For example, if your company is Co.ering website design, your customers can request an estimate request for a website design via the form that you have previously created in Adlis ERP-CRM Dev.. Usually, the forms will have more general questions like “What is your budget”, “Urgency”, “Type of website” etc… and based on the information the customer entered in the form, you can create an estimate in Adlis ERP-CRM Dev. and send to the customer.

The forms can be sent directly to the customer as direct link or you can embed the form via iframe directly in your existing website pages e.q. you can have a menu link on your existing company website named “Request estimate” and in this page, you can embed the form iframe.

Create estimate request forms

The first step is to create an estimate request form, in Adlis ERP-CRM Dev. you can create unlimited number of estimate request forms, to achieve this, when logged-in as admin user follow the steps below.

• Click Setup then Estimate request->Forms.
• Click New Form.
• Add form name, for personal identification e.q. “Website estimate request”.
• Language – The language is currently used only for the validation messages.
• Submit button text – The bottom where the user will need to click to submit the form E.q. Request a Quote or Contact us, feel free to adjust to fit your needs.
• Message to show after the form is successfully submitted – This message will be shown after use successfully submit the form.
• Status – The estimate request will need to be in status after successfully is submitted into the Adlis ERP-CRM Dev. database.
• Responsible – Auto-assign the estimate request to a specific staff member.
• Notification settings – All users based on the notification type will be notified via built-in notification inside Adlis ERP-CRM Dev. and additionally, the responsible estimate request staff member will get an email notification if in Setup->Email Templates -> Estimate Request Assigned (Sent to Staff) is not checked as disabled.
• Recaptcha – You can use Google Recaptcha to prevent spamming. The field for Google Recaptcha will be shown only if you have previously configured the recaptcha keys.

After you create the form 2 new tabs will be shown in the form area Form Builder and Integration Code.

• Form Builder – The place where you build the form and adjust all the fields you need.
• Integration Code is the code you will need to place into your website for the form to be shown, note that from the link you will be able to see that each has a unique key.

Add fields to form

To add a field to the form just drag the field to the right side in the form area, note that the Email field is required to exist in the form as well must be marked as a required field.

Customize the fields

You can customize the labels, add help text, placeholders and make them required. When you drag the field in the form area just hover over the field on the top right side you will be able to see 3 buttons (edit, copy and remove)

After you customized the form click on the bottom left button SAVE and click on the tab Integration Code to get the code you need to add to your website. The code will be placed as iframe and you can adjust the width and height directly to the code snippet provided by Adlis ERP-CRM Dev..

Styling

If you need to style the color of the input fields to fit with your website you can create custom.css file in assets/css and apply the necessary styles.

Example changing inputs border color:

body.estimate-request-form input {
   border-color:red;
}

Example changing submit button background color:

body.estimate-request-form #form_submit {
   background:red;
}

body.estimate-request-form #form_submit:hover,
body.estimate-request-form #form_submit:active {
   background:green;
}

Redirect user to custom URL after submission

Via FTP/cPanel go to application/helpers/ and create (if don’t exists) file my_functions_helper.php and add the following code snippet:

hooks()->add_action('estimate_request_form_submitted','my_estimate_request_form_submitted_redirect_to_custom_url');

function my_estimate_request_form_submitted_redirect_to_custom_url($data){
    echo json_encode(array(
      'success'=>true,
      'redirect_url'=>'http://yourcustomurl.com'
    ));
    die;
}

Don’t forget to include the <?php opening tag at the top of the file if it’s not already added.

Include logo in the form

To include your company logo in the form, you can either share or embed the url with query string parameter as shown below:

https://your-perfexcrm-installation.com/form-url?with_logo=1

Direct link sharing

The forms can be shared directly to your customers without actually embedding the form on your website, this feature is useful for example if you want to include a link in emails, SMS etc…

In order Adlis ERP-CRM Dev. can know that the form link is shared directly and not embedded into an iframe, you need to specify the URL query string, in this case, Adlis ERP-CRM Dev. will provide better styling to the form.

https://your-perfexcrm-installation.com/form-url?with_logo=1&styled=1

Create multi-column form layouts

By default, the form fields will be added in a single column full width of the document if you want to customize the form and have the fields displayed in multiple columns we have added the ability to achieve this with custom classes applied to the field, you can add up to 12 columns in 1 row.

