which version of the work order that person is going to see, and whether the work order will be sent as a single document or three separate documents..
To start with, who the work order is going to be emailed to is very simple, you can select any of the following options in any combination:
- The customer's email address (grabbed from the customer associated with this work order)
- The office address that you've specified in your notification settings
- The technician email address
- And any number of custom email address that you enter in
After you've selected who you'd like this email to go to, you'll need to select which "view" this particular person will get.
- You can choose the default setting, which you'll find in the notification settings
- You can have everyone get the customer view
- You can have everyone get the technician view
The main difference between the customer and the technician view, is that the technician view has a lot of information present that normally you would not want the customer to see (i.e. technician notes he's added about a recommendation that the customer ignored or something like that).
After that, you'll need to decide whether you'd like to send the work order as a single document (you have the cover sheet page first, then the option sheet page, and then the work order page) or whether you'd like to send them as three separate documents.
After you've select those settings, just click "Send Email" and your invoice will be sent via Profit Rhino's invoice client.