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    Vtiger Services

    This article will help you understand the services module in detail.
    R
    Rashmi Kashyap
    23 Mar, 2023 - Updated 2 months ago
    Table of Contents

    Introduction to Services

    Services refer to the free or paid assistance you would offer to benefit your customers. 

    In general, Services are non-stockable items rendered to your customers. Unlike Products, Services do not have bundles.

    Feature Availability

    Sales Starter

    Sales Professional

    Sales Enterprise

    One Professional

    One Enterprise

    Feature Availability

    Services

    ✓

    ✓

    ✓

    ✓

    ✓

    Services module is also available for Help Desk Starter and Help Desk Professional editions.
     

    List View in Services

    In Vtiger CRM, you can look at all the services in List View.

    By default, List View is the screen that is visible when you click the Services tab. This view sorts and lists all Services based on the last modified Service.

    • Columns in List View 

    The columns that are visible by default in the List View are :

    1. Service Name- Displays the name of the service.

    2. Usage Unit- Displays the usage duration of the service.

    3. Price- Displays the amount chargeable for the service.

    4. Number of Units- Displays the number of units that have to be serviced.

    5. Category- Displays the category under which the service is created.

    6. Owner-Displays the user to whom the service is assigned.

    • List actions

    You can perform many quick actions such as Edit, Delete, Export, Comment, etc on the Service’s records in the List View.

    To learn more about List View actions in Vtiger CRM, click here.

     

    Ways to view a Service

    • Summary View 

    Summary View is the view that appears when you click a particular record displayed in the List View. The Summary View displays all key information for a selected record.

    The Summary View can be divided into four sections. Each section has a particular functionality.

    • Summary View Actions

      • Follow: You can follow any service record to get updates on all the activities performed on that record.

      • Tags: You can add tag names to the record to identify the record easily.

      • Print: You can print the service record or save it as a PDF for future references.

      • Duplicate: You can duplicate the current record and have all the details reflected in a new record.

      • Delete: You can delete a record by clicking this button.

    • Activity

      This section lists all the activities performed on that particular record. You can also add filters and view specific activities.

    • Do button

      When you click on the do button on the right-hand top corner of the Summary view, you will see the following:

      • Add or Create- You can add or create other modules related to the service.

    • Widgets

      • Tasks-All the tasks related to the service are displayed here. You can also add a new task from here by clicking the + button.

      • Events- All the events related to the service are displayed here. You can also add a new event from here by clicking the + button.

      • Analytics-You can view all the metrics related to the service in the form of charts, mini-lists, etc. You can also create new ones here by clicking the + button.

      • Sales Ops- You can create or add a quote, invoice, sales order or purchase order from here and also view the related record’s details.

      • Price Books- You can create a new price book or add an existing one. You can also view the details of the related price book here.

      • Organisations-You can create a new organization or add an existing organization to the service. All the related organization details are displayed here.

      • Person-You can create a new contact or add an existing contact to the service. All the related contact details are displayed here.

      • Deals-You can create a new deal or add an existing deal to the service. All the related deal details are displayed here.

      • Documents- You can create a new document or add an existing document to the service. All the related document details are displayed here.

      • Issues-You can create a new case or add an existing case to the service. All the related case details are displayed here.

      • WhatsApp-You can send WhatsApp messages to the user. All WhatsApp conversations with the user are displayed here.
     

    • Deep Dive View

    You can view and edit all the information about the service record by clicking the Deep Dive button in the Summary View of the record.

    Important Fields in Services

     

    Field name

    Description

    Service name

    Mandatory field
    It displays the name of the service.

    Active

    It will be enabled if the service is available.

    Owner

    Mandatory field
    It displays the name of the owner of the record.

    Price

    Specify the price of the service. You can also change your currency here.

    VAT(%)

    First, you have to enable this field and enter the VAT value (in percentage) of your choice that has to be implemented in the sale of the service.

    Sales(%)

    First, you have to enable this field and enter the Sales value (in percentage) of your choice that has to be implemented in the sale of the service.

    Service(%)

    First, you have to enable this field and enter the Sales value (in percentage) of your choice that has to be implemented in the sale of the service.
     

    How to Create a Service

     

    1. From Services’ List View

     
    You can use the +Add Service button to create a new service. You can find it on the top right corner in the Services’ List View.

    Follow the steps below to create a service:
     

    1. Click the Menu icon.

    2. Go to the Inventory tab.

    3. Select the Services module.

    4. Click the +Add Service button.

    5. Fill in all the necessary details.

    6. Click Save to create the service.

    • Click Save and Continue to enter more details.
     

    1. From Quick Create

    Services can also be created by clicking the + button present on the right-hand top corner of the screen.

