FAQ

For your convenience, our most common interior designer questions are answered right here.

*View commonly asked questions and answers about Ivy’s integration with Quickbooks Online

GETTING STARTED WITH IVY

Welcome to Ivy! Setting up your account is very simple.

Review the our tutorials or click a key topic below – you’ll be on your way to sending documents and getting paid in no time.

 

Which web browser do you recommend using with Ivy?

We highly recommend using Google Chrome browser with Ivy as it is the most supported and compatible browser. Ivy also works well on Mozilla Firefox, but we still recommend using Chrome if you can. We do not recommend you use Safari or Internet Explorer with Ivy as these browsers are not as compatible with Ivy.

 

How do I add my company information that will appear on my paperwork?

You can add your company information in your Account SettingsYour company logo will appear on the paperwork you send through as well.

 

How do I upload my company logo?

You can upload your company logo in your Account Settings.Your company logo will appear on the paperwork you send through as well.

Choose a JPEG from your computer and upload. If you need assistance in re-sizing your logo, email laura@ivymark.com and she will send you a re-formatted logo. 

 

How do I set up my Bank account?

You can add and verify your bank details in the Payments tab within your Account Settings.  Watch this video for a step-by-step tutorial.

*If your Account Type is a “Company”, be sure to add your exact Legal Entity Business Name in the Business Name field and your Business Tax ID in the EIN field.

 

How do I sync my Ivy account to my QuickBooks Online account?

How can sync to QuickBooks from your  Account Settings. Watch this video for a step-by-step tutorial.

 

MY ACCOUNT

I can’t login, what should I do?

If you are having issues logging in, be sure to check the following:

  • Double-check that you’re using the correct email and password you registered with
  • Forgot your password? Reset here
  • If you are still having issues logging in, email us at support@ivymark.com for further assistance

 

I forgot my password, what do I do?

No worries!  If you have forgotten your password, from the homepage, select the “login” button on the top right-hand corner of the site.  Select “forgot password” , enter your email address and select the Reset Password button. We will email you to reset your password.  

 

Didn’t get the email to reset your password? Double-check your Spam folder, sometimes these emails get sent to Spam!  If the email is not in your Spam folder, use the live chat feature in the bottom right corner of your account and we will assist you. 

 

How do I change my password?

You can change your password from your Account Settings and update your login information here.

 

How do I update my email address?

If you need to update your email address, email support@ivymark.com and we will personally assist you.

 

How do I edit my company information?

You can edit your company information in your Account Settings.

 

How do I delete my account?

If you want to delete your account, email support@ivymark.com and we will personally assist you.

 

 

BUSINESS ACCOUNT SETTINGS

What is QuickBooks?

QuickBooks is Intuit Inc’s set of software solutions designed to manage payroll, inventory, sales and other needs of a small business. The software’s features include marketing tools, merchant services, product and supplies, training solutions.

 

Why should I connect with QuickBooks?

If you already have a QuickBooks Online account, you can easily sync with QuickBooks so that all of the vendors, invoices and purchase orders you generate in Ivy will appear in your QuickBooks account as well. If you don’t have a QuickBooks account, that’s OK, our solution is simple and easy-to-use.

 

*It’s important to note that if you’re using QuickBooks Simple Start, everything from Ivy gets synced into your QB account except for the purchase orders you create. If you want your Ivy POs to sync into QuickBooks then you will need to use QuickBooks Plus, which is their most popular plan.

 

What version of QuickBooks Online should I have? 

Ivy syncs with all QuickBooks Online Plans. However, in order to be sure that proposals, invoices and purchase orders sync to your QuickBooks Online account, using QuickBooks Online Plus is best.

 

What if I have QuickBooks Desktop?

At this time, Ivy only syncs with QuickBooks Online. If you have QuickBooks Desktop, you can easily transfer to QuickBooks Online so that you can sync it with your Ivy Account. Here is the information you need to transfer to QuickBooks online.

 

What is Stripe Connect?

Stripe Connect is the payment solution we use as a platform to get our interior designers paid.  What does this mean for you?  Stripe Connect enables you to get paid through the Ivy system for your proposals and invoices.

 

Why should I verify my account with Stripe?

