Whitemelon Productions – The First Success Story On nu,mb,erz

WhiteMelon Productions is an award winning agency that offers creative and marketing services. They are passionate and enjoy creating affordable high definition broadcast quality video content to captivate the audience for their clients. They create television concepts, online marketing webisodes, ads, high-level corporate productions and customised internal video blogs (Vlogs) to engage the teams.

Let’s hear from Gajendra about his business

Regular work concerns

  • Complexity: The old system crashed, wasn’t efficient and simple enough to use
  • Manual reporting: The numbers from the accounts would take days to pull and match, with no visibility into overhead and top-line costs.
  • Lack of customization: There were no integrations with existing tools and no reporting across different parts of the business.
  • No access while traveling : Gajendra travels a lot and so, not access his financial data regularly.

Strayed projects – lack of working capital

Loans and Business sustenance : Whitemelon gets a lot of projects but due to lack of investment, they can not accept all of them. Most of their clients do not pay upfront and that’s why they often find themselves facing a cash crunch. While they did apply for a loan, it hard to actually get it.

Also running a business on an old system is not worthwhile when all of your clients are looking for easy options and a better experience.

Adopting the platform

Gajendra was nervous about switching. “A lot of people don’t really like change because they’ve run the same system for 15 to 20 years. But we know when something is broken, we need to fix it.”

Gajendra imported all of his previous invoices and expenses just by the click of a button.

It was really quick and easy. And we trained our people to use nu,mb,erz in less than 30 minutes.

After they switched to nu,mb,erz

  • Credit and business expansion: Gajendra could take up more projects because with a single click, he got a credit line and could apply for loans. Now he is thinking of covering 50% of the project cost by himself and will use the loan for remaining 50%
  • Happy Clients : Now the invoices directly can be sent to clients via email and they can pay online, sometimes when they do not have money to pay, they can get loan from nu,mb,erz.
  • Reliable technology : WhiteMelon switched to numberz for reliability, but along the way it also got intuitive business tools, fast setup which lets WhiteMelon take payments even more easily
  • Reporting is quicker : The team can see gross sales, how much people are spending, amounts to be received. Gajendra checks the Bank reconciliation option quite regularly to see his deposits are matching with his received amounts that too even when he’s not in the office. The team is also using numberz Dashboard to make smarter decisions based on projected sales and their expenses. Crucially, Gajendra uses this data to know when it’s time to expand.

numberz features used

  • Online Payments
  • Invoice management
  • Expense Management
  • Bank Reconciliation
  • Cash flow Reporting

How To Auto Reconcile Your Invoices Through nu,mb,erz

  • Click on the Reconcile tab on the top

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  • You will get a similar screen

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  • Now you can choose any of the bills – paid, overdue, due later

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  • Select any invoice by clicking on the checkbox

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  • On the right column, you can see that transactions similar to the amount of invoice you chose, are displayed

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  • Now you can choose the transaction from right side column which is related to selected invoice by clicking on it

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  • Click on the reconcile button on upper right

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  • You will get a pop-up window

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  • This windows will relate your invoice to the selected transactions and you can see the details. Click on the save button to reconcile or cancel to go back

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  • You will get a success notification once it’s done

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  • Now this invoice will be added to the closed section of invoices

 

Congratulations !

How To Reconcile Your Expenses Through numberz

Step1: Click on the Bank/Reconcile tab on the left column.

Step 2: Navigate to the reconcile option which is located in the top menu on the page.

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Step 3: Click on the Expenses button which is located on the left top of the bar.

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Step 4: The user can see all the expenses created in the right column. In the left column, all your bank transactions up to date will be shown.

Step 5: Check the box for which bank transaction needs to be reconciled with the particular expense type.

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Step 6: When both sides are checked, click the reconcile button.

Step 7: On clicking the reconcile button, the window for new bill payments will get opened.

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Step 8: On filling it, save it and the expense mapped will get reconciled with the particular transaction.

