The order we suggest to the owner of a new studio. Admins can do almost all of it; only the owner manages the plan. Most steps start in Company settings, in the studio menu at the top of the sidebar. On Home, the card Get your studio set up ticks the main steps as they're done.
1. Your studio's details
Open Company settings › General. Changes save on their own.
- Brand: your logo and the studio name. Next to Studio colour, click Edit; From your logo suggests colours taken from it. They appear on invoices, proposals and the portal.
- Company details: click Edit and fill in the Tax ID, the Address (printed on invoices), the Reporting currency, the Country of operation and the Timezone, used for reminders and due dates. In Brazil, your Pix key goes here too, under Pix on invoices.
- Invoices: the numbering (Prefix, Next number, Digits) and the Default proposal terms every new proposal starts with.
2. Your team
Open Team, click Invite member, type the name and e-mail, choose the role and click Send invite. For a freelancer, tick the projects they can see. Do it before the first project, so you can add them to it. See Invite your team and choose roles.
3. Money
- To charge by Pix, boleto and card, connect your own Asaas account in Company settings › Integrations › Asaas. See Pix, boleto and card with Asaas.
- Without Asaas, the key in Pix on invoices puts a Pix QR code on every invoice in reais. See Invoices and payments received.
- Once Asaas is connected, Company settings › Service invoice appears, for the NFS-e. See Service invoice (NFS-e).
- The owner chooses the plan in Company settings › Plan and billing, before the 14-day trial ends. See Plan and billing.
4. The studio's e-mail
In Company settings › E-mail, set the From name and the Reply-to address, so replies reach your inbox. There you also switch on the payment reminders, the Digest emails and E-mail clients when something needs them. To send from your own domain, use Custom sending domain. See Studio e-mail.
5. The client portal
To let clients ask for meetings in your free times, open Company settings › Scheduling › Meetings with clients. The portal itself is turned on for each client, in the client's Portal tab, where you can also set an access code. See The client portal.
6. Templates
- Projects: on Projects, Manage templates. Or open a project you like and choose ⋯ › Save as template. See Projects, phases and templates.
- Contracts: Company settings › Contracts has model contracts to adapt. Under The studio's signature, Sign once and every contract goes out already signed by the studio. See Contracts with e-signature.
- Prices: Company settings › Services and prices keeps the services you sell often, to add to proposals and invoices. See Proposals.
- Questionnaires: Company settings › Forms has a brand questionnaire and briefs. Click Use this model and adjust it. See Questionnaires and the brief.
7. Calendars
Each person connects their own Google or Outlook calendar in User settings › Preferences › Calendars › Connect. Ask your team to do the same. See Calendar, Google and Outlook.
8. First client, proposal and project
- On Clients, click Add client. If your clients are in a spreadsheet, use Import from a spreadsheet on the Home card. See Bring your data in from a spreadsheet.
- On Proposals, click Add proposal. When the client accepts, the project and the first invoice are created. See Proposals.
- For work without a proposal, on Projects, click Add project and pick a template.