ImagineTime Webinar: Introducing Mango Billing (12/16/20)
Ready or not.
Lift off. I think I’m going to turn my phone off.
Hi Susan. I see your hand is raised. We’ll get started here in a moment guys. Just waiting for everyone to get logged in. No problem Nancy. I just responded.
We’ve got over 100 logged in. We’ll wait a couple more minutes, just to let everyone to get going here.
We should have some music, some introductory music as everybody logs in.
I can sing, if you would like, Carl.
Yeah, that would be great. Actually, we’d probably rather have Katie sing.
She’s tied up on a client call at the moment, so-
You’ll just have to be with me, I suppose.
All right. A couple more minutes. This call will be recorded, and we’ll send out the recording to everyone that attended, and we’ll post it on the website as well.
We’re here in North Carolina, and it is a cold and rainy day, but it’s all relative. Cold for us is probably a lot different than cold for you up north.
Carl, we’re supposed to get snow on Christmas.
I love it.
Probably wrong, but for now.
Hey, it’s fun to dream.
Well we’re getting about three inches already in Maryland.
Oh really? Is this the first snow of the year?
Yeah, first snow of the year. It’s coming down pretty good.
Great. Why don’t we go ahead and get started? Let’s see, we’ve got 100 and … Well, the number’s still rolling up, but we have over 200 firms signed up to join us today. I’m sure people are joining in conference rooms or joining together, so it’s going to be, I would imagine we’ll have over 500 people to entertain today. Let me go ahead and get started. Let me share my screen. There we go. Are you seeing my screen? Not yet?
Okay. How about now?
Yup, we’re good.
Great. Well, welcome everyone. For those of you that don’t know me, my name is Carl Coe. I’m joined here by the majority of the ImagineTime team today on the call, and we’re just incredibly grateful that you’ve taken interest in what we’re up to. We’re super excited to share the news of Mango, the merger of ImagineTime and Mango Billing. If you saw the release that we’ve sent out, this is an incredibly exciting time for us, and our employees, and our customers, to be able to provide to you another option, a more modern option for our ImagineTime customers. We’re going to get into it in detail, but this is something, as most of you know, we’ve been working on for a long time.
In terms of housekeeping, we do have a Q&A. If you have any questions or thoughts as we go through, please do feel free to ask questions in the Q&A within Zoom. We’re going to try to leave as much time as possible at the end of today’s meeting to answer all of your questions. Along the way we’ve got a few folks monitoring the Q&A, and they’ll try to answer a few of your questions on the fly as we go. We want to try to get just about every question that we can answered for you.
In terms of agenda, I’ll do a quick overview of how we got to this point and why we decided to join forces with Mango. I’m going to introduce Tim Sines, our special guest of the day, and Tim is going to give us an overview of the Mango Billing platform, including a product demonstration. From there we’ll talk about where we’re headed with the product roadmap, where we’re going beyond what we have today, what it’s like to migrate your data over to Mango Billing. Then we have a special offer for all of our existing ImagineTime customers. We’ll close the session with, as I mentioned, Q&A. We do hope that we can answer just about everyone’s questions.
We won’t go more than an hour. We want to respect that hour time limit. We might move fast in certain segments. We’d like to get through the content in 40 or 45 minutes and leave plenty of time for Q&A. With that, let’s get rolling.
How did we get to this point? For you folks that know us well, and we’ve been talking about this for a couple of years, we needed to provide a solution for not all of our customers, but many of our customers have been asking for a more modern interface and database of ImagineTime. ImagineTime was built 20 years ago by Fred Lindsley, and started the company 20 years ago.
At the time, there were no other viable practice management solutions on the market, and Fred, as a CPA and a developer, wrote the code for his own firm and found out that, “Hey, I’ve got something here that can help a lot of firms.” Ended up selling his CPA firm and starting ImagineTime. Well now, with over 1500 firms using ImagineTime and nearly 10,000 users using it every day, it’s 20 years on and many of you have asked for a more modern interface and a more modern database. That’s understandable. It’s built on the Microsoft Access database, which has become outdated, frankly, and very difficult for us to support.
I want to stop there for a minute and really reiterate, we are not mandating that you move. We are not stopping supporting. We are not stop developing the desktop version of ImagineTime. Under no circumstances are we doing that. We also needed to provide an option for the market. We needed to provide a solution for our existing customers that are asking for it and for new customers that when they look at the older ImagineTime they love its functionality but it may seem more difficult for them to use, or difficult for younger people to learn, so we had to have an option for both.
