PlayPay makes it easy to schedule activities and create invoices.
Whether you’re a fitness instructor or freelancer, PlayPay is designed to give you more time to focus the activities and less time on paper work:
- Easy Scheduling: Organise your activities effortlessly.
- Quick Invoicing: Create and send invoices in minutes.
- Track expenses.
Setting Up Activities and Venues.
When you start PlayPay for the first time, you will be presented with the ‘Play’ screen where you can schedule your activities.
Before scheduling add at least one activity and venue using the settings tab:
Just name your new activity and choose an appropriate icon to represent it:
Add a venue, where the activity will take place:
Name it, add a short code that identifies it, around two to three letters is suggested, and choose a colour.
The short code is what is displayed on the scheduling screen. The other fields are invoice related and will be covered later on.
Return to the ‘Play’ tab and we can now schedule an activity at the new venue:
Repeat the process to add more activities and venues as needed.
Scheduling Activities
PlayPay is setup so you can easily schedule weekly activities.
You select an activity and a venue from the carousels, simply drag to change your selection:
Then select a day of the week and time:
Clicking on the time will bring up the selector:
Add it with schedule button:
Once its added, you can change the price of the activity:
To schedule an individual class in tap the One-Off button, which switches out day of the week for a date picker:
If you make a mistake, then delete the schedule items by dragging right:
When you have scheduled all you classes you can hide the schedule form with the up arrow:
And filter on venue and activity if you have a large schedule:
Basic Invoicing
You can create and view invoices in the ‘Pay’ tab.
Click on the Plus button to create a new invoice.
Select.a venue and the month:
And then adjust the date range to suit for your first invoice at a venue:
The month is set to bill from the 1st to the end of the previous month, but if you adjust the dates, then your next invoice will bill from the day after to last invoice end date for a month.
A list below the form shows activities that will be include on the invoice, they are based on the activities you schedule in the PlayTab.
The total amount for the invoice is shown in the title bar and adjusts as you make changes to the form:
You can remove any scheduled activity individually, by turning off their select button:
Adjust the price of an activity, using the price button:
Add unscheduled classes to the invoice using this button:
When you have include all your activities for the period then click the button to create the invoice:
It will be added to your list of invoices:
You can view:
Or share invoices, via email, messages, etc.. using iOS sharing:
Advanced Invoicing
You can add more details to your invoices in the settings tab.
When you complete and save the Invoice settings:
The name, address and signature will be shown on the invoice:
You can add payment details too:
That are shown at the bottom each page of the invoice:
To add a contact name for a venue, edit the venue in settings and complete the Attention Of field:
The name appears under the venue name on the invoice:
Invoice numbers are generated using the venue short code, year, month and a sequential number for each invoice created:
If you want to override this, then add your own on the invoice form:
The greyed out number is the next generated number and will be the invoice number if you don’t override it.
You can include a personal venue reference like PO number in the venue reference field:
So if we override both:
And create an invoice the PO number will appear under the venue, name, address and the Invoice number will be added on the right:
Expenses
You can keep track on your expenses on the “ExpensesTab”:
When you add an expense you can record the HMRC category, upload a receipt or record of the expense and record the amount:
New expenses are added to you expense list:
They can be view or shared, and the list can be filtered by category:
The information form can be hidden by selecting the up arrow button:
Whats next
The aim is to have alternate months, for improvements, one for fixes and one for new features.
The next three features in the pipeline are:
- Arrange and track cover for activities you can’t teach
- Individual Invoices, for those covering, or for working with individuals.
- A new tab to summarise income and earnings.
If you have any feed back or issues, use the forms in settings:
All the best
Simon.