Note:

  1. For confirmation check the Amount, Payment mode, memo, and Date. it will automatically filled from the selected bank transaction data.
  2. Once the full payment is reconciled it will automatically change the status to closed. In the Expenses page.
  3. There is filter option and search bar is implemented for finding your expenses easier.
  4. If the customer reconciled lesser than the expenses amount it will change the status to paid and remaining balances will be shown in the expenses list.
  5. When it’s fully reconciled it will remove from the both side both transaction and expenses.

What you need to know about numberz this September 2016

Monsoons are just not abating are they? So while the rain gods have been busy flooding the cities, our tech Kabaali’s have been busy in our kitchen creating our own ‘deluge’ – that of new features and functionalities and improvements. So that you can make hay even if the sun doesn’t shine! 

So here’s what’s cooking in the latest monsoon serving of nu,mb,erz :

New Features
…to make your life a whole lot easier!

Expense Management:
Runaway expenses – the bane of a small business! Not get a leg up on taking care of your expenses. You can record your expenses comprehensively without missing any details. But thats not all – you can choose either of 2 options. expense-managementThe Detailed Bill option can help you enter, monitor and pay the larger expenses like the vendor payments.

 

You can also choose the  Quick Bill  option to enter fewer details for more day-to-day  or recurring expense items. In both the cases, you can also upload the scanned bills themselves! So that you have all your payables in one place! Cool in’nit?!
quickbill

Our smart expense management module continues to have the other features like tracking the entries via traffic lighting, searching, sorting. At any point in time, you can also avail of a credit line or a working capital loan too.

Business Reporting (on Steroids!) :
All the essential numbers that you need to get a snapshot of your business are now on numberz. When you need it, the way you need it. You will be able to see the reports such as Cashflow, Invoice Outstanding, Sales by Customers, Total Expenses etc – at the click of a button. These reports try to mimic the way you want the data to be seen. Eg adding the type or sub-type in your expense report will tell you where exactly are you spending your monies – in the project or just the overheads.
reports

Tally Enhancements :
The numberz plugin for Chrome (technicalese for the stuff that makes numberz talk to tally!) gets a big boost. You will now be able to retrieve Tally masters such as Customers (Debtors), (Stock) Items and post numberz invoices at both summary & detailed level.You can also download the latest version in the Chrome Web Store. Click on Apps -> Search for Tally to find Tally Sync -> Click Add to Chrome, that’s it.
tallysync

Other important stuff : aka constant improvements!

Stuff that we continue to enhance, getting it closer to your business!

  • While creating invoices, you can now upload all your customers in one shot (from an existing  excel based list) to make invoicing entries much faster.
  • Upload your logo or any other pic to your numberz home screen – to give that small personal touch!
  • The default invoicing templates can now get your business logo via a quick upload. But you can continue to customise the template to look like your as before, should you not prefer the default ones.
  • While applying for a credit line now, you can directly upload the relevant documents (PAN, proofs etc). 
  • While using numberz to send estimates or invoices or followup mails to your clients, you can now customise the content of the email – by going to the settings tab. You can also CC yourself on the mail.

Bug Fixes

While we were doing all that, we also strengthened the platform! Just so that the digital bugs don’t bug you (you will still have to make do with the natural ones though!)

Its a priviledge to have you on numberz! We surely hope that you make the most of numberz!

Here’s to your growth that never stops!

Cheers!
Team Numberz

Plays well with all

No matter the kind of business , over time you end up with multiple applications to manage your finances

Given numberz integrates with Tally and Excel sheets, you can ensure that all the manual work is removed. Not only are you benefiting by getting started quickly , but your accountant will be very happy that sending data and offline files becomes a thing of the past!

To sync your transactions to Tally, download the Chrome plugin
To upload your debtor list from Excel

Sending Invoice By Email

Option 1 

Step 1: After entering the customer name and line item in the Invoices form , click the Send button on the top right corner of the page.

Step 2: A new email window will open. The customers` email id will be pre-populated. If required, these fields can be edited.

Step 3: Click on the Send button in the top right corner.

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Option 2  

Step 1: After entering the customer name and line item in the Invoices form , click drop down button beside the Send button. There will be two options in the drop down list , Preview and Save & Close.

Step 2: Click on the Preview button and you will be navigated take you to the next page.
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Step 3: Find the Send button on the top right corner. Click on the Send mail and a new email window will be opened. Press the Send button and mail will be sent to the selected customer.

