shopVOX Pro Account Setup Checklist
1
shopVOX Pro Account Setup Checklist
techvoxinc.com
Follow this checklist to setup your new shopVOX Pro account.
☐ 1. Introduction
☐ 2. Watch shopVOX Overview Video (~10min)
☐ 3. Personalize your Account:
☐ 4. Add your company logo
☐ 5. Add your company contact information
☐ 6. Add your email (SMTP) settings
☐ 7. Add your terms and conditions
☐ 8. Import customers and contacts
☐ 9. Configure default POS Settings
☐ 10. Integrate with Quickbooks or Xero:
☐ 11. Activate Quickbooks or Xero Sync
☐ 12. How To - Quickbooks Online
☐ 13. How To - Quickbooks Desktop
☐ 14. How To - Xero
☐ 15. Verify Quickbooks or Xero setup
☐ 16. Setting Up Your Workflow:
☐ 17. Read our guide to Workflow Templates
Created with http://process.st
14 Jan 2017
shopVOX Pro Account Setup Checklist
2
☐ 18. Add your Team:
☐ 19. Setup Notifications
☐ 20. Setup User Roles
☐ 21. Add Users
☐ 22. Setting up your Products and Pricing:
☐ 23. Learn the basics of the product / pricing engine
☐ 24. Customize our starter products
☐ 25. Watch Video: Sign Company Training
☐ 26. Watch Video: Apparel Decoration Training
☐ 27. Best Practices: Adding Products
Created with http://process.st
14 Jan 2017
shopVOX Pro Account Setup Checklist
3
☐ 1. Introduction
Welcome to shopVOX PRO!
We're glad you've taken the plunge and joined thousands of others who've signed up to get back
control of your growing shop.
This checklist is meant as a step by step guide to setting up shopVOX and improving the entire
workflow of your shop.
Would you like a printable copy of this checklist?
--> Download a printable copy here
☐ 2. Watch shopVOX Overview Video
(~10min)
https://vimeo.com/160614143
Created with http://process.st
14 Jan 2017
shopVOX Pro Account Setup Checklist
4
You should download and print this chart. It's very helpful for wrapping your head around how
shopVOX works.
-> Download the Workflow Chart
☐ 3. Personalize your Account:
The first thing on your list - add your company information to your account (logos, addresses,
contact details).
☐ 4. Add your company logo
We all like professional, well designed quotes and invoices.
Make your shop look good by adding your logo to your shopVOX account.
Where do I find it?
Account Settings > Settings
Recommend Files:

no more than 100px high

.JPG or .PNG format
WalkThru
-> Add Your Logo
(Log in to your account before clicking this link)
https://vimeo.com/119453542
☐ 5. Add your company contact
information
Created with http://process.st
14 Jan 2017
shopVOX Pro Account Setup Checklist
5
Add your address, phone, and website information to be printed on the Quotes, Orders, and
Invoices.
Where do I find it?
Account Settings > Settings
It is important to add your company contact info - this will be printed on all your quotes, orders, and invoices.
☐ 6. Add your email (SMTP) settings
By default, the emails sent from your account come from the shopVOX mail server.
This can occasionally cause issues with email deliverability to your customers.
To avoid this, we recommend that you add your SMTP settings from your own mail server.
These correct SMTP settings should be on any support or help section of your email provider's
website.
How to Add your SMTP Settings
1
Login to shopVOX
2
Click on the Profile pic on the top right hand side and then click Settings.
3
Click on "Create SMTP Server Settings"
4
Check the box "Enabled"
5
Enter the SMTP Settings provided by your email account
Created with http://process.st
14 Jan 2017
shopVOX Pro Account Setup Checklist
6
6
Click Save
7
Click on the "Test Email Settings" button.
8
The next page will show a email form, send a test email to a sample email address to
ensure this works.
See this GIF image for a how-to on adding SMTP Settings
Gmail User Settings
SMTP Mail Server : smtp.gmail.com
SMTP Port: 587
Username : “your gmail address”
Password: “email password”
Authentication : select “Password” from drop down
Enable TLS: Yes
If this doesn't work - Check these 2 links to make the Google Apps email work.
https://accounts.google.com/displayunlockcaptcha
https://www.google.com/settings/security/lesssecureapps
Non Gmail User Settings
Check the support or help section of your email provider's website. Look for SMTP Settings.
If you still have trouble, send an email to our support team.
[email protected]
Created with http://process.st
14 Jan 2017
shopVOX Pro Account Setup Checklist
7
☐ 7. Add your terms and conditions
Terms and Conditions are the fine print that prints on the customer documents - Quotes, Orders,
Invoices.
You can set different terms for each document - to make sure your customer knows all your policies.
Where do I find it?
Account Settings > Settings
Go to Account Settings > Settings > PDF Terms and Conditions This is a sample of Terms and Conditions in the shopVOX
Account Settings.
Created with http://process.st
14 Jan 2017
shopVOX Pro Account Setup Checklist
8
This is a sample of Terms and Conditions as printed on your customer's Quote.
☐ 8. Import customers and contacts
Do It Yourself
We Do It For You
Don't want take the risk of importing customer lists yourself?
You're not alone - a lot of new shopVOX users have us import or migrate their customer data from
their old system.
All the details below:
What does it cost?
$250 flat fee
What do we import?
Customer (company) and Contact (people) information
How do I get this done?
Email our sales team at [email protected]
In your email, include the following:
Created with http://process.st
14 Jan 2017
shopVOX Pro Account Setup Checklist