In the following example, we will create 2 fields in 2 columns and 1 row.

Keep in mind that the columns won’t be applied in the form builder, only when the form is viewed by accessing the integration link or is in an iframe.

Here is a quick example:

Final result:

Assume that in your form builder you have 4 fields, as in order Name, Email Address, Company, Address.

For the first 2 fields click on the EDIT button on the top right side of the field wrapper to slide down the edit area, in the class input add an additional class for both fields form-col-6 as shown in the image below.

Save the form by clicking on the save button and preview the form from the integration link to see the final result.

As mentioned before you can add up to 12 columns, in this case, form-col-6 + form-col-6 = 12, in case you want to add 3 columns apply the class form-col-4 on 3 fields (form-col-4*3 fields will be 12 and the fields will fit the document) that are one by one in order.

Few things to consider

1. When placing the iframe snippet code there are few things you need to consider.
   1. If the protocol of your Adlis ERP-CRM Dev. installation is HTTP then use an HTTP page inside the iframe.
   2. If the protocol of your Adlis ERP-CRM Dev. installation is https than use an https page inside the iframe.
   3. Summarized will be no SSL Adlis ERP-CRM Dev. installation will need to place the link in no SSL eq landing page and backward, SSL websites with SSL Adlis ERP-CRM Dev. installation and no SSL website with none SSL Adlis ERP-CRM Dev. installation. You can read more about this here

This is only applied to specific emails, below you can find the list which emails/email templates are tracked.

1. Send Invoice to Customer
2. Invoice Already Sent to Customer
3. Invoice Overdue Notice
4. Send Estimate to Customer
5. Estimate Already Sent to Customer
6. Estimate Expiration Reminder
7. Send Proposal to Customer
8. New Comment (Sent to Customer/Lead)
9. Proposal Expiration Reminder
10. Send Credit Note To Email
11. Send Contract to Customer
12. Send Subscription to Customer
13. Subscription Payment Failed

You can check all available email template mentioned above in Setup->Email Templates.

Checking if the email is opened

You don’t need to configure anything, the feature is auto turned ON and will work out of the box while you use Adlis ERP-CRM Dev..

Let’s assume you sent an invoice to a contact and you want to see if the contact opened the email, in admin area open the invoice preview area and click on the envelope menu icon, there will be a list of all tracked emails sent with indicator does they are opened or not.

Use same steps to see if the email is opened is applied for all other features.

Tracked emails not updated

There is one occasion when this feature may not work properly, depends on the settings the contact/user configure in his email client. There is nothing Adlis ERP-CRM Dev. can do about this, the tracked email status will remain as “Not Opened“

If the contact/user have an option in his email client/email interface to turn Co. remote content for the received emails, this may not work properly. Below you can find an example how this may look eq in Thunderbird email client

In this case, if contact just read the email and don’t turn on remote content or don’t allow remote content for this specific email, the email will remain as “Not Opened”

Please note that the subscriptions feature is different from recurring invoices. The recurring invoices are used only to re-create the invoice on a specific date but with subscriptions, if the customer is subscribed to the subscription, he/she will be auto-billed via Stripe and the invoice will be created.

Configure Stripe subscriptions

You will need first to configure the Stripe Checkout payment gateway in order to use the Subscriptions feature.

Please follow the Stripe checkout configuration guide by clicking here

If you are using version older then 2.4.0, you will need to manually configure your webhook, see below, otherwise continue with the guide below.

Stripe Products

If you haven’t created your products and billing plans, you should create via the Stripe Dashboard, Adlis ERP-CRM Dev. will fetch the billing plans directly from Stripe and will display them while creating/editing subscription.

There is no option to add billing plans via Adlis ERP-CRM Dev. admin area, you should always add the billing plans via Stripe Dashboard.