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Note:
If you click on Save & Close in the drop down it will navigate to the invoice page where you have the option of sending mail by clicking Follow Up option.Additional options include downloading PDF and Print . Move the cursor to the preview window and you will get a pop up with the three options in the top right corner.

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Invoice Basics: Don’t Miss These 10 Details

You’ve made the sale, delivered the product or service and now it’s time to get paid. While issuing your first invoice can be a real high, it is important that it has the relevant information that makes it easy to understand, has the right details for tax purposes and leaves no doubt in the mind of your customer on how to pay you.

Here are 10 quick checks that you must follow to cover all the details required for the preparation of an invoice:

1. Details of your business: You need to create invoices that include all the details of your business such as name, phone number and email address. This will make it much easier for your customers to raise questions and contact you when in doubt. It will also give the customer’s accounts team a clear way to process and file your payments.

2. Details of the Company being sent the invoice: To ensure that your customer’s company receives your invoice, you should include a contact name and the other details of the firm. This will help reduce any confusion when you are sending multiple invoices to different customers and call out your customer who will acknowledge payment. It will also simplify the process and let you know who to follow up with in case payments are delayed.Blog-Creative-2

3. An invoice reference / invoice number: Your business must create a unique reference number for every invoice. You will now be able to account for invoices that are created and dispatched. This will help you in reducing the error of duplication. Add a letter before the number invoice to distinguish your clients.

4. Date of transaction of the goods and services: The date of the transaction is essential for your business to know when you sold goods and services to your customers. This is most essential for VAT invoices and are known as Supply dates.For VAT invoices, ensure that include the VAT Registration Number; and either:

  • The VAT rate and final amount of VAT charged or
  • The VAT amount and VAT rate charged per product

5. Invoice date: This is the date that you enter when you create your invoice for the customer. The invoice date may not be the same date on which the transaction of the goods and services occurred. This is because this is the date on which the invoice is written and credited for goods and services.

6. Details of the products or services provided and their costs: You must add all the details in the description that you are invoicing. This can be done by listing each product and service, its break up and the final cost.You need to provide a clear description of what you’re invoicing for. This will be a line by line list of each product or services you’ve provided the customer, together with the cost of each. Your description is the heart of the invoice and it should be clear to allow your customer to make prompt payment.

7. Total amount of the invoice: You should ensure that the total cost of all products are products and services are covered and all discounts are mentioned as per the agreement. This is final amount that you enter and is payable by the customer.

8. Invoice Payment Terms: These are all terms and conditions that you consider when creating an invoice. These are the terms that are mutually agreed upon by your customer and your business.

9. Details of invoice payment details: You can make it easier for your customer to understand and make their payments by furnishing all the payment details. This should include account details that include bank name, account name, account number and sort code. For cheque payments, you only need to provide a payee name and address to which the cheque needs to be sent.

10. Customer’s purchase order number: Add this number to your invoice to easily identify your purchase order. This will help you track all purchases for future records and help you identify the particulars of the purchase with this number on the invoice.

These ten steps will ensure that you cover all the details that are required to be included in an invoice. By creating an invoice that is easy for a customer to understand and enquire, you will be able to process and receive payments quickly. Put these in place and then, when it comes to payments, you’ll be on the right track to have smooth regular payments from your clients and customers.

 

5 Things Business Owners Must Know About Cash Flows

At the helm of your business, there is no job that’s not your job. While your employed peers might enjoy more specialised roles, as the boss of your own business, you need to have an understanding of the basics that drive your business. You might have your own numbers guy or gal but to make money, you need to understand your finances and cash flows. “Why?” you ask, secretly hoping that you left the world of mind-boggling mathematics after your 10th grade Maths paper. Fear not! We’re here to tell you exactly that:   

1. It’s a good weather forecast: Your smartphone gives you all the information you need for the present and the future. From the weather to the traffic forecast, it gets you ready to face anything and also tide over any storm. Cash flow collects information from your sales people, credit workers, collections, service representatives and your finance department. By collecting this information you will know how much cash you can accumulate from payments, interest earnings, service fees and collection from bad debts and therefore know if tomorrow is going to be sunny or if you need to plan for a rainy day.

