Step by step
- Sign in for the first time: the Welcome to SubClik screen opens. Press Let's start.
- Company details: your trading and legal name, address, phone, email and VAT. Tick the confirmation box and press Confirm and continue.
- Invoices & getting paid: invoice numbering (carry on from your old system with Next number), payment terms, VAT rate and bank details. Confirm.
- Charges, SLA & working hours: your standard call-out, labour, travel and mileage rates, the default response time and your working days and hours. Confirm.
- Emails to your customers: where replies go, an office copy and which automatic emails to send. Confirm. The portal is now open.
- Optional steps follow: logo, engineers & vans, customers & machines, price list, Xero or QuickBooks, Direct Debit & card payments, printer monitoring, calendar & alerts, two-step sign-in. On each press Done, next step, Do this later or We don't need this.
Why the required steps come first
Invoices cannot be issued without your legal name and address (and VAT number if you are VAT registered). Without standard rates, labour and travel would be charged at £0, and without a response time new jobs would have no SLA deadline. The wizard makes sure none of this is missed.
Every required step has a confirmation box: you confirm the details are correct because they are printed on documents your customers receive.
The reminder bar
After the portal opens, a bar at the top says Setup: N steps left (with the next step) while any optional step is still waiting or set to Do this later. Press Continue to go straight to the next one.
Steps marked We don't need this no longer count. When every step is done or not needed, the bar disappears for good.
The wizard never opens by itself again once the required steps are confirmed. You can always reopen it from Administration › Setup guide and change any step.
Steps that tick themselves
Most optional steps notice when the work is done anywhere in SubClik: an engineer invited on the Team page, Xero connected on Integrations, a printer agent paired, and so on. You do not have to come back to the wizard to tick them.
Tips
- Have your bank details, VAT number and your last invoice number to hand before you start.
- Moving from another system? Set Next number to one more than your last invoice so the numbering carries on without a gap.
- Only owners and admins see the wizard. Dispatchers and engineers can sign in as normal.
Questions
Can I change something after I have confirmed it?
Yes. Everything in the wizard is also in Settings and Integrations, and you can reopen any step from Administration › Setup guide.
I closed the browser half way through. Do I start again?
No. Everything you confirmed is saved. At your next sign-in the wizard opens at the first step that is still open.
Is anything sent to my customers while I set up?
No. Nothing is emailed to customers during setup. Automatic customer emails stay off until you tick them.
Why can't I see the optional steps yet?
They open as soon as the four required steps are confirmed.
We are not VAT registered. What do I enter?
Leave VAT registered unticked and the VAT number empty. Invoices will then show no VAT.
We only take Direct Debit or card payments. Do I need bank details?
No. Tick We do not take bank transfers in the invoices step. Invoices will then show no bank details.
Works together with
- Change your company detailsYour trading and legal name, company number, VAT number, address, phone, email and website, printed on job sheets and invoices. Also your currency, distance unit and time zone.
- Invoice settings: numbering, terms, VAT, bank details and footerHow your invoices and quotes are numbered, when invoices are due, the default VAT rate, the bank details printed for transfers and the footer text.
- Standard rates and SLAYour standard call-out, labour, travel and mileage charges, how labour is rounded, delivery access charges, the cost limit, the callback window, and the response time (SLA) with your working hours.
- Documents & emails: replies, office copy and footerWhere customer replies go, which address gets a copy of every job sheet, the footer of every email, and which automatic emails SubClik sends.
- Invite someone to the teamGive an engineer, dispatcher, admin, owner or customer a login: they get an email with a link to set a password.
- Integrations: connect your other systemsConnect your own Xero or QuickBooks, collect money with your own GoCardless or Stripe, put jobs in your calendar, send alerts to Slack, Teams, Google Chat, Zapier or Make, and let your own software read data with API keys.
- Finding your way aroundSubClik has three parts: the office portal for your office team, the engineer app on engineers' phones, and the customer portal for your customers. This is what is where.