The process we went through was just hundreds of hours of analysis and effort, looking at, should we develop it ourselves? That has some positives because we could build it exactly as we wanted based on what you as our ImagineTime customers are asking for, but it has some downsides. It takes a lot of time to develop, it’s expensive, and even once you develop it, it takes time for it to become really road worthy and industry tested.
I got to know Tim Sines a couple of years ago, or almost two years ago, and we started talking about, what if we joined forces? What if we did this together? Let me tell you why this is just such an incredibly exciting step for us. Tim Sines is a CPA. He’s had his own CPA firm for 33 years. In fact, Tim is a former ImagineTime customer, but like Fred Lindsley, the gentleman that founded and created ImagineTime, Tim is uniquely a CPA and a coder. He can write software and write darn good software, and so he took what he learned from the marketplace, and from being a CPA, and from using ImagineTime, and he essentially created a more modern, web based ImagineTime called Mango Billing. It’s been out for a number of years. It’s industry proven. It’s got a lot of users on the system, so we can join forces with Tim and have from day one, immediately, a robust, and powerful, and proven technology. We just never would have been able to do that if we developed it ourselves.
Tim has built a platform that is completely net native to the web technologies of today, on a completely modern architecture. It’s got built in electronic payments options for credit card CCH that’s better than what we have today. It’s got a strong base.
Before I go too far on talking about Tim, I want to introduce him and have him tell a little bit about his story, how he got to this point. Then from there I’m going to have Tim introduce Mango Billing, and then go into a demonstration. With that, I want to thank all of our ImagineTime customers who have been with us for so many years and so loyal to us. I want to thank our employees that do such a great job supporting those customers, people like Brenda, and Paula, and Tom, and Donna, Shannon, and Chad. There’s so many that I just am so proud of the relationship we have with our ImagineTime customer base, and I’m really proud that we’re able to provide a next option for you as time goes on. Thanks to everyone that’s been involved, and please meet Tim Sines.
Hello everybody. First, thanks Carl, for your introduction. I appreciate that very much. Like Carl had mentioned, I’m a practicing CPA. I’ve been practicing for 33 years. I’ve been through all sorts of time and billing solutions, practice management solutions. Couldn’t find anything that was an all-encompassing solution to manage a practice. As a result, Mango Billing was born. This is basically the third iteration of the product. It started out actually as a DOS product. Went from DOS to Windows and from Windows to a web based product.
Anyway, Mango Billing, just a little history about Mango Billing. It’s been five years on the web now. It’s becoming a fully mature product. It has a lot of different options in there to help manage your practice without having to use third party and various other applications to achieve the ultimate goal of managing your practice.
With the slide that Carl has up here right now, I’m going to go through some of the features of the platform. Basically it does all that you would expect on a platform, your invoicing, your time tracking. You can set up engagements. It has a great report center where you can generate reports with various filters, and you can export those reports out to Excel files. We have built in scheduling with full integration to Google and Outlook, Google Calendar. We have various dashboards for the staff and partners, managers of the firm. Client portals. Document management. Due dates. Due date management, project management, where you can manage any project within your firm, the due dates, the workflow. It has complete workflow management, so you can assign tasks out to staff within your firm. Complete with email notifications, so as tasks are completed on the project, people are notified within the firm of the next task to be completed.
Basically it’s a complete platform. It’s built with modern technology, a very robust API database, and with our existing structure it’s very easy to onboard clients, and train and do the implementation.
With that being said, let me go ahead and share my screen, and I am going to show you what the platform looks like.
Bear with me Tim, I’m-
Not a problem.
I’m failing at my one thing that you made me promise I would do quickly and easily.
Pause share. There you go. You should be able to do it now.
Okay. Let me give it a shot here. Here we go. I’m not going to get into too much of the details on the platform. I really encourage anybody that’s interested in looking at the platform, you can go to the website and sign up for a demo. We’re happy to do a deep dive into all the features. For the purposes of the webinar, I’m just basically going to give you a look at the platform and just show you what some of the screens look like, some of the features as we’re going along.
Basically I’m going to start with the client view. From the client list, for example, if you have contacts, you can drill down, quickly get phone numbers right from the list. Let me go ahead and do a dive. Give me one second here. Let me go ahead and do a refresh, log out and log in. Here we go. I’m going to go ahead and get into full screen here.
