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First steps

Set up KLARA order management

Chapter 1 Set up order management
  
Chapter 1

Set up order management

Time required: Approximately 60 minutes.

The effort is worth it: Thanks to KLARA, you will save a lot of time in the future. 

Let's go!

Note: 
If you have already completed one of the following steps, simply skip it.

Please have the following information ready:

  • VAT details (you can enquire with the trustee or the Federal Tax Office) 
  • Contact information of your customers and partners
  • From the previous customer management solution.
  • Definition of standard articles incl. name, article number, price, VAT rate, etc.
  • Information from your previous offers and invoices.
  • Layout of your documentation
  • Former templates for comparison

1. Value added tax information

The VAT details are stored under "Company - VAT". To ensure that you create your invoices in accordance with the law, you must specify in KLARA whether you are liable for VAT or not. If you also use KLARA Accounting, your sales are automatically transferred correctly to the VAT statement.

Required information: VAT numbers, billing method (effective or net tax rate), billing type (collected or agreed).

Good to know

If you do not know these details, you can request them from your trustee or the Federal Tax Administration. Please make sure that your VAT details are entered correctly. You are obliged to show your customers the correct VAT on the invoice.

2. Bank data

Your bank details must be provided so that your company account is printed on invoices and payment slips. This way, your customers know where to make the transfer. You can enter the data under "Company - Bank details".

Required information: IBAN number

Good to know

There are three different ways to use accounts in KLARA.

  1. Bank account for wage payments: If you use KLARA Wages, wages are paid directly via this account.
  2. Bank account for receivables: If you use KLARA order management, this account will be printed on your invoice and payment slips.
  3. Bank account for liabilities: If you are using KLARA Accounting, this account is suggested as the default proposal when posting vouchers.

3. Customers and partners

Import your customers and partners: your invoices, quotes and other documents are correctly addressed. Receive statistics on the status of offers, invoices and processes - for every contact. 

Required information: Customer contact information.

Good to know.

    1. You don't have to import all your customers immediately. You can do this in KLARA  at any time - for example when you are in the process of writing a quotation or invoice.
    2. Download the myKLARA app from the App Store or Google Play. This gives you access to your customers' data at any time, even via smartphone.

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4. Articles

Entering items is necessary to define prices, VAT and other information relating to your products and services. And the best thing about it: you save valuable time, as order management and KLARA accounting automatically exchange all relevant information with each other. Here you can find our guide for the basic settings of your articles: Set up articles 

Complete details of your articles including name, article number, price, VAT rate, etc.

Good to know 

If you are not working with KLARA Accounting, you can do without the articles. However, you will lose all the time saved by using KLARA Order Management and KLARA Accounting together.

5. Layout

Personalise the layout, texts and numbering of your quotations, invoices, order confirmations and delivery notes - for a consistent corporate image.

Required information: Former templates for comparison.

 

Good to know 

You are not forced to customise the layout. Instead, you can use the standard layout that KLARA makes available to you. Would you like support? You can book our "Layout customisation" offer and we will take care of the customisation!

   
Chapter 2

Work order management

1. Create order

You manage all the documentation with your orders. This includes quotations, order confirmations, delivery notes and invoices. It is not necessary to create an order first. As soon as a document is entered, an order is automatically created.

2. Write documents

Enter your document. You can start where it is relevant to your sales process, e.g. with a quotation or directly with the invoice. 

Good to know

Edit your document, e.g. the quotation, and convert it directly into an order confirmation or turn the order confirmation into an invoice. If necessary, you can

3. Send documents

With KLARA you have various options for sending your documents

  1. e-mail
  2. Print paper document
  3. "KLARA Print and Send": With Print and Send, you can send your documents to Swiss Post at the touch of a button. They then land directly in your customers' letterboxes.
  4. Smart dispatch (eBill and eLetter). 

2.  Revenue planning and opportunities 

Visually track the status of your offers and bring order to the sales process.

Do you need support

Our KLARA coach is there for you! As a professional in his field, he will help and support you. Be it with the set-up, other questions or uncertainties! 

Book a coach now

ePost Service Ltd

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Schlössli Schönegg
Wilhelmshöhe 1
CH – 6003 Lucerne
info@klara.ch

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