Tutorials

How to register and start using EZBeanZ

• Step 1:

  Go to the EZBeanZ login screen found at EZBeanZ.co.za and click on register.
  All new users are issued with FREE BRONZE licenses. You may upgrade your license at a later stage if you would like to benefit from the additional features.

• Step 2:

  Next, you will be directed to a form where you will be asked to provide your details. Note that NOT ALL of this information is required. However, we recommend providing as much information as possible. If you do not own a business, you are still welcome to use EZBeanZ as a private individual. You may use any name as the business name, provided that it is not already in use.

• Step 3:

  You may also provide a logo if you have one. This logo will appear on the PDF invoices that you create for your customers, as well as their statements etc.

• Step 4:

  After completing this form, you will be sent a verification code. Check your email inbox, this can take a few minutes. Please do not close the registration page while you are waiting for the validation code!

• Step 5:

  Once you have received the validation code, enter it on the validation form and proceed.

• Step 6:

  You have now registered as a user.
  You will be directed to the log-in screen where you will be shown your unique username eg: ABCDE5
  This, along with the password that you provided are your login details.

• Step 7:

  Try it out. . . When you log in, you will arrive at your dashboard where you will be able to add customers, create invoices, edit inventory, view accounts and much more.

How to login to your dashboard

• Step 1:

  Using your Smartphone or PC, Go to the EZBeanZ login screen found at www.ezbeanz.co.za. There, you will find a login form.
  You may also download the app from the login page.

• Step 2:

  Enter your username and password. When logging in, be sure to use your Username and Password.
  Note that your company also has a username, however, the Company Username is not used for logging in.

• Step 3:

  Click or tap the login button and you will arrive at your dashboard. The appearance will differ depending on your user level eg: Owner, Driver or Salesperson.
  When logging in, be sure to use your Username and Password. Note that your company also has a username, however, the Company Username is not used for logging in.
  If you have lost your login details, please email support at admin@ezbeanz.co.za

How to create and send a new invoice or quotation.

• Step 1:

  Click/tap on the Invoices and Quotations tab.

• Step 2:

  Select Invoice or Quotation from the dropdown.

• Step 3:

  Select a customer from the dropdown. If this is a C.O.D. sale, it is not necessary to add the customer first. Simply select C.O.D. Unknown.



• Step 4:

  Items can be added to the invoice in several ways:
  1. Click on Inventory and then click/tap on the description of the item. Clicking again will add more of the item.
  2. Click on Load Template. This will load items from a template which you have saved for this customer.
  3. Click on Scan Barcodes. Your device camera will switch on and you can then scan the barcode of the item. Make sure you have already added the barcode in your inventory if you intend to use this feature.
  4. Manually type in the description, quantity and price on the invoice form.



• Step 5:

  If you are creating a quotation, at this stage you can click or tap on Issue Quotation. The following step, regarding the payment method, does not apply.

• Step 6:

  Select Payment Method (if this is an invoice):
  Below the invoice items, you will need to enter the details for payment.
  If the customer has an account with sufficient credit. Payment is not required immediately in order to issue the invoice. Simply click on Issue Invoice.
  If the customer does not have credit, they are required to pay before the invoice is issued. You may enter the cash amount being paid and/or click on a card payment option in order to process a card payment.

• Step 7:

  After the invoice or quotation is created, it will automatically be sent to the email address provided for that customer. If you have a printer, the invoice will be printed automatically.
  Printing can be enabled/disabled in the settings.

• Step 8:

  If the customer owes an amount, the invoice and statement will contain a QR code as well as a clickable link allowing the customer to pay online. Please make sure you have set up your preferred payment gateway in the Settings tab in order to make use of this feature.
  The invoice will automatically be sent to the email address provided for that customer.
  If you have a printer, the invoice will be printed automatically. Printing can be enabled/disabled in the settings.

How to use Live Order Tracking.

Live order tracking provides a screen where the customer, the staff and the owner can monitor an order while it is being created and dispatched. This can be viewed on a mobile phone or displayed on a big screen. This also allows the customer to make payment online. It can be accessed by sharing the order tracking QR code or tracking link with the customer. There is also a screen which displays all of the orders that are being placed. This is mostly intended for the warehouse or the kitchen and also for the owner or manager to monitor sales. To make use of live order tracking, follow these steps...

