You can “build” your products in the Collabox in addition to indicating a price and a description.

As a result, you will save a lot of time for the creation of your service offers and for invoicing.

You can determine the budget items of your products for your accounting (customers will not see them anywhere).

Additionally you can leave a note, this time for clients, to clarify inclusions and exclusions.

When you invoice a product, this information is automatically reflected on the invoice, saving you time and energy.

Labels with barcode and QR code

By Accounting, Products

Do you need to label your products with a barcode or a QR code? You can now create the labels from Collabox!

Do you want to keep a tight inventory of your products that is professionally invoiced? We have the solution!

With the new software function, choose barcode or QR codes with complete file or with inventory to create your labels. The principle of these labels is to generate a code which gives direct access to one of your products in Collabox, when you scan it with your phone. You will gain in speed and efficiency.

Create the labels

To create labels, click on the module Accounting .

Menu at the top of the page

Then select Products .

Left menu, under the module Accounting

Check the boxes corresponding to the products for which you want labels, then click Bar code . A subsection will open with the different label settings.

Page Products List

All you have to do is change the settings that interest you, then click on To print ! A PDF page will open with your labels, which you can print later. The sections Start column and Row start allow you to specify precisely where you want to print on the sheet. The box Full page repeat the code (s) on an entire page.

Sub-section Bar code of the page Products List

How to use labels with Collabox
Important: You must install an application on your smartphone (or tablet) that can read barcodes and QR codes if you do not have a scanner capable of reading these different types of codes. This is a prerequisite to be able to use the labels with Collabox.
To read a label, be sure to perform the following two steps in order:

  1. Log into your Collabox account on your smartphone, tablet or computer to which a scanner is connected. This step is essential for you to have access to product information, since we have developed a security system that prevents unauthorized persons from gaining access to it.
  2. Use your app to scan the label you want to read, or your scanner. Your product information page will open.

The different types of code
Barcode takes a little more work than QR codes to access a product sheet. Indeed, you must configure your phone so that the detailed sheet of the scanned product opens.

Sample barcode for the product Corn

Here is what page we arrive on after scanning the barcode as an example (with a well-configured phone):

Page Updating a product
Product: Corn

Configure your phone on Android

1. Install the application Barcode Scanner on your phone from your Play Store.

Barcode Scanner app in the Play Store

2. Open the application, then click on the three small dots at the top of the screen to open the settings. Select “Settings”.

Application menu

3. In “Settings”, select “Custom search URL”. This setting allows you to choose which website you will be directed to when scanning a barcode

App settings

4. Write the following link in the URL field: . The ” %s ” symbols in the URL will be replaced with the value of the barcode you are scanning.

Collabox internet address (URL) to be entered in the application

5. Scan a barcode using the application, then click on “Custom search” at the bottom right of the screen. The application will direct you to the file for your product registered in Collabox.

Scan of the barcode of a product registered in Collabox

Your application is ready to be used with Collabox barcodes!

Configure your phone in iOS

1. Install the application QR Reader for iPhone on your phone from your Apple Store

Application QR Reader for iPhone in the Apple Store

2. In the settings ( settings ) of the application, click on Send barcode to web server.

App settings QR Reader for iPhone

3. Activate the parameter making sure that the control button is Activate be green. Then, enter the following URL address in the field Website URL :[code] .

Server configuration ( Server Setup )

4. Return to the application to scan a barcode.

QR code complete sheet
QR code complete sheet gives you access to the detailed sheet of the scanned product, without you having to configure anything. You will always know what is in the boxes!

QR code example complete sheet for the product Corn

The page you land on when scanning this code is exactly the same as if you use the barcode for the same product:

Page Updating a product
Product: Corn

QR code inventory
QR code inventory drops you directly to the scanned product’s inventory page. No configuration required for this type of code either. You can therefore adjust the inventory of a product in less than two seconds. This is ideal for salespeople on the road or last minute orders.

