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Copying text from one source (such as Word) into Contractor Foreman is a huge time saver.  Visually, most everything looks correct.  But in the code, Word brings over a lot of nasty code that has a tendency to break things.  That is true for many systems (not just Contractor Foreman).  So how do you correctly bring over text from Word into Contractor Foreman without retyping it?

  1. Copy the text in Word
  2. Go to https://html5-editor.net/
  3. Paste the copied text into the right side
  4. Click the Clean button
  5. Optional: You can format the text here as desired
  6. Copy the HTML (left side)
  7. Paste it into the HTML preview in Contractor Foreman.  Click the </> icon to go to HTML view (this makes the text background black instead of white)
  8. Click </> to move back to review mode
  9. Make necessary formatting changes

Online text editors do not have the same powerful features that you find in applications like Word.  Cleaning the text will increase the chance of the output looking as intended and reduce the chance of you or your client having a problem opening the document.

If you need more assistance, email support@contractorforeman.com

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Contractor Foreman is excited to partner with WePay for online payment processing.  Before getting started, please read through the full page below.  Save it if needed.  If your question isn’t covered in the items listed below, let us know and we will be glad to help.

 

Getting Started

The first thing you need to do is complete the WePay application.  To do this, log into your Contractor Foreman account and click on Menu > Settings > Integration > WePay > Activate.  At that point you will see the rates and fees and be asked to provide basic business details.

Be sure to complete all fields in the application to speed up the WePay review process.  If you do not have a website, add the URL of your Facebook Page, Yelp, Houzz, LinkedIn or some other online profile associated with your company.

Once submitted, you’ll receive an email from WePay requesting some final details.  If you do not receive the email, check your junk folder and use the Resend Email option (where the Activate button was previously).  If you still do not receive an email, this means that you already have an account with WePay and can login at wepay.com

 

FAQ’s (General Questions)

Which countries do you serve?
WePay with Contractor Foreman is currently available in the US (Credit Cards & ACH) and Canada (Credit Cards) only.  We will expand to other countries in the near future.

Which payment methods are allowed?
Your customers will be able to pay using any major credit cards as well as their bank account using an ACH transfer.

Can I use a mobile card reader?
At the moment, mobile card readers are not available but they will be soon.  If you are able to process at least 25 mobile payments per month from a single device and want early access, please contact support.

I use QuickBooks, will the payment transfer?
Yes.  Payments made through the WePay integration will be recorded within Contractor Foreman and they will then be transferred to QuickBooks and the invoice balance will be updated.

 

FAQ’s (Account Creation & Verification)

What are the rates & fees?
You can find the current rates and fees by logging into your Contractor Foreman account and going to the Menu > Settings > Integration > WePay Setting Details.

What is the review process?
During the application process you’ll be required to submit personal and business details to ensure that you are eligible to receive online payments on behalf of your company.  The review process can take 1-3 days.  In the event that more information is needed, an email will be sent from WePay requesting more details.

I did not receive an email after signup.
If you already have a WePay account with the same email address, the normal notification email from WePay will not be sent.  Instead, go to wepay.com and log into your account (or use forgot password). You’ll then see a prompt to complete the account details.

Do I need to enter a website?
If you do not have a website, add the URL of your Facebook, Yelp, Houzz, LinkedIn or some other online profile associated with your company.

How do I verify my bank account (if asked)?
WePay will make micro-deposits (just a few cents each) to your account.  You will be sent an email asking to confirm the amount of each deposit.  If you do not have an email, please provide support with the two amounts and we can get the details to WePay.

 

 

FAQ’s (After Account Verification)

How can I track my payments and disputes?
All details about your account, received payments, disputed payments, and other details are available by logging into your account at http://wepay.com

Are there any online payment limits or deposits?
There is not a limit on the payments you can receive but there is a limit on weekly deposits.  Your new WePay account will come with a $10,000 weekly deposit limit.  Payments that are received over that limit will be processed the following week.  If you are already using WePay and you are already receiving more than $10,000/week and need to inquire about increasing your limit, contact support.

Can the rates be reduced if we process a lot of volume?
If you process more than $50,000/week in online payments, contact support so that we can talk to WePay about your options.

How long does it take to get my money?
As with any new relationship, trust needs to be built.  The first few payments you receive will all be manually reviewed to make sure there isn’t any fraudulent activity taking place.  After that, most payments will be automatically approved and deposited within 1-3 days.  The payout timeframe is also based on the Deposits timeframe that you selected (daily, weekly, monthly).  You can review and configure that in the Settings portion of your WePay account.

Can support authorize my payment?
Although we can help you get answers to your questions, we are unable to approve your profile or verify payments.