What is your current system you're using

Approximately how many records you have

Export your customer/contact list from your current system

Attach the .cvs or .xls file to your email
9
☐ 9. Configure default POS Settings
The General POS Settings menu affect a lot of key features inside shopVOX.
You should properly configure this menu before going live with shopVOX.
Where do I find it?
Company Menu > POS Settings > General
☐ 10. Integrate with Quickbooks or Xero:
shopVOX Pro tightly integrates with the following Accounting software:

Quickbooks Online

Quickbooks Desktop (2012 or newer)

Xero
You can push Invoices and Payments to these system once the sync is configured - saving you loads
of time and double entry.
☐ 11. Activate Quickbooks or Xero Sync
First things first - the sync to your accounting program has to be activated.
90% of the time this is done by us, when you account is created. But you maybe you missed a field
on the signup paperwork or we didn't get this activated.
Let's check to make sure.
Where do I find it?
Account Settings > Settings
Created with http://process.st
14 Jan 2017
shopVOX Pro Account Setup Checklist
10
At the bottom of the page on the Account Settings, look for a section heading with the name of your
accounting package.
Don't see yours listed?
Send an email to [email protected]
In your email include your company name, and which version of Quickbooks (or Xero) you use.
If yours doesn't look like this - contact our support team.
☐ 12. How To - Quickbooks Online
Follow this guide to sync shopVOX Pro with your Quickbooks Online account.
-> Connect to Quickbooks Online
☐ 13. How To - Quickbooks Desktop
Follow this guide to sync shopVOX Pro with your Quickbooks Online account.
Created with http://process.st
14 Jan 2017
shopVOX Pro Account Setup Checklist
11
-> Connect to Quickbooks Desktop
☐ 14. How To - Xero
Follow this guide to sync shopVOX Pro with your Xero account.
-> Connect to Xero
☐ 15. Verify Quickbooks or Xero setup
Got the Quickbooks or Xero sync all figured out?
As the last step before you start syncing invoices and payments - our support team needs to verify
everything you've entered.
I know you were very careful and got everything right.
But we want to make sure you don't screw up years of your accounting data.
To verify the accounting setup 1) Send an email to [email protected]
or...
2) Contact the live chat support team inside your account
☐ 16. Setting Up Your Workflow:
Production and job management in shopVOX is powered by our Workflow Templates.
Workflow Templates are the blueprints for how you produce and track the different types of jobs
you sell.
Created with http://process.st
14 Jan 2017
shopVOX Pro Account Setup Checklist
12
☐ 17. Read our guide to Workflow
Templates
We've put together a short guide on how to best setup your workflow templates.
Please read this guide before you start adding Workflow Templates to your account.
--> Read the Guide to Workflow Templates
☐ 18. Add your Team:
shopVOX is a great tool for keeping everyone in your shop on the same page.
No more updating dry erase boards, outdated spreadsheets, or tracking hand written workorders
through the shop. Hooray!
But there are a few items to set up to make the most out of adding your team members to your
account.
☐ 19. Setup Notifications
shopVOX will keep you well-informed about what’s happening in the shop.
Created with http://process.st
14 Jan 2017
shopVOX Pro Account Setup Checklist
13
But it's important you configure the Notifications correctly so that the right people get the right
messages.
Where do I find it?
Account Settings > Notifications
Notifications are sent when specific events happen inside shopVOX.
Such as - you want to be emailed when someone creates a new order. Or you want to alert your
production manager when a new job is pushed to production.
Currently, there are two ways to send notifications.
Email
These are sent directly to a User's email inbox.
Recommended for the most important events.
Push Alerts
These are sent inside your shopVOX app.
They show up in the Alerts menu on the right hand side of your screen.
Video
This short video explains user Notifications and how to set them up in shopVOX.
https://vimeo.com/159958282
Created with http://process.st
14 Jan 2017
shopVOX Pro Account Setup Checklist
14
☐ 20. Setup User Roles
User Roles control what features and actions your team members can access.
Each new User you add to shopVOX should have a designated Role.
Where do I find it?
Account Settings > Roles
Default Roles
We have four default roles in shopVOX.
It's 100% ok to use these, but if you have a large team you might want to add your own roles.