In order for you to be digitally paid for your proposals and invoices on Ivy, you need to verify your account with Stripe to ensure proper and secure payment. You can add your bank account details here: https://members.ivymark.com/designers/payments

 

 

 

PAYMENTS & BANKING

I want my client to pay via wire transfer or credit card, are there any fees? For credit card payments, there is a 3% processing fee. For wire transfer payments, there is a 1.2% processing fee. To offset the price, you can add an additional line item to a proposal or invoice as a processing fee so everything is transparent and documented to your client. Or, you can markup the price of a product a bit more to cover the cost of the fee.

 

Once a client pays me, how long does it take for the payment to reach my bank account?

A credit card payment should reach your account within 2-3 business days. A wire transfer can take up to 5-7 business days.

 

When it comes to a payment being transferred, all charges are processed on UTC Time[0], so the processed date may not be the same as the date on which a charge is made in your local timezone. Something else to consider is that banks may take 2-3 additional days to post funds, and on weekends or holidays they won’t be accepted by your bank until the next business day.

 

How do I request a payment via check?

If you know your clients wants to pay via check, send the invoice without the payment options checked.  This will allow them to review the document without any options to pay.

 

How do I record a historical payment or payments I have received via check or cash?

To record a payment, access the corresponding proposal/invoice. On the top right-hand side of the document, select the + Add New Payment button.

 

Input the amount, payment method, reference #, date, and the select the Create Payment button.

 

This payment will then be added to the proposal/invoice, and the amount received will be reflected, and the balance will change accordingly.

 

How can my client split a payment between two credit cards?

If a client wants to split a payment on two separate cards, this can be done with a deposit. Simply send your client a deposit request for 50% of the total. They’ll be able to pay the deposit on one credit card, and then you send the invoice to them after they pay the deposit and they can pay the remaining amount on the second credit card.

 

I don’t live in the US. Can I still receive payments online via Ivy?

At this time Ivy can only support USD, not any other currencies. You aren’t able to connect your bank account to your Ivy account to receive online payments unless it is a US bank account. This means you won’t be able to have your clients pay you online on Ivy.

 

How can I generate a report of a project’s activity?

From the Reports tab on the left side-bar, select a project and download a .xlsx file to review the invoice activity for the selected project.

 

 

CLIENTS

What are Clients?

Are you pitching a new project to a potential new client? Are you remodeling or designing a residential or commercial space? Your point of contact for these projects are considered to be your Clients. These Clients will live in the Clients tab of your account and you can assign Clients to specific projects.

 

How do I add a new Client?

Select the Clients tab on the left sidebar and then the Add New Client button.

 

How do I edit an existing Client?

Select the Clients tab on the left sidebar and then the edit tool next to the corresponding Client you’d like to edit.

 

How do I import my list of clients?

1. Download this excel file
2. Input your client data into the Ivy template (do not tamper with template)
3. Email your client list to support@ivymark.com

PROJECTS

What Are Projects?

Are you in the middle of remodeling someone’s home?  Are you about to start decorating your client’s new condo?  These are considered projects, which you can streamline and manage on Ivy.  All of the projects you create on Ivy will live in the Projects tab in your account.

 

How do I add a new project?

There are a couple of ways to add a new project.

  1. Select the Projects tab on the left sidebar and then My Projects to access your projects list. Select the Add New Project button.
  2. Select the Projects tab on the left-sidebar and then the + Add New text link

 

How do I edit an existing project?

There are a couple of ways to edit a project.

  1. Select the project from the left-sidebar and then select the “Edit Project” text link from the top of the page
  2. Select the Projects  tab on the left-side bar and then select the edit tool for the relevant project in the project list on the right-hand side of the list

 

What is a Project Code?

A project code is the unique 3-character code you can give your project for short.  The project code can help you easily identify your documents and events on your calendar.

 

What is the Default Tax Rate?

The default tax rate is the tax rate you set for each project.  The Ivy system automatically sets the default tax rate as 7.5%.  Tax rates vary by city, therefore, when creating your projects, be sure to match the tax rate required by the city accordingly for your sales and purchases.

 

How can I archive a project?

To archive a project, access the My Projects list from the left side-bar. Select the archive icon next to the project you want to archive.

 

How can I re-activate an archived project?

To re-activate an archived project, email support@ivymark.com and our team will assist you.

DASHBOARD

What is the Dashboard?