Can my client make partial payments?
Yes, your client can make partial payments.  This is helpful for larger transactions that may not fit on one credit card.

Will I be notified of an online payment?
Yes, after a payment has been made, you will receive a notification.  It will take 1-3 days to verify and depending on your selected Payout period (in WePay settings), you’ll then see the deposit to your account.

Will my client be sent a receipt?
Yes, once your client has posted a payment, a copy of the Invoice with the payment history will be sent to your client.  This is the same PDF that you can send from your Contractor Foreman account.

How do I change my bank account?
You can do this by logging into wepay.com and clicking on Settings > Bank Account.

How do I change how often my deposits are made?
You can do this by logging into wepay.com and clicking on Settings > Transfer Period.

 

 

1) How to Accept Online Payments

At this point you should have completed the application and been Approved by WePay.  Now, we will show you how to start accepting online payments.  You have a couple different options for accepting online payments.  

Project Level Approval
Within the Project Details, you have the ability to allow online payments for any invoice associated with the project.

Invoice Level Approval
Within ‘Invoice > Settings’, you have three options for accepting online payments:
Yes (All Invoices) = Online payments will be enabled for all invoices.
Yes (Ask me per Invoice) = A checkbox will be shown allowing you to toggle online payments on/off per invoice.
No = Paying online isn’t available (useful if the feature needs to be temporarily disabled).

 

2) Configuring the Invoice Template

Once integrated with WePay, you’ll have a new element (enabled by default) within your template.  Enabling this element will show a Pay Online option.  Here, you can show Pay Online as a text string only or also include the accepted cards logo.  (Due to requirements, the card logo cannot be revised.)  When your customer clicks on the text or logo, they will then be taken to an online version of the invoice.  NOTE: If you are using a custom theme, you will not see this new element.  You will need to create a new new custom invoice template using the stock template.

 

3) How to Send an Invoice for Payment

At this point you are Approved with WePay and your account is Activated.  You’ve also enabled Online Payments on your Invoices and you’ve made sure the Pay Online element is enabled on your Invoice template.  Now it’s time to send an invoice and request payment.  The great thing about the integration is that you do not have to change what you have been doing.  You can continue to send the PDF and your customer can use the Pay Online text within the PDF.  You can also view the Invoice and click the Share icon to generate a link that can be shared with your client through email or elsewhere.  This is also a great way for you to get a good feel of exactly what it is your client will see.

 

4) Posting a Payment

You’ve now sent your customer a PDF of the Invoice or you’ve copied the Share Link and sent it to them.  Your client is not ready to pay their invoice.  Clients using the Client Portal will have the ability to pay their invoices online.  Once the link has been clicked, your client will see an online version of the Invoice.  From there, they can click on “Pay with Bank Account” to transfer money using the ACH option or clicking the button again allows them to pay by credit card.  They can also submit partial payments.  Once a payment has been posted, the page will refresh and show the recorded payment within the Payment History and the payment form will be updated to show the current balance.

 

5) Payment Verification

At this point, you can log into your WePay.com account to view your payment details.  You can view your received payments, deposits, and more.  To change the bank account where you receive deposits or to change how often your funds are deposited, click on Settings.

 

Is there something we failed to cover?  If so, let us know by emailing support@contractorforeman.com

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Roles provide a great way for you to restrict what someone can see and edit within their account.  Unlike Assigned Project and Default Project, this applies to the individual module.  It’s a great way to ensure that someone isn’t viewing data they should not have access to or showing too many menu options that may confuse certain employees.

The Roles can be configured and created within Menu > Company Settings > Roles.

 

You have three options:

  1. Edit an existing Role that we provide.
  2. Create a new Role from scratch.
  3. Copy an existing Role so that minor tweaks can be made to the copied Role.

 

We have a great video here regarding Roles: https://vimeo.com/326601718

 

Once you are creating or editing a Role, you will see a list at the top right that indicates what each option provides one selected.  As an example… if you do not want your User (who may be a laborer) to see or have anything to do with Invoices, set their role to No Access.  Also, if you have an employee who is only using the Time Card feature, setting the other modules to No Access hides them from the menu so that the User doesn’t act confused by the many options on the menu.  If you want them to be able to only see their Time Cards, set it to “Full Access – Own Data”.  Whereas with a supervisor, you may want to set theirs to “Full Access – All Data” so that they can see the cards created for everyone.  Or, if you want them to see the data but not be able to make changes to it, you can set it to “Read Only”.