    Follow these steps to create a service using Quick Create:

    1. Click the + (plus) icon displayed on the top right side of your screen.

    2. Click Show all to view all the modules you can create records in using Quick Create.

    3. Select Service from Inventory.

    4. Enter all the mandatory details.

    5. Click:

    1. Save to save the record.

    2. Save and Continue to save the record and go to its Deep Dive View.

    Clicking Cancel discards all the information you entered.

     
    To know more about Quick Create, click here.

    Usage of the Services Module in other modules

    Services are used while creating Invoices, Sales Orders, Purchase Orders, and Quotes modules. In the Item Details block, by clicking the +Add row button, you can add any number of services.

    Actions Possible on a Service

    You can perform the following actions on a service: 

    • Duplicating a Service

    You can create a new service by duplicating information from an existing service.

    Follow these steps to duplicate a service record:

    1. Click the Menu icon.

    2. Go to the Inventory tab.

    3. Select the Services module.

    4. Open any service record.

    5. Click the more button.

    6. Click the duplicate button.

    7. You can enter the new details.

    8. Click Save.

    A new service record will be created.

    • Generate Related Documents

      1. Generate a Quote

    A Quote is a formal document presented by the company’s sales team to a potential customer, upon request for quotation. It contains a detailed list of services and services, prices, taxes, terms, and discounts.

    Follow these steps to generate a quote:

    • Click the Menu icon.

    • Go to the Inventory tab.

    • Select the Services module.

    • Open any service record.

    • Click the Do button in the Summary View.

    • Click Add or Create button.

    • Select Quotes.

    • Enter all the necessary details and click Save.

    The linked quote will be seen in the Sales Ops widget in the Summary View of the services’ record.

    1. Add a Document

    Use Vtiger’s Documents module to solve the problems of organizing and sharing! It acts as a repository for all the documents that you create or those shared with you by your customers or sales team. 

    Follow these steps to add a document:

    1. Click the Menu icon.

    2. Go to the Inventory tab.

    3. Select the Services module.

    4. Open any service record.

    5. Click the Do button in the Summary View.

    6. Click Add or Create button.

    7. Select Documents.

    8. Here, you see two options on your screen:

      1. Select Documents

        1. If you want to add an existing document, select this option.

        2. Hover over a record in the list of all existing documents to display the radio buttons.

        3. Click the radio button on the left side of the record to select the record.

        4. Click Add Selected button present below of the list.

      2. Create Documents

        1. If you want to add a new document, select this option.

        2. Fill all the necessary details.

        3. Click Save.

    The linked document will be seen in the Documents widget in the Summary View of the services’ record.

    1. Generate a Purchase Order

    A Purchase order (PO), is the first official offer issued by a customer to the company’s sales team indicating types, quantities, and agreed prices for services or services.

    Follow these steps to generate a PO:

    • Click the Menu icon.

    • Go to the Inventory tab.

    • Select the Services module.

    • Open any service record.

    • Click the Do button in the Summary View.

    • Click Add or Create button.

    • Select Purchase Orders.

    • Enter all the necessary details and click Save.

    The linked PO will be seen in the Sales Ops widget in the Summary View of the services’ record.

    1. Generate a Sales Order

    The Sales Order (SO), is issued by the company’s sales team to the customer. You can generate a sales order for services and/or services. Vtiger CRM gives the option of generating Sales orders from within the Service.

    Follow these steps to generate a SO:

    1. Click the Menu icon.

    2. Go to the Inventory tab.

    3. Select the Services module.

    4. Open any service record.

    5. Click the Do button in the Summary View.

    6. Click Add or Create button.

    7. Select Sales Orders.

    8. Enter all the necessary details and click Save.

    The linked SO will be seen in the Sales Ops widget in the Summary View of the services’ record.

    1. Generate an Invoice

    An Invoice or a Bill is a non-negotiable itemized statement issued for the services or services rendered to the customer. 

    Follow these steps to generate an invoice:

    • Click the Menu icon.

    • Go to the Inventory tab.

    • Select the Services module.

    • Open any service record.

    • Click the Do button in the Summary View.

    • Click Add or Create button.

    • Select Invoices.

    • Enter all the necessary details and click Save.

    The linked invoice will be seen in the Sales Ops widget in the Summary View of the services’ record.

    1. Generate a Price Book

    Price Books allows you to define different prices for services and services. The prices of the items can vary anytime depending on the customers and their needs.

    Follow these steps to generate a price book:

    • Click the Menu icon.

    • Go to the Inventory tab.

    • Select the Services module.

    • Open any service record.

    • Click the Do button in the Summary View.

    • Click Add or Create button.

    • Select Price Books.

    • Here, you see two options on your screen:

      • Select Price Books

        • If you want to add an existing price book, select this option.