Subscription Statuses

There are 8 subscription statuses in Adlis ERP-CRM Dev., 5 are the default Stripe subscription statuses and one additional status is added Future.

You can read the lifecycle for subscriptions and statuses at by clicking here

Future – The additional Adlis ERP-CRM Dev. status Future means that the customer subscribed but the first billing date is in future, as an example if the customer subscribes on 2018-05-18 and you configured First Billing Date to be 2018-05-25, the subscription is active but the customer will be billed at the future date.

Create New Subscription

In order to create new subscriptions, from the main menu click Subscriptions then New Subscription.

Billing Plan

Select billing plans for this subscription, the billing plans will be fetched from your Stripe account.

Quantity

Configure quantity if it’s necessary, otherwise leave it to 1

First Billing Date

This is the first billing date field, leave blank to use the date when the customer is subscribed to the subscription. This field must be a future date, if you select a date and the date is passed but the customer is not yet subscribed, the date when the customer will subscribe will be used.

Note that Stripe does not support the creation of subscriptions in past dates.

Subscription Name

Add subscription name, shown to the customer too, in most cases this will be your product name.

Description

You can add an additional description for this subscription, also visible to the customer.

Customer

Select customer for this subscription.

Currency

The currency will be auto-selected based on base currency or customer currency, you can’t manually change the  currency, more info about currencies can be found by clicking here

This means that you can’t have currency EUR and select billing plan configured in Stripe with USD currency.

Tax

You can select tax for the subscription.

The taxes are fetched directly from Stripe, if you haven’t configured your taxes in Stripe, you should do this via Stripe dashboard by navigating to Billing->Tax Rates

Terms and Conditions (from v.2.40)

You can also add custom terms and conditions for the subscription, the terms and conditions will be shown at the bottom of the subscription preview area just before the customer subscribes to the subscription

Send a subscription to a customer

After you configure the subscription successfully, you may want to send the subscription to the customer, note that the subscriptions in Adlis ERP-CRM Dev. are related to the primary contact of the customer.

To send the subscription to the primary contact you can click on the top left email envelope button, additionally, if you want to view how the subscription will look, click on View Subscription button.

You may want to take a look at Setup->Email Templates, to adjust the subscriptions email templates.

Show subscriptions to customers area

If you want to show or hide subscriptions in customers area, you can navigate to Setup->Settings->Subscriptions and set Show subscriptions in customers area to Yes.

Subscribe to subscription

In order customer to subscribe to a subscription, you must send the subscription to the customer primary contact and include the subscription link in the email via the built-in email feature for subscription or send the subscription link manually.

After the customer access the subscription he/she can review the subscription and subscribe by clicking on the subscribe button.

Canceling Subscription

To get familiar with canceling the subscription, please read more the Co.icial Stripe documentation by clicking here

Canceling from the admin area

If you want to cancel subscription directly from the admin area, you can open the subscription and click on the cancel button, you will be able to see 2 options:

• Cancel
• Cancel at the end of the billing period

If you click Cancel, the subscription will be canceled immediately, if you click Cancel at the end of billing period, the subscription will be canceled based on the end billing period and also, in this case, you can reactive the subscription, but if you cancel it immediately, there is no option to reactivate.

Cancelling from customers area.

The primary contact also can cancel the subscription via the customers area, the options are identical like in the admin area.

Credit Card Token

Adlis ERP-CRM Dev. will store the Stripe customer id in the database for future payments.

Credit card token is token provided by Stripe related to the credit card that subscribed to the subscription, Adlis ERP-CRM Dev. does not store the credit card number in the database, the credit card token and last 4 digits are fetched directly from Stripe servers via API.

The primary contact can update the credit card anytime he/she want by logging into the customers area and navigating from the top Profile menu -> Credit Card.

Sometimes your customers need to change the card info that they have on record with your business, whether that’s just to swap in a preferred card, or because the card issuer sent a replacement. Stripe takes care of updating expiring cards for you, and also attempts to update saved card details when a customer’s physical card is replaced, but in rare cases, if Stripe is unable to update the card details automatically, the contact must update the credit card manually via the customers area.