Your Dashboard is where you can review your total revenue from projects, hours billed, markup revenue, fee for hours billed, open transactions, and upcoming appointments across all of your projects.

 

 

 

PROJECT OVERVIEW

What is the Project Overview?

Each of your projects will have a unique Project Overview.  In your Project Overview, you will find your total project budget, sum totals of product invoices, service invoices, and purchase orders, your number of hours spent by category, upcoming appointments and events, and the general contact information for your client.

 

 

 

PROPOSALS / INVOICES

What is a Proposal and how do I create one?

A proposal is the document you send to the client which lists the estimated costs of purchases and services provided. From the Proposals/Invoices tab within a specific project, select the Create New button and then Proposal to create a proposal. You can save for later or send a proposal out for approval or payment by clicking the actions button and selecting the corresponding behavior.

 

What is an Invoice?

An invoice is the document you send to a client which lists the products purchased, expenses, services provided, and other items with a statement of the sum due for your work.From the Proposals/Invoices tab within a specific project, select the Create New button and then Invoice  to create a proposal. You can save for later or send an invoice out for payment by clicking the actions button and selecting the corresponding behavior.

 

I want to create an invoice for my hours, but I can’t do that in the “Proposals/Invoices” tab, where can I do this?

You can create an invoice for your hours via the Time Sheet tab from the left-sidebar. Add time entries and then generate an invoices from here.
See the “Time Billing” section below for more details and instructions..

 

How do I edit a proposal or invoice?

Select the “Proposals/Invoices” tab from the top navigation bar within a project. Select the edit icon next to the proposal or invoice you wish to change. Edit and save by clicking the “Save” button at the top of the page. Within the show view of an invoice, you can select the Actions button and then Edit to edit the project as well.

 

How do I send a proposal?

You can send a proposal by navigating to the Proposals/Invoices tab (in the top navigation bar within a project), and clicking on the proposal you wish to send. Once the proposal appears, you will see a button at the top that says “Send Proposal”. You will have the option to send the Proposal for approval or payment. Click the option you want to proceed with to send the proposal directly from the Ivy system. The window that appears will allow you to customize the subject like, message and the “send-to” email address.

 

Alternatively, you can download a PDF version of the proposal in question by selecting “Actions”, then “PDF Version” at the top of the proposal display page. This is useful if you’d like to provide your client with a hard copy of the document to review or get paid in person.

 

How do I convert a proposal into an invoice? 

 

If a client has approved a proposal, or you want to add this information into an invoice, you can convert this proposal into an invoice in two ways:

  1. Within the Proposal tab, next to the corresponding Proposal, select “Start Invoice” from the actions icon
  2. Within a Proposal, select “Start Invoice” from the top right header

*Please note that one you convert a proposal into an invoice, you will no longer be able to send this proposal for approval or payment to your client. You can send the file to your client, however, you will no longer be able to receive approval or payment on it – it will be view only.

 

How do I send an invoice?

You can send an invoice by navigating to the Proposals/Invoices tab (in the top navigation bar within a project), and clicking on the invoice you wish to send. Once the document appears, you will see a button at the top that says “Send Invoice for Payment”. Click on this button to send the document directly from the Ivy system. The window that appears will allow you to customize the subject like, message and the “send-to” email address.

 

Alternatively, you can download a PDF version of the invoice in question by selecting “Actions”, then “PDF Version” at the top of the invoice display page. This is useful if you’d like to provide your client with a hard copy of the document and get paid in person.

 

How do I receive a payment for an invoice through Ivy?

Ivy makes getting paid a piece of cake! There are two ways to get paid:

  1. Manually:  If you get paid in person with cash or check, you can update this information in your relevant invoice in its Ivy Project, and it will sync with all of your balances in your project overview.
  2. Digitally via Ivy:  Simply send your client an invoice (as instructed above), and they will be able to click the “Pay Now” button at the bottom of the invoice when they view it in their browser. This will open up a secure payment window where the client can enter his/her credit card information and the payment is processed through Stripe’s secure server. As long as you have verified your bank account with Stripe (see “What is Stripe Connect” in Account FAQs above), you will receive the payment in your bank account.

PURCHASE ORDERS

What are Purchase Orders?

A Purchase Order (PO) is the document you will issue to a vendor, indicating types, quantities, and agreed prices for products or services.

 

How do I create a Purchase Order?

