Updating Your Defaults: January 2024 Tips and Tricks

Happy New Year! With the new year starting, it is a good idea to make sure you are organized and set up for success in Details Flowers Software. Our topic for our monthly Tips & Tricks series is all about managing your account settings and ensuring all of your information is up to date for 2024!

Account Information: Settings, Defaults, and Configuration

We're going to start in the 'Company' section of the main menu, which is where most of your company settings and defaults are configured. This is important stuff, so make sure you review everything!

If you'd prefer to watch a video walkthrough of these steps: Details University 1

Here's what you will find in this article:

• Inputting Company Information
• Configuring Event Defaults.
• Generating Contract Terms
• Configuring Financial Settings
• Using Details Invoicing with Stripe
• Updating & Organizing the Resource Galleries

Company Information

Fill out each section completely as your phone, email, and web address are showcased in the header of your proposals. 

Here's what you need to do to fill in your Company Information page:

• Upload your company logo. While there is no standard size, 600px x 200px works well.
• Enter your company name - Make sure you fill this in, otherwise you will not be able to access the proposal page.
• Fill in the rest of the details on the right side of the page. 
• For email, you can have multiple listed to receive signed proposal notifications. To do this, separate the emails by a comma ","
• If you are located in another country other than the United States, you can also change the labels for 'City,' 'State,' and 'Zip Code' to better align with the labels in your country.  

• The 'About' section is completely optional. Currently, it does not show in any area of the proposal.

• To learn more about this area, check out this article: How do I set up my company information?

Event Defaults

This is one of the most important pages to visit before you add your first client. On this page, you will set your tax rates, markup, fees, and adjust the line items to your needs. You also can fill in your 'Estimated Price' for line items, which is incredibly handy for completing quick quotes. To make the best use of this page, we recommend you read the following articles:

• How do I build my Event Default Worksheet? (admin fee, taxes, line items, and fees)
• How do I add fees to my event?
• How do I add a convenience fee to the event total? (Admin Fee)
• Can I adjust line items for a specific event? (it works the exact same way on your Event Default page).

Contract Terms

Whether you plan on using your own or working with some of ours, this is a page you will want to go through with a fine-tooth comb. Need some suggestions? We recommend joining our Facebook Community and reaching out to our florists. They have great ideas and are happy to share them with you! Click here to join Details Flowers Floral & Event Community.

• To learn more about your Contract Terms, check out this article: How do I create my contract terms?
• On the Contract Terms page, you're setting up the default terms, but you can manage them within an individual event. Learn more here: Managing Contract Terms

Company Financials

From currency type to required payment schedule - this is a page you do not want to miss.

Change your currency type:

• From the currency menu, click the drop-down and select your currency. Currently, we have over 25 different currency options available for you to choose from. 

Add in your convenience fee:

• Many Details customers pass credit card processing fees along to the client. Enter your ideal convenience fee in the space provided to charge a convenience fee to a singular payment. Please check with your accountant if convenience fees are legal in your state.
• This is not automatic! It must be activated. Once the credit card box is clicked on the specific event Payment page, it will add the percentage to the outstanding balance.

Special Note: Easily charge a convenience fee to the event total by placing it in the 'Admin Fee' box on the worksheet (easiest). Check out this article to learn more: How do I add a convenience fee to the event total? (Admin Fee)

Set up your default payment schedule:

• Adjust the default schedule Details provides by clicking 'Add New Default Payment' to add additional payment rows or clicking 'X' to remove any rows you don’t wish to use.
• Adjust the rows to reflect how you would like to collect your payments. If using a flat dollar amount, select '$' under 'Type'
• If using a percentage, select “%” under 'Type.'
• Type in the percentage or dollar amount.
• Make sure that your percentages total 100% (See photos below)
• Under the 'Due' column, type in the number of days before the event that the payment is due. If left blank, the payment is due now.
• All percentages must equal 100%

Set Your Default Invoice Note

In the 'Invoice Note' section found in the bottom left-hand corner, you will be able to adjust the note that shows on your invoice. This can also be adjusted on a per-event basis if you have something else you want to specifically include for certain clients. 

• Here's the article you will want to check out: How do I create my default financial settings?

Details Invoicing

To connect with Detals' Invoicing, you will go to the 'Financials' page of the 'Company' section. From there, you will see an option to connect with Stripe. You can connect an existing account or create a brand-new one! 

Once connected, you will also have the option to set up your 'Email Settings,' where you can choose what your emails sent to your client say when it is time for them to make a payment, and the thank you email sent after the payment has been made.

You will also see an 'Email List' area where you can see all of the emails sent across all of the events in your account and their associated tracking information. 

Update stem costs, add items, and more

The stem costs in Details are based on years of historical data averaged out. Due to varying prices, we recommend that you take the time to review the costs and update them to reflect the common costs you see in your area. This will help ensure you're recipes are priced out as accurately as possible. You will also want to take some time in your galleries and update the other pre-loaded recipes & items. We recommend you review these articles:

• How do I add a new item to my resources?
• How do I delete or restore items to my gallery?

Once you have adjusted and checked all of your defaults and information, you will be set up for success in 2024! If you have any questions about updating your settings, please do not hesitate to call us Monday through Friday 9 AM- 5 PM EST at (386) 255-9594, or email us at support@detailsflowers.com