Printing Your Tax ID Number

Because StudioCloud is an internationally used program we have tried to make sure that we are meeting our customers' needs around the world. Many countries require that the printed invoice include the business's tax identification number and, as such, we have now made it possible to include your business's tax id on your invoices in the Basic and Professional Suite as well.

To setup your tax id login to your StudioCloud account and go to Point of Sale. Click on the Settings tab and look in the section labeled "Tax Options". On the bottom left of that section you can save what you want to be printed on the invoice and select whether or not you want it included on your invoices. For example, if you are in Canada you might enter something like "GST #" and then your number or if you are in England it might be something like "VAT #" and your number.

If the "Show Tax ID on Invoice" checkbox is selected then this number will be included on all invoices just below your Studio's information.

StudioCloud, It's just that Easy

Complete Your Invoices

Last nights update included a new feature that will allow you to more efficiently view and sort your invoices. Once an invoice has been fulfilled you simply click the checkbox on that row to mark it complete. By default only invoices that have not been marked complete are visible. So once you mark an invoice complete it will no longer be visible in the Point of Sale section. However, if you need to find that invoice you can click the checkbox on the bottom left of the Invoices tab to "Show Completed Invoices".


This feature should make it much easier to work with your most current invoices.


StudioCloud, It's Just That Easy!

Quickly Switch Taxes

A while back we upgraded the invoicing system to include multiple additive taxes. We received lots of great feedback and realized that there was one more thing missing for many studios, the ability to quickly switch between different taxes. Last nights update added in what we are calling "Tax Profiles". Tax profiles allow you to create different profiles for your different tax situations. For example, you may have profiles for "Local Tax", "Out of State Tax", or "International Tax". Then once you are creating or editing an invoice you can quickly populate the the necessary taxes using a drop-down box. We believe that this will help you become even more efficient.


To begin using tax profiles, go to the Point of Sale section of the Basic/Professional Suite and select the tab labeled "Settings". Your current tax settings will remain your "Default Tax Profile". Then in the table next to the tax options you can setup as many tax profiles as you will need.


In case you are wondering, the Workflow Pipelines that used to be on the "Settings" tab has moved to the tab labeled "Workflow".


StudioCloud, It's Just That Easy!

Embedded Workflow

Last nights update made some important changes to the Basic and Professional Suites. One of those changes is the inclusion of workflow functionality. As you all know, by default a workflow order is made whenever you create an invoice. This allows you to keep track of where the order is in your studio's processes. Until now you have had to track the workflow processes in the Workflow Manager. However, with last nights update you can now update and view the status of your orders in the Basic and Professional Suite.

To view/update the workflow order in the Basic/Professional Suite you go to the Point of Sale section of the Basic/Professional Suite and click on the Workflow Manager icon. A sample of the Workflow Manager is provided below.

Reminders and Taxes

There have been several new features added in recent updates to StudioCloud products. Two of those updates are for appointment reminders and invoice taxes.

As you all know you can have StudioCloud send out automatic email messages to your customers to remind them of upcoming appointments. You can now have StudioCloud send your studio a summary of all the reminders that were sent out each day. If you go into the Calendar section of the Basic or Professional Suite there is a tab labeled "Calendar Settings". On that tab is a checkbox that reads "Send a summary of email reminders to my studio email address" If you click that checkbox and then click the button that reads "Update Calendar Settings" you have enabled this feature. This means that every day any appointment reminders are sent to your customers, you will receive an email with a summary of the customers that were contacted that night.

Another of the latest features is a change to invoice taxes. There are some states and many countries around the world that have complicated tax systems. As such, StudioCloud has given you the ability to define three different taxes and customize the name and percentage rate for each. These three taxes are additive, meaning that each one is added to each invoice. If you only use one tax then there aren’t any changes that you need to make. You can continue using StudioCloud products the way you have in the past. However, if you have a more complex tax system, then StudioCloud’s advanced taxes are for you.

Another change related to the invoice tax system is the "Tax Status" of products and services. You can now classify each product and service as either "Tax Exempt" or "Standard". Standard is just a way of saying that the product or service should be taxed normally. If you specify an item as Tax Exempt then each time it is added to an invoice its amount will not be included when calculating the taxes.

On the Settings tab in the Point of Sale section for the Basic/Professional suites you can update your invoice tax settings. If you click the checkbox that is labeled "Enable Tax Status Option" then you can change the "Tax Status" of a product or service in an invoice as you are creating or editing. One of the most important features related to "Tax Status" is reporting. A new report has been added that prints out all of the products and services that you have sold that have been categorized as "Tax Exempt".

One thing to note about "Tax Status" is that there is a third category called "Zero Tax". For all intents and purposes, this is the same as "Tax Exempt"; however, some places do have two different classifications. If you are not familiar with "Zero Tax" then you probably do not need to worry about it.

Discounts and Shipping & Handling

Due to popular demand you can now enter your discounts in the Basic Suite as either a percentage or a dollar amount. Hopefully this saves some of you from time consuming calculations:)

By default the Basic Suite will charge sales tax on your shipping and handling. For those of you who do not require this you can now choose not to charge it by changing it in your Basic Suite settings.

We hope that you all have a wonderful holiday!!