        • Hover over a record in the list of all existing price books to display the radio buttons.

        • Click the radio button on the left side of the record to select the record.

        • Click Add Selected button present below of the list.

      • Create Price Books

        • If you want to add a new price book, select this option.

        • Fill all the necessary details.

        • Click Save.

    The linked price book will be seen in the Price Books widget in the Summary View of the services’ record.

    1. Generate an Organization

    An organization represents a company you are doing business with. It could have multiple employees and sell multiple services or services.

    Follow these steps to generate an organization:

    • Click the Menu icon.

    • Go to the Inventory tab.

    • Select the Services module.

    • Open any service record.

    • Click the Do button in the Summary View.

    • Click the Add or Create button.

    • Select Organizations.

    • Select an organization from the list of all available organizations.

    • Click the Add Selected button.

    The linked organization will be seen in the Organizations widget in the Summary View of the services’ record.

    1. Generate a Contact

    A contact is a person that you are doing business with, likely a prospect or a customer. Contact can be acting in an individual capacity (if your business sells to consumers) or representing a business. 

    Follow these steps to generate a contact:

    • Click the Menu icon.

    • Go to the Inventory tab.

    • Select the Services module.

    • Open any service record.

    • Click the Do button in the Summary View.

    • Click the Add or Create button.

    • Select Contacts.

    • Select a contact from the list of all available contacts.

    • Click the Add Selected button.

    The linked contact will be seen in the Person widget in the Summary View of the services’ record.

    1. Generate a Deal

    A deal is a sales opportunity that you are pursuing with a person or an organization. 

    Follow these steps to generate a deal:

    • Click the Menu icon.

    • Go to the Inventory tab.

    • Select the Services module.

    • Open any service record.

    • Click the Do button in the Summary View.

    • Click the Add or Create button.

    • Select Deals.

    • Select a deal from the list of all available deals.

    • Click the Add Selected button.

    The linked deal will be seen in the Deals widget in the Summary View of the services’ record.

    1. Add a Case

    A case is an issue or a request raised by a customer. When a customer raises an issue, you can create a case record in the CRM. 

    Follow these steps to generate a case:

    • Click the Menu icon.

    • Go to the Inventory tab.

    • Select the Services module.

    • Open any service record.

    • Click the Do button in the Summary View.

    • Click Add or Create button.

    • Select Cases.

    • Enter all the necessary details. 

    • Click Save to create a case.

      • Click Save and Continue to enter more details.

    The linked case will be seen in the Issues widget in the Summary View of the services’ record.

    1. Generate a Subscription

    Follow these steps to generate a subscription:

    1. Click the Menu icon.

    2. Go to the Inventory tab.

    3. Select the Products module.

    4. Open any product record.

    5. Click the Do button in the Summary View.

    6. Click Add or Create button.

    7. Select Subscriptions.

    8. Enter all the necessary details and click Save.

    The newly created subscription will be available in the Sales Ops widget of the Summary view in the services’ record.

    • Export

    Follow these steps to export a service:

    1. Click the Menu icon.

    2. Go to the Inventory tab.

    3. Select the Services module.

    4. In the List View, hover over any service record to display the radio button on the left side.

    5. Click the radio button.

    6. Click the Export button.

    7. Select any one of the following options:

      1. Export Selected Records- This option will export only the selected record.

      2. Export data in current page- This option will export the records on the current page.

      3. Export all data- This option will export all the data in all the pages of the SO module.

    The exported record will be saved on your local system.

    • Print

    Follow these steps to print a service :

    1. Click the Menu icon.

    2. Go to the Inventory tab.

    3. Select the Services module.

    4. Open any service record.

    5. Click the More button.

    6. Click the Print button.

    7. You can perform any of the below options:

      • Edit & Export- You can edit the service and export it to your local system.

      • Email with PDF- You can email the service record as a PDF to the contact.

      • Print- You can print the service and keep a hard copy.

      • Save as PDF- You can save the service as a PDF on your local system.

     

    Note: You can also print a record directly from the List View. To know more about List view, click here.

    How to change the template of the Service 

    Follow these steps to change the template of a service from the Print Service screen:

    This is a temporary change only until the service is printed.

    1. Click the Menu icon.

    2. Go to the Inventory tab.

    3. Select the Services module.

    4. Open any service.

    5. Click the More button.

    6. Click the Print button.

    7. Select the template you want from the list of all templates.

    8. You can perform any of the below options:

      1. Edit & Export- You can edit the service and export it to your local system.

      2. Email with PDF- You can email the service record as a PDF to the contact.

      3. Print- You can print the service and keep a hard copy.

      4. Save as PDF- You can save the service as a PDF on your local system.

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