Tutorial: How to setup PayPanther for first time users (Video)

In this video tutorial, we show you the “ins and outs” of using PayPanther and setting it up for the first time. This video is for new users, or for those who wish to train their employees on how to use the software in just under 7 minutes. Enjoy!

P.S. If you can’t view the video, click here.

Video Script:

Hello everyone, this is David here with PayPanther. In this video, I’m going to quickly show you how to start using PayPanther, create a new client, and follow up with them. Please note, we are constantly updating PayPanther on a daily basis so the screenshots you see here might change, but it should be fairly similar.

So once you sign up, or receive an email to join, you will login to PayPanther. Once logged in, you can click on “Clients” on the left, to see any clients currently assigned to you by your employer, or if you ARE the employer, you can click on “Create Your First Client” or click the “New” button on top and select “Client”. Enter all the client’s information. By the way, you will notice how I have this field that says “Job Title” and “Facebook Profile” under each contact, I also have “Industry”, “Budget”, and other fields that apply to my specific business. These are all custom fields I created for my business and you can do this as well by clicking on your name on the top right, and then “Settings”, and then “Custom Fields”.

Now, another very important feature here is the language, currency, and Assigned to. If you change the language or currency of this client, when you send them an invoice it will automatically translate the invoice to their language as well as change the currency (but it will not convert currencies for you). If you don’t know what a certain field is, for example, “Assigned To”, hover over the question mark next to it and it will say “select which user will take care of this client”. If you are the only person in your company, this will always be you, otherwise you can delegate this client or lead to someone else in your company to follow up on. When finished, click Save.

The first and most important step now is to assign a “Tag”. As you can read below, tags allow you to group your clients. For example add a tag called ‘leads’ to group potential clients together. So we will click on “Add Tags” and then type in “Leads” and click Add Tag. I can also add a tag called “March Trade Show 2014” to show me all the leads I collected from this recent trade show. When finished, click “Close”. Atop you have all your functions to edit or delete this client, create a new task, event, call, quote, etc… Let’s go through each tab now.

The feeds tab lets you type in any quick notes you have. For example, I might write, David spoke with John and he asked for a 5% discount. This is your area to write down any updates about this client. On the activities tab, I can create a task or an event in my calendar. I will create a task for myself to ask my boss if we can give John a 5% discount. Next, we have Invoices where you can invoice your client. After we have Quotes where you can send them a quote or estimate to get approved. Payments is where you will add or view all payments received.

If you will be working on multiple events, projects, cases, etc… and you will be doing more than 1 job for this client, it’s best to create a new project for each job so you can keep track of all the phone calls, notes, invoices, and payments for each job in a simple and convenient way. If you want to record how much time was spent on a job (very handy for lawyers, accountants, or service professionals), and you may want to bill your clients for the time spent, simply start a new time entry and start your stopwatch. If you want to track any expenses and possibly even bill your customer for this expense, click here to add a new expense. You can even snap a picture of the receipt from your phone or attach a PDF or scan a picture of the receipt in to save it to show your client or for tax purposes. Last but not least, we have Files where you can upload or drag and drop any file you want associated with this client. For example, a contract or any pictures or documents related to this client.

Now you can go back to the Client page to see all clients. You will notice I can click on a Tag on top to filter all my clients by the tags I created, and you can select multiple tags as well to keep filtering down. You can also click on Tasks to see all your upcoming tasks, your calendar to see upcoming meetings or appointments, or your dashboard to see a general overview of everything happening for today. You will see my task for today, the task also in my calendar, and the feeds which show everything I did today or during this time period.

If you have any questions when using PayPanther, feel free to click Support, view our Frequently Asked Questions or Submit a support request! We pride ourselves on our super fast responsiveness so feel free to contact us at anytime. The last step is to click on your name on the top right and click on “Settings” to setup your profile, sync your calendar and tasks with your phone or email, change your company settings and logo, setup custom fields like I showed you before, accept online payments with PayPal, Stripe, or Authorize.net, and more!

Enjoy the software and welcome to the family!

Watch our other tutorial videos:

  1. Tutorial: Using Custom Fields
  2. Tutorial: Link your emails to PayPanther
  3. Tutorial for Event Professionals (Online Event Management Planning Software)


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