Reusing the credit card token

The credit card token for this customer will be used or future subscription too, as example once the customer subscribe to the subscription, in Stripe, Adlis ERP-CRM Dev. will create customer and this credit card token will be linked to this customer, also the customer id from Stripe will be stored in Adlis ERP-CRM Dev. database for future payments.

The next time you create a subscription for this customer, the customer won’t need to enter his credit card details again, he/she can just click a button and will be subscribed in no time.

Testing Subscriptions

If you want to test the subscriptions, you need to configure Stripe testing keys and read the following guide: https://stripe.com/docs/testing

In this guide, you can get familiar with how the testing works and also there is a list of test credit cards.

Also, before switching to production mode, while testing, if you subscribed to any test subscription, make sure to delete those subscriptions from Adlis ERP-CRM Dev. admin area.

Configure Stripe checkout webhook for subscriptions (applicable for Adlis ERP-CRM Dev. versions below 2.4.0)

While you are in Setup->Settings->Payment Gateways->Stripe Checkout, you will need to configure the webhook for Stripe Subscriptions.

Each installation will have unique webhook protection key, you will able to see yours in the Stripe Checkout Webhook Key field

In Stripe Dashboard navigate to Developers->Web hooks and click add a new endpoint.

The webhook URL will be like:

Replace [WEBHOOK_KEY] with your actual webhook key.

Adlis ERP-CRM Dev. will generate a unique key for each installation, you can either use this key or manually add any key in alphanumeric you want, in case you decide to change the webhook key and you already have configured the webhook in Stripe, you will need to update the webhook key in Stripe dashboard too.

Test your webhook

Once you configure the webhook via Stripe dashboard, click on the configured webhook URL and click on the top right button Send test webhook then a popup modal will be shown, just click on the bottom right button Send test webhook

Keep in mind that the “Send test webhook” button is only available when you have toggled to view test data, once you test the webhook URL while test data is toggled on, switch Co. test data and configure the same webhook URL in your live account.

If the webhook is configured properly at the bottom you should see this response:

Important Notes

• Do not edit the subscription directly from Stripe dashboard, if you want to perform edit you can do this via Adlis ERP-CRM Dev. admin dashboard.
• Adlis ERP-CRM Dev. subscriptions only work with 1 line item (billing plan/product), do not add multiple subscription products via the Stripe dashboard to avoid unnecessary results.
• Once the customer is subscribed to a subscription, the subscription can’t be deleted, mark them as canceled instead (applicable for subscriptions created in LIVE mode)

Create proposal template

You can create a proposal template while viewing the contract by clicking on the Templates tab and then click on the Add Template button.

• Click the Templates tab.
• Click Add template.
• Enter the Template title that you can use to easily recognize what kind of template is.
• Use the editor to add predefined template content.
• Click Save.

Insert template

Once you created the template, you will be able to use and insert them into the editor content easily.

While on the Templates tab, for the template you want to insert, click the Insert button, the template content will be automatically injected into the proposal editor.

Create new item

To create new items from the main admin menu navigate to Sales->Items and click on the top left button New Item.

• Description – Give the item short description of item heading.
• Long Description – Item long description for more detailed information.
• Rate – The total cost for this specific item you are creating without taxes.
• Tax – Apply item predefined tax, the tax will be auto-applied when creating new invoice/estimate/proposal/credit note
• Unit – If you need to the use unit for the item you can add exactly in this field. Eq. lots, kg
• Item Group – If you have a lot of items and you need to organize them in groups you can select a groups that you previously created in the same screen by clicking on the Group top left button.

Click Save to save all the item information.

Linking item into transaction

This is very specific example that will show you how to link an item to invoice with all the fields explained.

Navigate to Sales->Invoices and click on the top left button create new invoice and fill all the necessary information for this invoice.

On the top left Add item dropdown you can select your predefined items that will be auto inserted into the preview item area without you needing to fill all the necessary item information manually.

Items Rates Based On Currency Usage (v.1.9.2)

In previous versions, the item had a field for a rate which you was using as general rate eq for your base currency, but the problem was that in case customer has different currency than the base currency the rate won’t be accurate when selecting the item from the drop-down when creating invoice/estimate/proposal.