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2. Know Thy Expenses: More than knowing how much is in the bank, you as a business owner need to have a fairly accurate idea of how your business runs on a day to day basis. Your business should know what you spent on instead of only how much you spent. This can be done by simply creating a line projection of outlays. Here’s an example: Let’s say you collate all of the rent, inventory and office expenses in your cash flow tool or a spreadsheet and by doing so you can pinpoint what your projection of outlays would be for the following months.

3. What’s a Receivable?: There’s a lot of jargon when dealing with finances and receivables is a fairly simple one to decode. It’s the amount that your business will receive a.k.a what it is owed – remember all the invoicing you did?   Better receivables translate into better cash flows. Your business can do better if you improve the speed at which you turn your services and/or products into receivables. This way you can develop a good yield of cash for the company.

How can you do this? 

  • Offer discounts
  • Request customer deposits at the time of delivery
  • Provide ways in which quick payments can be made by the client – payment gateways
  • Insist on credit checks
  • Make credit available to the clients – if possible.
  • Sell old inventory and issue invoice promptly

4. Play Those Payables: As your business grows, so too must your sales. How do you do it? You must check daily expenses and the extent of how you can expand sales. Always inspect and examine ways in which you could be spending on the sales that you make and control them. In this case, your suppliers are your friends. So you should let them know your financial status and develop a trust and understanding with them. Analyse vendor costs for early payments based on change in the overall costs. Look for more flexible modes of payment to improve your cash flow.

5. Happy Investors Love Good Cash Flow: As a startup, keeping your investors happy is simple – have great financial prospects. If you have a favourable cash flow ratio then half your job is done. The better your cash flow, the happier the investor and the better your relationship.   A good cash flow tells your investor that your business and his money is set to grow.

The best way to understand your cash flow is by ensuring that your costs don’t keep creeping up over your cash in hand. Your operating costs is the amount you are willing to spend on your business on a daily basis. Don’t worry about having enough cash – a good cash flow ratio allows you to have the necessary funds to keep your investors happy and wanting for more!

What’s critical is to have the pulse of your business cash flows. Yes the balance sheets are important and critical. But cash flows are the daily lifeblood – that will ensure healthy business, happy employees and a happier you!

Don’t leave money on the table

Your business can do better if you get timely insights into your receivables and expenses. Better invoices and bills translate into better cash flows. The secure and read only online banking integration, helps you get this visibility by downloading your banking transactions in your numberz account and you can easily save hours spent on reconciliation. You can also add all your withdrawals as bills automatically.

Just enter your internet banking login credentials and you can get started in minutes. We use data security standards used by all top banks & financial institutions.

What’s new in numberz in June 2016 ?

While you are busy taking your business to newer heights, we were working hard to make sure that the ‘Money-in, Money-out’ platform you use, gets better and better!

So here’s what’s new in the latest release of numberz :

New Features :

Estimates :
Now this is a seriously large update! You can now create an estimate, preview, download it as a PDF and send it to their clients.  numberz supports its own default estimate template. But in case you have your own excel template (that you have come to love) that’s supported too. So now, create nifty, professional estimates on the fly and send them to the clients. And once approved, convert them into invoice(s)! Easy? We sure think it is!

Default Invoice Templates :
Again a big one! You can choose from 2 different (default) templates from settings. Template #1 is standard as the original that has all the typical fields you might need. Template #2 has more narration space (typical for more descriptive invoices) – without Price, Quantity, Unit etc.

Partial payments :
Your clients pay you in tranches (in most cases at least). And that’s what Numberz captures. Partial payments are now supported with élan! Users can capture (add/edit) multiple partial payments including advance payment with details such as Payment date, Payment mode, Memo etc. Use this feature to even follow up!

Krishi Kalyan Cess (KKC):
From June 1 on wards, KKC is supported! You would have received a separate notification on this from us. But if not, be rest assured that its taken care of. The service tax – across the work flow – is now 15% with the requisite breakup.

Improvements :

Invoice engine has been re-factored entirely to set it up for more add-on features going forward. Remember we like to keep you happy – and we are solving for it!