Process servers are switching to ServeManager on a daily basis to run their business because of the product’s ease of use, and the efficiencies that it provides. ServeManager customers are now seeing even greater gains in time-savings through a partnership with Zapier.
Zapier is a tool that allows users to connect apps they use every day to automate tasks and save time. By automating ServeManager tasks through “Zaps”, users can integrate with hundreds of programs, including Clio, MailChimp, Google Calendar, and Quickbooks Online.
Automations and integrations that used to require custom development, lot’s of time, money and resources can now be set up in minutes by registering for Zapier, then connecting your ServeManager account.
Connecting your ServeManager account to Zapier, essentially allows you to build features specific to your unique business workflow.
Take some time to review our Zapier documentation, or feel free to start exploring the ServeManger Zap templates on Zapier.com.
Through Zapier, ServeManager supports a number integrations with 3rd pary applications that create efficient workflows through task automation. If you find yourself scanning documents frequently and needing to attach those docs to the right job quickly, you might want to explore setting up an automation (also called a Zap) with popular cloud-storage apps like Google Drive or Dropbox.
Once you have your Zap set up, all you have to do is make sure your files are named properly and then placed into a specific folder in your Dropbox or Drive account. File names should begin with the job number. So, if you have a pdf of a hand-written field sheet you want to upload to "Job #012345" you'd name the scanned file something like 012345-filedsheet.pdf, then drag it to the folder you've chosen to sync with ServeManager. Every 15 minutes, the Zap will run, looking for new documents in that folder (e.g., “/uploads” or “/servemanager”) and attach those documents to the proper job in ServeManager.
There’s nothing else you need to do from there. You can clear those scans off your desktop or move them to an archive folder after they’ve been uploaded. Below is an example of what the above document will look like inside your ServeManager job.
To get your Google Drive to ServeManager automation set up using Zapier, use the steps below as a guide. If you’re using Dropbox, Box or OneDrive you should still be able to follow similar steps, which we can help you with if you get stuck.
You’ll need a paid Zapier account since this is a multi-step Zap.
You will also need a ServeManager API key. To get that from us, please contact us to request one. That will then be accessible from your “Settings” page in ServeManager.
Follow these steps to create your Drive to ServeManager Zap.
1. Click “Make new Zap”
2. Search for Google Drive and select it as your trigger app
3. Select “New File in Folder” as the Google Drive Trigger
4. Connect and Select your Google Drive account
5. In the “Edit Options” section, choose the folder that your scans or pdfs will be placed in.
6. Test this step. BUT FIRST, place a file in the trigger folder that has the job number in the file name.
e.g., 012345-fieldsheet.pdf
7. Next, you’ll want to start the “Action” step. Search for and select “Formatter” by Zapier.
8. Choose “Text” in the subsequent step.
9. In the “Edit Template” step, select “Extract Number” in the Transform dropdown, and search for “Title” of the file in Drive under the Input field.
10. Test this step, to make sure that the job number is being extracted from the file name.
11. Create a new "Action Step" and select ServeManager.
12. In the following step, scroll down to “Search”, and choose “Find Job”
13. Make sure that your ServeManager account is selected. If you haven’t connected your ServeManager account yet, you’ll need to do that. (Contact us for your API key, if you haven’t done so at this point.)
14. In the “Edit Options” step, you’ll want to search for the “Output” from the Zapier formatter step and ensure that is in the “Job Number” field.
15. Make sure job status is set to “All”.
16. Test the “Find Job” step.
17. The final action is what actually gets the file to upload to the job. Select ServeManager as your action app once again, then select the “Upload File” option as your action.
18. Your ServeManager account should be selected by default.
19. In the “Edit Template” step, you’ll want to use the below image as your guide.
20. Test the final step and your Zap should be ready to go!
As a reminder, we recommend that you drag the scanned file to your trigger folder after it’s already been scanned and named appropriately. Again, the best naming convention will be to have the job number at the beginning of the file name (e.g., 012345-fieldsheet.pdf).