Adlis ERP-CRM Dev. can bill in your base currency or in the customer currency if configured in the customer profile.

Let’s assume that your base currency is USD and you have a customer which is using EUR currency when you created the item you has added the rate as in your base currency  (USD).

When you navigate to Sales->Items and try to create/edit item you will be able to see that new field for rate in EUR will be shown, in this case when you create invoice/estimate/proposal and select a customer that is using EUR currency and then select an item the EUR rate will be auto-populated in the preview area for the item before you add it to the table. This will help you to add the item’s rate only once and then re-use it.

Keep in mind that the rate for other currency will be shown only if customers have configured to use another currency than the base currency.

After sending the estimate to the customer if you want to send again the estimate there will be another email content. Becuase the initial estimate is already sent. Now the customer  maybe want the estimate again and in all cases this content will be different. Go to Setup-> Email Templates -> Estimate Already Send to Client to edit the email content when sending the estimate to your customer for second time.

Open the estimate you want to convert and on the right side click Convert to Invoice

Client – Before selecting a client you must have added clients Customers->New Customer.

When selecting a Customer the customer informations will be fetched directly from the customer profile you created. Another option is that you can click on the edit icon and directly add the desired customer informations, this also is applied for the billing informations they are also fetched when selecting a customer.

Billing and Shipping – If you change the billing and shipping informations after slecting a client and click on the edit icon, this will be changed for the Estimate but in the customer profile the informations will remain the same and wont be any changes in the Invoice.

Number – Number is automatically populated Eq. 001 next will be 002.

This number its fetched from Setup->Settings->Finance->Estimates  – Next  Number the number its auto increment but you can change the next number in Setup->Settings->Finance->Estimates.

Status – By default the draft status will be selected, you can change the status anytime you want, note that when you send the estimate to your customer the status will be change auto to SENT.

Currency – The currency is automatically selected based on your default currency or currency set for the selected Customer you selected previously in the customer profile. If the currency for this customer is USD it will be automaticly selected and cannot be changed, read more here

Sale Agent – You can select sale agent for this estimate then then generate reports in Reports->Sales->Estimate Report. Note that the sale agent full name will be shown on the estimate if in Setup->Settings->Finance->Estimates -> Show sale agent on estimate is set to yes.

You can add Estimate items, when adding make sure u click on the blue check icon in order the item to be added you can also select tax options see shown in picture.

The items will be stored separately for each estimate and changing the items informations in Sales->Items wont affect the already created estimates with specific item/s.

Admin note is only for admins/staff members.

Customer note is visible to client side also, on the HTML estimate and PDF estimate.

You can setup terms directly in the estimate or you can have predefined terms which will be auto populated. To setup predefined terms and conditions navigate to Setup -> Settings -> Finance -> Estimate scroll down and you can populate the fields as it fits you.

Click submit to save the estimate.

While editing/creating estimate the adjustment option is always available if you want to +- the total amount

How to check if there is available invoices to be merged?

Available invoices to merge are showing in different places.

1. When create new invoice – Available invoices to merge are shown after selecting customer, the system will check if there is available invoices to be merged into the invoice you are creating for the selected customer.
2. When you preview existing invoice from admin area – Available invoices will be shown on top and you can click on the edit button to apply the necessary action.
3. When you edit existing invoice – Available invoices for merging are shown imidiately after entering the edit invoice area.

Eq. If the invoice you edit is with status Partialy Paid you wont be able to merge exisiting invoices in this invoice with status Partialy Paid.

How to merge the invoices?

When you create/edit invoice on the top a message will be shown if there is invoices available for merging.

You can merge multiple invoices by clicking on the checkbox on the left side from the invoice number.

After the field is checked the invoice items will be auto added in your existing invoice that you are currently creating or edit.

Additionaly you can mark the merged invoices as cancelled instead of deleting because merging invoices will create gaps in invoice numbers. Please do not merge invoices if you want no gaps in your invoice history. You also have the option of manually adjusting invoice numbers if you want to fill the gaps.