QR code example inventory for the product Corn

Here’s what page we land on while scanning this sample code:

Page Inventory variation
Product: Corn

Inventory management by warehouse

By Products and inventory

There is an advanced configuration in Collabox for the inventory functionality that allows each employee to participate in inventory management. Indeed, they can now manage the inputs and outputs of products.

An interesting aspect of this new configuration is the inventory management by “multiple warehouses”. You can define different warehouses which can also be a storage room, a truck in which installation material is kept, and even a vending machine. Any place that “keeps stock” can be considered and managed as a warehouse.

Inventory management is linked to several other functionalities so that you can better track entries and exits, and that you are notified in the event of foreseeable stockouts. .

It all starts with the list of warehouses, which you will find in the module Accounting . This list allows you to register all your warehouses, see the stock level at a glance and choose a default warehouse.

Page List of warehouses

Then, in your product sheets, always in the module Accounting , you will see a section appear with your warehouses. You will be able to enter the inventory there, as well as the minimum and maximum of this product that you must find in each of the warehouses.

Page Updating a product

This information will appear in the product list in abbreviated form. There you will see a list of your products with the quantity in inventory and the minimum required for all warehouses added together. The quantities are displayed in blue when there are more products than the minimum required, and in red when there are not enough.

Page Products List

As soon as the system detects that you no longer have the minimum quantity needed or that you exceed the maximum in your warehouse, it sends you an alert if you have activated it. It can be found in your preferences, under the tab Advanced preferences.

Page My preferences , tab Advanced Preferences

Once these configurations are complete, you can manage the release of your products by directly indicating the quantities withdrawn or added to the warehouse or by invoicing your customers.
When you create an invoice, you must fill in the field Qty Exp, corresponding to the quantity shipped of product, i.e. the quantity invoiced to the customer. For example, if we write “5” in this field, Collabox will automatically register an output of 5 items of this product and the inventory will adjust itself.

Page Updating an invoice

We’ve also adapted an inventory adjustment page for mobile viewing, to help your on-the-go employees never lose account. When you go to a product sheet, you will find at the top of the page the link Inventory variation . It will take you to a small inventory adjustment sheet for that product.

Page Inventory variation on mobile device

In order to monitor the different movements in the inventory over a determined period of time, you can consult the report Product history in the module Reports. You will even see there by which employee the entries and exits were made.

Report Product history

Interested in this new way of managing inventory? Contact us to use it in your Collabox.

Product presentation

By Accounting, Digital transformation, Products and inventory

When we sell objects, tangible goods, from a bottle of beer to a bicycle, the notion of “product” is familiar to us. Selling products has many advantages: you can easily attach an idea of price, you can easily estimate the value, you know what is included and what is not. It’s easy to explain what is included in the price paid.

With a little creativity, we can take advantage of many of these marketing advantages, even if we are selling services and our delivery is less tangible. A good starting point is to “build” our products in the Collabox. We will put:

  • a price and a description, and we will save a lot of time for the creation of our service offers and for invoicing.

In our software, you can determine the budget items of your products for your accounting (customers will not see them anywhere) and leave a note, this time for customers, in order to clarify the inclusions and exclusions, between other. When you invoice a product, this information is automatically reflected on the invoice, saving you time and energy.

Go to the products section to see this.

Click on the icon Accounting of the horizontal menu.

Collabox horizontal menu

Open the page Products using the vertical menu.

Collabox vertical menu

Then click on Add a product , at the top of the page.

Page Products List

Section 1 that you see in the image below is for notes only.

Section 2 includes all budget items. If the product is not billable by the hour, do not enter anything in the column Billable hours ! The amount must be reported in the column Amount on the far right.

Section 3 is used to determine the elements that will appear on the invoice. The budget items will not be displayed on this one since you probably want to present the rates differently for your client. Note that the total amount of the invoice must correspond to the total amount calculated according to the budget items. Otherwise, your accounts would no longer balance.

Page Updating a product

By filling in these fields, the formatting of the invoice is automated. When you add an invoice for this product, you will get a finished document that looks like this:

Sample invoice

With that, we wish you happy sales!