SOE Resource Centre

SOE stands for Standard Operating Environment. In essence, it simplifies your quote-to-pay process. This means more efficient quote management, quicker payments, and smoother job installations.

This solution is ideal for single store operations that utilise Xero and MYOB for their accounting needs.

• Attend the information webinar: Join our informative session to learn all about SOE.  
• Follow-up from Spenda: After the webinar, our team will reach out to you. 
• Demo account setup: We’ll provide you with a demo account to explore in a test environment. 
• Training plan development: We’ll create a tailored training plan to ensure your store is up and running smoothly. 

Bank account details are set up during account setup. 

If the details need to be updated, only a Primary or Administrator user can make changes by: 

1. Going to Settings (top right of the Spenda home screen). 
2. Clicking ‘Business Details’. 
3. Updating the bank details under ‘These details will be added to the Accounts Receivable invoice’. 

On your Spenda Home Page, click onto the ‘Settings Sliders’ icon on the top-right of the page , and select Manage Users.

To change a user, simply click on an existing user and edit. Keep in mind that you’ll need to have higher access rights than the account you’re editing.

For example: A Primary user can edit Admin users and below, but a Standard user cannot edit Primary and Admin users.

Primary user:  

• Only one Primary user per account 
• Same permissions as an Admin user 
• Can prepare and make payments in Accounts Payable 
• Can prepare and make payments to Carpet Court 
• Can change business details on the account 

Recommended for: higher management and business owners 

Admin User 

• Full access to the system, including all Primary user rights 
• Can prepare and make payments in accounts payable 
• Can prepare and make payments to Carpet Court 
• Can change business details on the account 

 
Recommended for: users managing accounts and financials 

Standard User 

• Prepare batches in Accounts Payable and make payments to Carpet Court 
• Cannot make payments or change business details 
• Suitable for specific tasks without full access 

 
Recommended for:  staff needing limited permissions 

Technician/Installer User 

• No access to financial, customer, or business details 
• Can use Spenda Jobs App for upcoming jobs and job history 
• Cannot access sensitive information 

Recommended for: subcontractors or installation personnel needing job-specific access 

To enable a non-technician to be on the service calendar and have access to the Spenda Jobs App, go to the manage users settings on the top right of the spenda screen.

Next, select the user you’d like to add and toggle the ‘User Visibility in the Service Management Booking Diary” toggle. This will now show that person in the Service Management module

Open the Quote Management module, on the right of the screen and press the ‘Create quote’ button.

Open the Quote Management module from the Spenda Web home screen, press ‘settings’, then set a default validity period for quotes.

Once you are inside the Quote Management module, press ‘Settings’, then set a default minimum deposit for quotes.

Within the Quote Management module, the ‘Expired/Rejected’ tab displays your history of expired and rejected quotes. Clicking onto the quote will show details regarding the Quote Package.

Before a quote has been approved, expired, or rejected, you can click into the quote in the ‘Draft’ or ‘Sent’ tabs and use the ‘Duplicate Package’ option at the bottom-right to duplicate the quote.

Within the Quote Management module, go to ‘Settings’ > ‘Customisation’. There you’ll be able to upload your updated terms and conditions as the default file attached to your quotes.

When viewing or creating a quote package, click onto the ‘edit’ icon next to the customer’s name on the top-right. A tab will appear under ‘Location Details’.

Next, click onto ‘Add New Address’ to enter a new default billing or shipping address.

Internal notes can be added specifically for team members and/or on-site technicians and are not visible to the external customers.

External notes are specifically for the customer and can be visible to them as an attachment to the quote.

‘Duplicate Package’ allows for you to duplicate a quote for the purpose of sending multiple quotes to the same customer and can be edited individually.

A quote variant is an additional quote you can create in the same quote package to account for alternative options for the customer. 

To create a quote variant: 

1. Go to Quote Management > Create a Quote (or click on an existing quote in draft). 
2. On the right-hand side under Variants, click onto the ‘+’ icon    to add a quote variant. This will add an empty quote to your quote package. 

Up to five quote variants can be created in a quote package. You can also ‘Duplicate Package’ on the bottom-left to add more quote variants. 

Note: Creating more than a single quote package will send emails/texts to the customer for each one. 