Navigate to the Purchase Orders tab in the top navigation bar within a project. Click the “Create Purchase Order” button. Complete the fields and save by clicking the “Save Purchase Order” button at the top. When you are selecting the vendor who will receive this purchase order, you will be able to either choose from a drop-down list of vendors you have already added to your Vendors List, or add a new vendor by clicking on the “+” button and entering the vendor details in the form that pops out from the right side of the screen.
You can also create purchase orders from an invoice or proposal by clicking the “Actions” button at the top of the invoice or proposal in question, and then selecting “Create Purchase Order(s)” from the drop-down menu. If you have products from more than one vendor listed in the proposal or invoice, our system will automatically split up the items into individual purchase orders per vendor.

 

How do I edit a Purchase Order?

From the Purchase Orders tab within a project, select the edit icon next to the purchase order you would like to edit. The Edit Purchase Order page will open. Here you can make any changes you wish, and then save by clicking the “Save Purchase Order” button at the top.

 

How do I add shipping or tax to a purchase order?

You can add shipping and tax as individual line items on the purchase order. Soon you will be able to add shipping and tax per line item as you are able to on a proposal or invoice.

 

How do I send a Purchase Order?

From the Purchase Orders tab within a project, select the edit icon next to the purchase order you would like to send. The Edit Purchase Order page will open. Here you can click the “Save Purchase Order” button, which will take you to the page where you can review the purchase order. Click the “Send via Email” button at the top. This will open up a window where you can customize the subject, message and ‘send-to’ email address. Click “Send”.

 

How do I save a PDF of a Purchase Order?

The easiest way to save a PDF of a Purchase Order is to navigate to the Purchase Orders tab within a project, and select the PDF icon that appears next to the Purchase Order you wish to download.
Alternatively, you can save a PDF version of your Purchase Order right after you create one and are reviewing the Purchase Order. At the top of this review page you will see a link that says “PDF Version”. Click on the link to download this Purchase Order as a PDF.

 

 

 

TIME SHEET

What is the Time Sheet?

Your Time Sheet is where you can track the hours you spend working on a project, and later bill for those hours. The time you track will use the services and corresponding rates you set up in your Rates tab. For example, if you spent 2 hours on February 26th scouting for materials for a particular project, you could select your “Scouting” service, add a description of the work you did during those hours, and then insert the number of hours you allotted for this task (2). The rate you assigned your “Scouting” service will be automatically applied to this time entry and multiplied by the amount of time you set. Once you have added all of your time entries and are ready to invoice for your time, you can easily create an invoice directly from your Time Sheet.

 

How do I create a time entry?

There are two ways to do this:

  1. While logged in to the Ivy system:  Select the Time Sheet tab from the left-sidebar. Click the “Create Entry” button to open the “Add Entry” window. Select your service from your list of “Services”, or add a new one by simply clicking on the “+” button and filling out the sidebar form. Add a short description of the task so that the client will know what this time was spent working on. Insert the amount of time you spent on this task (0:30 and 0.5 formats both represent a half hour of work). Complete the rest of the form and click “Create Entry”.
  2. While you’re on the go:  If you want to add time entries while you’re out in the field, you can use our magical Ivy Robot, which will update your time billing in the Ivy system for you within 24 hours!! Simply send an email to time@ivymark.com including these details:
  • Add the name of your project to the subject line of the email
  • Include the date you completed the task, as well as a short description of the task, the rate and the amount of time you spent on this task.
  • Send the email and watch your time billing update magically in the Ivy system within 24 hours!
  • *You can include multiple time entries in one email as long as they are for the same project.

 

How do I edit a time entry?

From the Time Sheet tab from the left-sidebar, select the delete icon for the relevant time entry within your list of time entries.  Add a new time entry using the instructions above.

 

How do I delete a time entry?

From the Time Sheet tab from the left-sidebar, select the delete icon for the relevant time entry within your  list of time entries. Confirm you wish to delete the entry by clicking “OK” in the confirmation window.

 

How do I create an invoice for my time?

From your Time Sheet, select the project you want to create an invoice for form the drop-down menu, check all off the time entries you want to bill and then select the Generate Invoice button. The system will create an invoice with all of your itemized time entries listed on the invoice. Save to view as a PDF or send to your client for payment.

 

Will my non-billable hours still show up on an invoice?