 

  • No Access (User does not see any data including the Menu/field item.)
  • Full Access – All Data (User can see and edit all records created by them and other Users.)
  • Full Access – Own Data (User can see and edit all records created only by them.)
  • Read Only (User can see all records created by them and others but cannot edit records.)

 

Once you have revised/created the Roles, be sure to apply the correct Users to the Roles.  You can do this within the Menu > Directory > Select Record > Role.  If the user is already logged in, they will need to logout and sign in again for the changes to take effect.

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Assigned Projects and Default Projects are great tools that help you limit the amount of data you and your employees see by only showing you the data that you need/want to see.

NOTE: You should NOT Assign a project or Default Project to you or anyone else who should see ANY data that pertains to other records or if you are frequently moving from one project to another.

Default Project

The Default Project is (shown below) is set in the menu bar.  Once set, you are telling the system to only show you data that pertains to that project.  If you are working the same project for a long period of time, this is a great way to ensure that you are only seeing data for that project. 

To assign a Default Project, click on the down arrow and select a project from the list.
To remove the Default Project selection, click on the down arrow and select the currently selected project to unselect it.

 

Assigned Project(s)

An Assigned Project is a project that your user should be able to see within their account.  Often times projects are assigned to supervisors and this allows you to ensure that your supervisor only sees the data that pertains to those projects.  It also helps ensure that your sub-contractors only see data for projects they are part of.  As an Admin, you should not assign yourself to a project.  Too often this is done and then an item such as an Estimate is created and saved and then it appears to vanish.  This happens because the Estimate is part of a project that you are not allowed to see/access.  The data is there, but your current settings do not allow you to see it.

To add an Assigned Project, go to the Menu > Directory > Users record.  Click Edit and then click on Assigned Projects.  Click on the project(s) that you want the user to see within Contractor Foreman.  Then Save.
To remove an Assigned Project selection, go back to the users Directory record and edit it.  Click the Assigned Projects button and then click the projects to unselect them.

NOTE: If you want to see ALL projects, do not select any project in the list.

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Roles & Security Settings

Contractor Foreman has Role settings to help with security and organization. Roles are typically set for a group or type of employee. As an example, Administrator, Laborer, Estimator, or Project Manager. Contractor Foreman comes with preset/default roles but you can also set your own custom roles. Roles are located toward bottom of menu under Settings.

To Modify an Existing Role

Go to main menu, towards the bottom click on settings then Roles. Here you will see a list of existing roles. On the Role you want to modify click the green pencil icon at end of that row. This brings you to the edit screen. In the top section you can rename the role, set the status and add notes. In the bottom section you can modify what features (all menu items are listed) that Role has access to. There are three choices, No Access, Full Access and Read Only.

No Access: The user will not be able to view that feature or see the menu item.

Full Access: The user will have all rights to view and modify the Feature or record.

Read Only Access: The user will be able to see the record or feature but will not be able to modify it.

To modify the selected role simple click on one of the three columns for each feature that you wish to set the permissions to.

When complete click the submit button at bottom of screen to save your changes.

Tips and suggestions for Roles:

Review a few of the preset roles Contractor Foreman comes pre-set with to get a feel for how they are set up. Try using a few of those to get going before setting your own.

As an example for Estimators. To keep things easier for them, simply turn off the items they do not need to use such as Daily Logs, User and App settings, Punchlists etc.

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User Settings:

This is your personal account information.  Your name cannot be edited from this screen.  Instead, the account Admin must do so from the Directory > Employee screen.

App Settings:

Tax Rates: Add your local state and any other tax you need to account for here. You can have as many tax rates as you need. Tax Rates are an optional section

Message Introduction: Here you can set default messages to go on your Estimates and Invoices. These appear in the body of the emails when using Send PDF function in Contractor Foreman. We have set these default messages to help you get started quicker and you can change these at any time.

Terms and Conditions: These appear at the bottom of each Estimate and Invoice PDF created in Contractor Foreman. We have set these default messages to help you get started quicker and you can change these at any time.

General Settings: Use these setting to designate your Currency, Date and Number format.

GPS Radio Button: Use this option to turn on GPS tracking for employee time cards. This does not constantly track using GPS. It only logs locations when clicking start and stop on a Timecard. This prevents battery drain.

Safety Topic Language: Use this to select either English or Spanish languages for the Safety Topics we provide.

Safety Topic Categories: Here you can use the drop down to select the topics that are most pertinent to your firm. Placing a check in the check box makes that category available.

You can also use the Show me all topics slider to have access to all topics regardless of trade. Example: “if the slider is off. you will only see the topics assigned to the trade you select.  If the slider is on, you will see every topic (even those that are not assigned to a trade).  This is so you would have access to topics such as Africanized Honey Bee’s.

 

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