When viewing or creating a quote package, click onto the paperclip icon to drop or upload any files or documents to the quote.

When viewing or creating a quote package, you can click onto the fields of a line, allowing you to edit the code, product, and quantity. ‘Add New Line’ will add an additional line item.

Clicking ‘Continue’ shows you a preview of the customer’s quote, and a toggle to ‘Hide Quantity’ is available on the right of the preview.

When viewing or creating a quote package, a quote total section is visible on the bottom right where you can enter in a percentage (%) or dollar ($) amount for a discount.

After creating a quote, you’ll see a screen where you can prepare an email to send to the customer. This email will include a PDF copy of the quote and a link for the customer to view and pay.

To resend a quote: 

• Go to the Quote Management module from the Spenda home screen.
• Select the quote package you want to resend.
• In the bottom left corner, click ‘Resend Quote’.
• You can update the email wording and add or remove recipients before sending.

You can easily duplicate a previously created quote and use it as a template for new customers. To do this:

• Go to the Quote Management module.
• Select the quote you want to use as a template. 
• In the bottom left corner, click ‘Duplicate Quote Package’.

This will create a new quote based on the original, allowing you to modify it for any customer quickly and efficiently.

Yes, you can set different price levels or special pricing for customers when creating a quote.

During the quote creation process, you can apply customer-specific pricing, ensuring the quote reflects any agreed-upon discounts or special rates.

These price adjustments can be configured in the system based on customer profiles or specific agreements.

In the Quote Management module, select the quote in question and click on ‘Linked Transactions’. This will show a timeline history of changes made to the quote, including edits, approvals, and any updates throughout the process.

After the customer accepts a quote:

1. Go to the Quote Management module and select the Approved Quotes tab, or search for the customer’s job.
2. On the bottom right, select ‘Action Quote’ and then ‘Create Service Job’.
3. This will bring you to the Service Management module, where you can organise and schedule the installation or service job.

In the Service Management module, go to the job details and select the technicians you want to assign to the job from the Technicians dropdown menu. This allows you to allocate the appropriate personnel, such as technicians, installers, or subcontractors, to the job.

1. Go to the Service Management module on the Spenda home screen.
2. Select ‘Create Booking’.
3. Search for an existing customer or create a new customer.
4.  Once the customer is created, fill in the service job details.
5.  After the measurer has gone on site, go to the service job, select ‘Action Job’, and then ‘Generate Quote’.
6.  This will bring you to Quote Management, where you can create a new quote package.

To set or update appointment times:

1. Go to the Service Management module and open the relevant service job.
2. In the job details, find the Appointment Time section.
3. Select or update the desired date and time for the service or installation appointment.
4. Save the changes, and the updated appointment time will be reflected in the system.

1. Open Service Management and select the job you want to update. This will bring up the Job Details for that job.
2. Click the ‘Action Job’ button on the bottom right of the screen and select ‘Reschedule Job’.
   • To reschedule the job without notifying the customer or installer, click on the ‘Book Calendar’ button. After selecting the new time and date, press ‘Save and Close’.
   • To notify the customer and installer, press the ‘Confirm & Notify Customer’ button after selecting the new time and date.

This will update the schedule and notify the relevant parties of the new appointment.

In the Quote Management module:

1. Select the job in question.
2. On the top right, click ‘Linked Transactions’.

This will provide a timeline history of the job’s journey, showing the status at each stage and where the job is currently at, from scheduled to completed.

To issue an invoice after a service or installation job is completed, follow these steps:

1. Mark the job as complete
   • Ensure that the service or installation job is marked as complete in your system.
2. Access the Service Management module
   • Go to the Service Management module in your system once the job is complete.
3. Navigate to the ‘Jobs to Invoice’ tab
   • In the Service Management module, locate and click on the “Jobs to Invoice” tab. This tab will display a list of jobs that are marked as complete but haven’t been invoiced yet.
4. Select the customer/s for invoicing
   • From the list of completed jobs, select the customers for whom you want to generate and send invoices to.
5. Generate the invoice
   • Once you’ve selected the customers, click on the “Generate Invoice” button. This will create the invoices for the selected jobs.
6. Send the invoice
   • After generating the invoice, the system will automatically send the customer an email with:
     • A pay invoice link that allows them to pay the invoice online.
     • A PDF invoice is attached to the email, in case the customer prefers not to pay online. They can also make payment via bank transfer or by calling the store directly.

