How to use what’s new

1. Getting into your dashboard New

1. On any page of www.randkdesigns.com, tap the small dot at the top left, or Admin at the very bottom of the page.
2. Sign in with your dashboard password.

Along the top of your dashboard: New invoice Quote builder Refresh Settings Help Sign out. Quote builder and Help are new. Help opens this page in a new tab, so it’s always one tap away.

2. The quote builder New

Price any order in a minute, then send it as a link, an email or a PDF. Tap Quote builder at the top of your dashboard.

1. Customer: their name, business or team if there is one, email, and phone.
2. Items: add as many lines as you need:
   • + R&K item for your own hats, shirts and tumblers. They price themselves from your price sheet, bulk prices included. Add 2XL and 3XL counts, extra print spots or 3D puff where they apply.
   • + Special order for another brand’s blank (Carhartt, YETI, Richardson and so on). Pick the category and the brand and model, or type them. Type your supplier’s blank cost, pick the decoration, and its price fills in from your settings.
   • + Other for anything else: engraving on an item they bring, Money Run tack, a repair. Type what it is and the price.
3. Delivery and extras: pickup in Eckert or shipping, plus embroidery digitizing, rush, the special-order fee, how many days the quote is good for, and a note that prints on the quote.
4. The finished quote shows as you type (next to the form on a computer, below it on a phone), with the total and, for special orders, what’s due up front.

Pickup quotes add Eckert’s 6.5% sales tax by themselves. Shipped quotes say tax is added for the delivery address, and it is, when you invoice (section 8).

3. Sending a quote

Under the quote:

• Copy link to send copies a short link like www.randkdesigns.com/q/Ab3xK9pQ. Paste it into a text, Messenger or an email. It opens the quote, ready to print.
• Email with Gmail opens a new Gmail email from rkdesigns324@gmail.com, already addressed to the customer, with the quote and its link in it. Read it over and press Send.
• Other mail app does the same in your phone’s own mail app.
• Print or save as PDF prints just the quote, or saves it as a PDF to attach anywhere.
• Start a new quote clears the builder. The quote you sent still opens from its link.

4. When a customer says yes

When they open your quote link, they see a clean R&K quote with your terms, and a form to Send it to Kelsey. When they send it:

1. You get the usual quote email and phone alert, and it shows in your Quotes tab as “Special order quote Q-… (verified)”.
2. (verified) means the prices are exactly the ones you sent. (not verified) means the link wasn’t made while you were signed in, or someone changed it: check the prices before you invoice.
3. Open it to see their note, every line and total, and the quote’s link at the bottom. Tap the link and the quote opens in a new tab, just as they saw it. A long link shows as Open the quote.
4. Tap Create invoice on it. On a special order you pick what to invoice:
   • Up front: the blanks and the special-order fee, due before you order the blanks.
   • Balance: everything else, for when the order is done.
   • Whole quote: every line on the quote, on one invoice.
   The invoice fills itself in: the lines and prices from the quote, their name, email and phone, and pickup or shipping. For shipping, type their address. Check it over, then tap Save and send invoice. A quote with nothing due up front goes straight to the whole quote.
5. The quote shows “Due up front” and the “Balance” each as an amount + tax, and each invoice adds the sales tax for its part. The two together come to the quote’s total, give or take a cent.
6. Order the blanks only once the up-front invoice is paid.
7. Send the proof as usual. The balance is a second invoice, paid before pickup or shipping. Once the up-front invoice is saved, the request’s card opens that order instead, so make the balance from Quotes I’ve sent (section 5): Create invoice on that quote, then pick Balance.
8. A quote that isn’t in Quotes I’ve sent (one you made signed out): tap New invoice and add what’s left before tax, which is the quote’s subtotal minus the up-front amount. Don’t type the quote’s “Balance”: on a pickup it already has the tax in it, and the invoice adds the tax for you.

Customers can also skip the quote and just call or text you. Nothing about that changes.

5. Quotes you’ve sent New

Every quote you copy or email from the quote builder while you’re signed in is kept for you, newest first. To see them, open the Quotes tab and tap Quotes I’ve sent at the top. Back takes you back to your quote requests.

Each one shows the quote number, the customer, the total, the date, and Sent back once the customer has sent that one back to you. If you changed a quote and sent it again, the earlier copy says Older version: invoice the newest one.

Under each:

• Open opens the quote in a new tab, just as the customer sees it.
• Copy link copies its short link, ready to text or email again.
• Create invoice makes an invoice from it with the same choices as section 4 (up front, balance or the whole quote). Their name, email and phone come from the quote.

Use it when a customer says yes by text or phone instead of sending the quote back.

6. Your prices in the builder

The special-order fee ($15) and the decoration prices ($22 leather patch, $20 embroidery, $20 DTF print) in the builder are my examples, not your prices. Set yours once:

1. In the builder, open Your settings (saved on this device).
2. Type your special-order fee, how many days a quote is good for (14 to start), and your decoration price for each kind of decoration on another brand’s blank.
3. Tap Save settings. Every new quote starts from them. Back to the examples undoes it.

Settings are saved on each phone or computer separately, so do it once on each one you quote from. Until you save, the builder marks those prices as examples. Engraving prices come from your own price sheet.

7. The Special Orders page Preview

www.randkdesigns.com/special-orders is the page for customers: the brands you can decorate, how ordering works, the care notes for each brand and the terms. It has its own request form, and requests land in your Quotes tab like any other.

It’s live but hidden for now: not in your menu and not on Google. Only people with the link can see it. Once you’ve given me your prices and you’re happy with the page and the terms, I add it to your menu.

8. Sales tax, now automatic New

• Pickup in Eckert: 6.5%, added by itself, as before.
• Shipped anywhere in Colorado: taxed at the rate where it’s delivered. Stripe works it out for card orders, and now for Venmo and “call me to arrange” orders too. The order’s total already includes it, so that’s the amount to request.
• Invoices you ship: leave Sales tax blank and Stripe works it out when you save. Type an amount only if you want to use your own.
• Shipped out of state: no tax.
• When you tap Mark paid, the sale is recorded in Stripe, so your Colorado tax report in Stripe has every order, not just card orders. The order’s notes say so.

If something needs you

• If Stripe can’t read an address (no ZIP code, say), the order tells you. Look up the rate at colorado.ttr.services, the state’s own lookup, and add it to the payment.
• An older shipped order still waiting for its tax has a Work out tax with Stripe button.
• If you refund an order whose tax was recorded, reverse it in Stripe too (Tax, then Transactions). The order’s note reminds you.

Filing your sales tax

• Your Colorado report is in Stripe: open the Stripe Dashboard, tap Tax, then Reports.
• File and pay it on the schedule on your Colorado sales tax licence.
• Some cities collect their own sales tax, apart from the state: Grand Junction, Montrose and the City of Delta among them. Ask your accountant whether you need to file with any of them.

9. Spam

Your contact and quote forms now filter spam and have a quiet “are you a person” check. Spam never reaches your email or your phone alerts, and nothing is deleted.

• In Messages and Quotes, a Spam button shows how many were caught. Peek at it once a week.
• If a real customer landed there, tap Not spam and it moves back into your list.
• Never reply to or click links in “Google Search Index” or SEO messages. They’re scams.

10. Your business email

kelsey@randkdesigns.com and orders@randkdesigns.com both arrive in your Gmail (rkdesigns324@gmail.com). Put either one on business cards, your website or Facebook, but never in anything for Etsy (Etsy doesn’t allow outside contact details). You keep answering from Gmail, the same as now.