Sales - for all sales reps

Designer - for your design staff

Production - for your production staff that don't need to access anything but Jobs

Super User - complete access - for owners and managers who need to see and change
everything
When editing User Roles, mouse over the (i) icon for an explanation of each permission setting.
Created with http://process.st
14 Jan 2017
shopVOX Pro Account Setup Checklist
15
☐ 21. Add Users
Users are the different team members that will have access to shopVOX.
Where do I find it?
Account Settings > Users
How to Add Users
WalkThru
-> Add A New User
(Log in to your account before clicking this link)
Two Types of Users
Full users are $20 per month. Schedule users are free, but cannot login to shopVOX. Adding additional Full Users will
automatically add $20 to your monthly subscription.
Full Users
Created with http://process.st
14 Jan 2017
shopVOX Pro Account Setup Checklist
16
Full users have access to all of shopVOX Pro
There are typically owners, administrative staff, sales reps, managers.
You should create a Full user if that employee needs to do any of the following:

Create a customer

Create quotes and orders

Create and send invoices

Track sales leads
Your Pro subscription includes 1 Full User in the $99 base price.
Each additional Full user is $20 ea per month.
Important Note: Any time you add a user to your account – you will be billed the pro-rated amount
for the month and your monthly subscription will increase by $20 for each Full user.
Schedule Users
Scheduling users are just names on a roster. You can assign them to workflow steps and account for
them on my schedule.
Schedule users will do have a login to shopVOX.
They cannot access any data.
The Schedule user is good for your team members who may not interact with shopVOX, but you still
want to include in your schedule of jobs.
Schedule users are free – $0 per month.
☐ 22. Setting up your Products and
Pricing:
Products in shopVOX are the items that you sell to your customer.
The major benefit of Products are the flexible pricing engine that powers them.
shopVOX makes it easy to quote and sell many types of products in one system - signs, banners,
vehicle wraps, channel letters, screen printed t-shirts, embroidered polos, and much more.
Created with http://process.st
14 Jan 2017
shopVOX Pro Account Setup Checklist
17
☐ 23. Learn the basics of the product /
pricing engine
Products in shopVOX are the items that you sell to your customer.
The major benefit of Products are the flexible pricing engine that powers them.
shopVOX makes it easy to quote and sell many types of products in one system - signs, banners,
vehicle wraps, channel letters, screen printed t-shirts, embroidered polos, and much more.
Make sure to get the basics down - before you start creating products in your account.
-> Read Setting Up Your Pricing
Pricing Section - Documentation
This section of the documentation has in-depth info and tutorials about products and pricing
in shopVOX.
-> Check out the Pricing Section here
The Guide to Grid Pricing
This guide covers how to quickly setup products using the Grid Pricing Type. It shows you the process
step-by-step - complete with videos and sample files.
-> Read the Guide to Grid Pricing
Pricing Scenarios: Banners
-> Read Pricing Scenarios: Banners
☐ 24. Customize our starter products
I know you don't want to start from scratch so...
Each new shopVOX Pro account is loaded with some sample products that are configured for your
industry.
We have samples for:

Sign Companies

Apparel Decorators

Digital / Quick Printers
Created with http://process.st
14 Jan 2017
shopVOX Pro Account Setup Checklist
18
These samples should be used a template to configure your pricing.
They will save you time and headache - so use them!
Where do I find it?
POS Settings > Pricing > Products > Click the Green Action Button > Copy Products
☐ 25. Watch Video: Sign Company
Training
Sign Pricing Training Session
This video will show walk you through 4 different product scenarios and how to set them up
in shopVOX.
1
Retractable banner stand
2
Banners
3
Corrugated Yard Signs
4
Ready to Apply Vinyl Graphics
These lessons can be applied to many different types of products.
https://vimeo.com/160607980
Created with http://process.st
14 Jan 2017
shopVOX Pro Account Setup Checklist
19
☐ 26. Watch Video: Apparel Decoration
Training
Apparel Pricing Training Session
This video will walk you through configuring your apparel decoration pricing in shopVOX.
It covers:

Blank apparel markups

Import apparel catalogs from a spreadsheet

Screen Printing

Embroidery

DTG
https://vimeo.com/160607975
☐ 27. Best Practices: Adding Products
Set up one product 100% before adding others
If you're like me, you may have the tendency to do a little bit of everything.
But when you're setting up products in shopVOX - it is best to set up one product at a time.
Once you've got your Pricing Template and any Custom Fields configured just how you want them just create a copy of the product and swap out only what needs to change.
1
Click the Basic Settings tab on your product
2
Click the Copy button
3
Rename the product
4
Change only the components that are different
Copy materials to save yourself time
When adding a new material to your account -
Created with http://process.st
14 Jan 2017
shopVOX Pro Account Setup Checklist
1
Find a similar material
2
Click the Material name - this will take you the detail page
3
Click the Copy button
4
Update the name, cost, and price.
5
Change any other needed info
6
Click Save
20
Now you've got a new material in half the time of creating one from scratch.
You can follow this same procedure for Products, Labor Rates, and Machines - to save yourself time.
Advanced: Import products and materials from a spreadsheet
You can save yourself even more time by importing standard products and materials from an Excel
spreadsheet.
--> Read the Import documentation and Download Sample Files
Created with http://process.st
14 Jan 2017