By following these steps, the system will handle the invoicing process, sending both the online payment link and the PDF copy to the customer. This ensures they can either pay online or download the invoice for their records.

To record time and labour costs for a service job, follow these steps:

1. Start the job in the Spenda Jobs App

• Technician/Installer action: When the technician starts the job, they should log into the Spenda Jobs App and start the job timer. This begins tracking the time spent on the service job.

2. Pause the job if needed

• If the Technician/Installer needs to take a break or pause the job for any reason, they can pause the timer in the Spenda Jobs App. This ensures that time is accurately recorded, and any downtime won’t be billed.

3. Complete the job and end the timer

• Once the Technician/Installer finishes the job, they should mark the job as complete in the app. This will stop the timer and finalise the tracked labour time for the job.

4. Add additional labour items (if needed)

• If there are additional labour items that need to be discussed (e.g., extra work done during the job or any changes), the Technician/Installer can communicate with the store or management.
• Update the invoice: If additional labour items are agreed upon, they can be added to the invoice before the job is marked as complete. This ensures all labour costs are accounted for.

5. Review and finalise the labour costs

• After the job is marked as complete, the recorded time and labour costs are automatically reflected in the job details.
• If additional labour costs were added, ensure these are included in the final invoice.

The Spenda Jobs App is a mobile application designed to help installers, subcontractors, and service technicians manage and track their work efficiently during a job. Key features of the app include:

1. Job management:

• Job assignment: Technicians/Installers are assigned specific jobs, which they can view in the app. This includes details such as the job’s location, customer information, and scheduled dates.
• Job status: They can update the status of the job (e.g., in progress, paused, or completed), keeping the internal team informed in real time.

2. Job details:

• Job descriptions: The app provides detailed information about the tasks to be completed, including instructions on what needs to be done, materials required, and any special considerations.
• Customer information: Users can view basic customer details such as name, address, and contact information to ensure they are prepared for the job.

3. Time tracking:

• Labour time: Technicians/Installers can track the time spent on a job by using a job timer in the app. They can start, pause, and stop the timer, providing accurate labor time for invoicing and job completion records.

4. Uploading photos and documents:

• Photos: Technicians/Installers can take and upload photos directly from the job site to document the work completed, site conditions, damages, or any other important details. These images are automatically uploaded to the job’s Photos tab, making them visible to the internal team in real-time.
• Documents: They can also upload documents (e.g., PDFs, manuals) to the job record for internal or customer reference.

5. Notes and Comments:

• Add notes: Technicians/Installers can add their own internal or external notes to the job record. This could include updates on the work being done, customer feedback, or challenges encountered during the job.
• View existing notes: They can view any existing notes that may have been added by others (e.g., internal team members or the customer).

6. Labour cost visibility:

• Labour cost information: Technicians/Installers can see the labour cost price for the job. This ensures they know how much they should invoice the store for their services, allowing for accurate invoicing when the job is complete.

7. No access to sensitive information:

• Restricted access: Technicians/Installers do not have access to sensitive customer financial information, payment details, or full customer history. They are limited to the job-specific data necessary to perform their tasks.

8. Job completion:

• Marking as complete: Once the job is finished, the Technician/Installer can mark it as complete in the app. This updates the system, and the job becomes eligible for invoicing.
• Notifications: The app can send automatic updates and notifications to the internal team when jobs are marked as complete or when key updates are made.

Once customers receive a payment link via email or SMS, they have several options to complete their payment: they can enter their card details online, make a bank transfer, or call the store directly to process the payment.

Your customers can make payments using the following methods:

• Visa and Mastercard (Credit and Debit)
• Amex
• ApplePay
• GooglePay
• PayTo (coming soon)

Carpet Court SOE members receive special pricing as below:

Apple Pay and Google Pay transactions are charged at the rate for the underlying card.

You can choose to surcharge this cost to the customer or absorb it as a business expense.

Typically, transactions will settle into your nominated bank account within three business days.

For example: If customers make payment on a Saturday, you will receive the funds by Wednesday.