• Step 1:

  Under Settings, scroll to Order Tracking.

• Step 2:

  Enable Basic Order Tracking.

• Step 3:

  Enable Live Order Tracking. This provides real-time updates to the order tracking screen. Each time an item is added to an invoice or quotation.

• Step 4:

  If required, enable Print Live Order List 58mm. If enabled, your thermal slip printer will print a line showing the item being ordered and by which customer. Printing occurs real-time. This feature is for situations where fast preparation is required such as in a restaurant. The kitchen is immediately informed as the customer is placing the order and the customer can view the order being prepared. This way, the waiter can move on to the next customer without having to physically write down the order and give it to the kitchen.

• Step 5:

  Now that this has been enabled, click on Save Settings. You will now notice a QR code on the dashboard. You may scan this or follow the link with any device to get to the order tracking screen for all orders.




• Step 6:

  Now go to the Customers tab and click or tap on edit next to a customer who is placing an order. You will see a QR code and link for order tracking. The link you see is for that particular customer only. Not all of the customers.






• Step 7:

  You may allow the customer to scan this QR code or share it via WhatsApp or email. From then on, the customer can view and pay for their orders on their phone.

How to Create a Monthly or Weekly Scheduled Invoice.

Watch on YouTube

With EZBeanZ, you can setup an invoice to be sent at regular intervals. ie. Once per week or once per month on a particular day. To use this feature, the following checks should be made...

• Step 1:

  The customer must be in your database. Check in the Customers tab to make sure. It is important to provide an email address for the customer, or else the customer will not receive the invoice.

• Step 2:

  The customer must have a template. This is a saved list of items which will be used to create the invoice. To check if the customer has a template, go to the Invoice tab select the customer, and click on Load Template. If you see items appear, those are the items which will be on the invoice. If there are no items, add the intended items to the invoice and click Save Template.

Now you are ready to schedule the invoice. These are the steps required. . .

• Step 3:

  Click on the Schedule tab. Here, you will see a list of any existing invoices that are scheduled.

• Step 4:

  Select whether the invoice will be sent once per month or once per week.

• Step 5:

  Choose the day on which the invoice must be sent. eg: On the 25th or every Monday. It is not possible to select the 29th, 30th, or 31st because some months do not contain those dates.

• Step 6:

  Choose the hour at which the invoice must be sent. The default is 8:00AM

• Step 7:

  Select the customer to be invoiced. If the customer does not appear on the list, refer back to the checks mentioned above with regards to adding the customer and the template. Another possible reason is because you have already created a schedule for that customer.

• Step 8:

  Click on the Add button.

• Result:

  Now the item will appear in the Schedule table. Starting on that day, an invoice will be sent to that customer. The invoice will be repeated every time that day comes, at the same time of day. You, as the business owner, will receive a report by email with a list of invoices that were created and sent automatically.

Below is an example of a report email to the owner.

How to setup payment methods to allow your customers to pay online.

EZBeanZ provides your customers with many ways to pay you.

Payment Gateways:

For this feature to be enabled, go to the Settings tab and locate the Payment Gateway settings. Further instructions are provided there on how to setup your preferred payment gateway. Once configured. You will see QR codes and payment links on your invoices, statements and quotations.

• Scan QR code to pay:

  Invoices, quotations and statements each contain a QR code which can be scanned in order to make payment. When the QR code is scanned, EZBeanZ recalculates the account balance to include all other invoices which are not yet paid before and after that invoice was issued.
  Thus encouraging the customer to pay all outstanding amounts. The QR codes do not expire and remain valid for all past and future account payments for that particular customer. Note that the QR codes only appear on invoices which require payment. If the invoice was paid in advance, the QR code will be omitted.




On statements and invoices. . .




• Clickable links:

  Similar to scanning the QR code, the clickable payment link is a button which appears on invoices and also in emails when you send statements to customers.

• Card payment using a standalone card reader:

  This is when a separate payment device is used to receive the payment. Such as a portable card reader supplied by your bank. This option sometimes includes using a separate cardpayment application.

• Cash:

  The amount paid by the customer is entered on the invoicing screen. The invoice will contain a stamp indicating that cash was paid. The stamp displays the amount paid and the change given back. Customers can also make split payments with a portion paid in cash and the balance by card. EZBeanZ can integrate with a printer and an electronic cash drawer using our proprietary P.O.S. printer driver.