Your non-billable hours will appear on an invoice only if you check them off in the list of time entries to include in an invoice. If you have non-billable hours and choose to include them in an invoice, the rate will simply show as “0.0”.

 

 

 

CALENDAR

What is the Calendar?

Your calendar is where you manage your busy life!  You can display all projects, or individual projects at a time. You can sort your calendar view by day, week ,or month, whichever view is easier for your to work with.  Add your appointments with Clients, coffee breaks with friends, manicures, and all other meetings you have scheduled, keeping you a busy bee!  Remember to set yourself reminders so you’re not late!  15 minutes early is the new on-time in this business.

 

What do the different colors of events represent?

  • The green events are ETAs for products you have purchased. This helps you keep track of your furniture shipment schedules.
  • The orange events are reminders that certain payments are due for proposals or invoices.
  • The blue events are the other appointments you add to your calendar manually.

 

How do I add an event?

There are 2 ways to add an event to your calendar:

  1. Select the Calendar tab on the left-sidebar, which will automatically display all projects. Select a project and then a day with your cursor to add the details for your event.  Select the Save Event button to add the event to your calendar.
  2. Select the Calendar tab in the top navigation bar within a specific project. Select a day with your cursor to add the details for your event.  Select the Save Event button to add the event to your calendar.

 

How do I edit an event?

Need to push back a meeting a few hours?  No problem.  Select the Calendar tab on the left side-bar.  Find the event you need to edit, and select it.  Make your edits and save changes. You can also drag and drop events from one day to another as well.

 

How do I delete an event?

Need to cancel a meeting?  No problem.  Select the Calendar tab on the left-sidebar.  Find the event you need to edit, and select it. Select the “delete appointment” button to swipe from your calendar.

 

 

 

VENDORS

What are Vendors?

Vendors are the people, stores and distributors you purchase items from such as furniture, paints, lighting, etc. for a project.  Create your go-to-vendor list so you can add products and build purchase orders and invoices.

 

How do I add a new Vendor?

Select the Vendors tab from the left-sidebar. Select the “Add Vendor” button.  Complete the fields in the form and select the “Create Vendor” button to save.

 

How do I edit a Vendor?

From the Vendors tab, select the edit tool for the relevant vendor within your vendor list.  Edit and save details.

 

How do I import my list of Vendors?

1. Download this excel file
2. Input your vendor data into the Ivy template (do not tamper with template)
3. Email your vendor list to support@ivymark.com

 

PRODUCTS

What are products?

You can store all the materials you use in your projects in your Products bank so that you can easily refer back to them and use them again for future projects. Simply add products via the “Products” tab and you’ll be able to easily add them to Purchase Orders and Invoices.

 

How do I add a new product?

Select the Products tab from the left side-bar.  From your Products page, select the “Add Product” button.  Complete the fields in the form and select the “Create Product” button to save

 

How do I edit a product?

From the Products tab, select the edit tool for the relevant Product within your Products list.  Edit and save details by clicking the “Update Product” button.

 

What’s the difference between a client-facing description and a vendor-facing description? 

When you create a product for your Products tab, you have the option to create a unique description for the client, and a unique description for the vendor. Why? Clients don’t need all the nitty gritty details, and your vendors do! This way, when you add this product to a document, the system will know which description to use based on the document you are creating and sending.

Therefore, if you add a product to a proposal or invoice, the client-facing description of the product will appear. And if you add the product to a purchase order, the vendor-facing description will appear.

 

RATES

What are Rates?

Your rates are the services and corresponding rates you provide to your clients which you bill, and don’t bill for.  Examples of services and rates include designing, scouting, administrative tasks, expediting, travel, etc. You can designate each service a different rate, and bill your clients accordingly.

 

How do I set up a new Rate?

From the Team/Rates tab in your Account Settings and select the “+set up a new rate” text link to add a new service and corresponding rate. Complete the fields in the form and select the “Create Rate” button to save

 

How do I edit a Rate?

From the Rates tab in your Account Settings, select the edit tool for the relevant rates within your Rates list.  Edit and save details.

 

How do I add a team member?

From the Rates tab in your Account Settings, select the “Add Team Member” on the top right-hand side of the screen. Input their details, select their account permissions and save.

The Admin is the manager of the team account and has universal access to all team members’ permissions. The Admin can invite other team members to the team.

 

 



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