Using Dropbox instead of Google Drive, you’ll want to follow the same steps as above, obviously selecting Dropbox in the initial step, then in the final step, in the ServeManager file upload action, use the screen grab below as your guide.
One cool feature that Dropbox offers is scanning from your mobile device, so you can easily get these uploaded to the job from the field.
Having problems? Give us a call or shoot us an email.
We've wrapped up our latest Pro Series Webinar. This one was about some of our newest and most powerful Accounting functions. If you weren't able to attend, don't worry, you can read more about the Pro Series here and watch the video below.
To add Taxes to your Invoices, first enable the feature by clicking My Account and then the Settings tab. Under the Invoicing section there is a checkbox to Enable Taxes on Products and Line Items. Check this and scroll to the bottom to Save your Settings changes.
You can now add taxes to your Saved Products. To do this click My Account and Settings again. Find Invoicing and click Manage next to Products. Now when you add a new Product or Edit an existing one you have access to a new Tax Rate field.
If you add a tax rate here it will be present on invoices you use this product on that are created after this point. Prior invoices will not be retroactively adjusted. In addition, future Exports of your Accouting info will include sections for these taxes.
Recently we began saving your Statements so that you could both email them to your client and apply payments to them in the program. Now, if you have connected your ServeManager account with Stripe your clients can pay an entire Statement with a single action.
Simply sign up for Stripe in ServeManager and create Statements like normal. When you email them to your client they will have an option to Pay with Credit Card just like they do for Invoices. You'll receive an email from Stripe letting you know about the payment and all of the invoices will be marked as paid. Collecting payment from your clients has never been easier with these options.
You can apply payment to invoices from within a Saved Statement. Pull up any Saved Statement and you can click Apply Payment to mark any unpaid balance on invoices as paid within the Statement at once. This works similarly to the Mass Action available on each Company's Invoices tab.
Use the form on this page to send your colleague a ServeManager referral email. This email will contain a link that is unique to you that will allow us to track whom you've referred, and if they sign-up for ServeManager.
For each paid subscriber you refer, you'll earn a $25 credit applied toward your account. In addition, because you referred them, your friend will get a $25 credit too.
Thank you for choosing and referring ServeManager!
Please fill out the form below and submit to refer your colleague. You'll need to complete this form for each referral.
When creating Statements we recently gave you the option to email them directly to your contacts. You can now access these Statements later.
To view your saved Statements click Accounting on the left and then the Statements tab. In this screen you can Print, Email, or Delete your Statements. Only Statements created recently will be available, but going forward all generated Statements will be saved.
You will now manage your Invoice Products from the Settings screen. Previously this menu existed in its own space in the Accounting screen. In order to create a more consistent experience we have moved this management menu to Settings where other management options can be found. To access this click My Account and then the Settings tab. Scroll down to the Invoicing section and click Manage next to Products.
From here you can create new Products by clicking New Product in the top right, or manage existing products by clicking on the Product itself. You can change details for the product, whether or not it will be a default product going forward, or delete the product by editing it.
You can also set some invoicing defaults by company. For more info on your company specific options please see this post: https://www.servemanager.com/blog/2216/set-company-invoice-terms-and-products
The goal of the ServeManager Directory has always been to have current users find other current users to serve process in areas outside of their normal service area. A way to help you find a server already trained in the tools you use and easily facilitate job sharing.
The ServeManager Directory now searches by location in a more true sense of the word. Once you enter your service address, city and state, or ZIP the program will determine where on a map that location falls. The search will then find any ServeManager companies within a radius around the search point. This means if you search for Denver, CO and there were no matches, you'd automatically also see any matches from adjacent areas such as Greenwood Village, Aurora, Colorado Springs, and so forth up to the maximum radius.
To search for other current ServeManager users click Companies on the left and then the ServeManager Directory tab. From here you can search by address. This list is opt in so the only users that will be found are users that have chosen to join the list. To enable this for your own account click My Account and then Settings. At the bottom is an option to "Show my company in the ServeManager Directory." Once you do this and save your changes your company will become a possible hit in the ServeManger Directory. Only subscribed users can access and be part of the ServeManager Directory.
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