Within the client record, you get a full 360 view of all your client information. You get important stats down here at the bottom regarding revenue, payments, un-billed revenue. You can quickly get into any one of these tabs and get to your information without having to generate a report. If you just want to see your information on the fly. For example, if you want to go to invoices and invoice history, you can quickly get to that. Payments. Open WIP, you can clearly see there’s 85 open WIP records. You have contacts you can keep for each of your clients, a note history. Then there’s built in email logs, so anything that’s emailed out of Mango you can quickly see if your client opened that email, if they’ve clicked on the email, et cetera. You get all this information at your fingertips right within the client.
Moving on to time tracking. There’s different ways to get time into the system. We have time sheet entry. We have time card entry. Batch time entry. You can also use timers. You can set up as many timers as you want. You can pause, stop and create time entries from those timers.
A big feature, I’ll just give you a quick look at the time card. When you’re working on a client, for example, an 1120S engagement and the activity’s the tax prep, you can quickly just create time records on the fly, update, and I just created two time records for Wednesday and Thursday. This is a great feature if you’re working on a client over multiple days. Instead of having to create a whole new entry, you can just add time to your existing client.
Time sheet entry is just another way to get in time. You can pop up a dialogue, enter your client information, your time, your description, save it and it gets added to your time sheet. There’s a lot of features and ways to get time into the system. Getting staff trained up is very easy, it’s pretty straightforward to use. You can add expenses or flip rate over to batch time entry from this screen.
As far as invoicing goes, we have different ways to get invoices out. You have manual invoicing. We have batch invoicing, retainer invoicing, recurring invoicing. You can even apply time to an invoice after the fact. If you’ve sent out that invoice and you get on the phone with your client to explain the tax return, you want to log that 30 minute phone call, you can always apply that time to the invoice and it will update and adjust your realization.
Moving on. We have the accounting functions within the software are your cash receipts, it’s a two-step process, you receive payments. In cash receipts you can process credit card transactions and ACH transactions. Then the next step would be to make your deposit.
We have built in scheduling with full integration to Google Calendar and Outlook. You can do any staff calendar that you want to by selecting that staff. It’s a fully functional calendar. Recurring appointments and all the features you would expect in a calendar.
Report center is basically we segment all the reports by the type of reports, so you have all your cash receipts. This is where you would get out statements, generate late fees. All your revenue reports, time and expense reports. We have open time aging detail summary. The way the filtering works, if you select any report, you’ll get a brief description of the report below, and you could filter this report however you want it. If you want to only pull on certain engagements, certain activities, a billing partner wants to pull in, generate a report from their time records for their staff that have worked on this billing partner’s clients, you can narrow the report down, get it for staff. You can easily select a date range.
This is the report center. You also have the choice to move reports to a favorites tab or make any report available to any user, with limitations.
Project management, you start in the dashboard, and this is where you would have all your projects within your firm, all your due dates. We do use a tagging on those projects, so if you wanted to tag a project urgent you would simply select the tag, it will go do the filtering for you. It will bring up any clients and their projects that are set for urgent. You could also filter from this dashboard, and if you want to select clients you’re missing information on, it will go grab any client, any client project that you’re missing information on.
To dive into a project, simply click the project. You can see the workflow, who’s done what on the project. You can change assignments on the project. This is complete with email notification, so as things are completed the next person on the list will get an email of what they need to complete on this project. You can put notes on the project. You can actually email the client within the application, the notes that you want to send to your client. This is where you would tag with these user definable tags. If you’re waiting on the client, you need to do a telephone call, you can add whatever tag you want to the project.
Another feature here is you can create an internal due date. When you receive a project in to the firm, or a tax return for example, if your turnaround policy’s five days, 10 days, it will create a new due date, or an out date, for this project to get it out prior to the actual due date. This is great when you’re on the dashboard. Instead of waiting to see what is due April 15th or March 15th for that tax return, as you’re doing work in January, February, it will start showing up due this week, due next week. If it slips past that out date, it’s going to slip into the overdue column. What’s nice is your staff can just click, any item here is a linkable item, so I could see what’s due today. I could flip back to the dashboard and see what’s due this week. It’s going to bring all projects in that have a due date for this week.
It’s a very user friendly system to use here. You can set up your own tags. You can set up your own workflows easily. You can edit the workflow and you can clone these out to your clients in batch. Implementation is pretty straightforward, it’s pretty easy.
Let me jump over to document management. This is a full blown document management system where you can select your clients, search for clients, complete with email notifications. If you upload anything into the drop zone area, a client would be notified that their tax return has been uploaded and they can review this tax return on their own. You can set permissions within your firm with these permission profiles. You can opt to show this folder in the client portal or not show. It could be in the terminal folder that you don’t want to show in the portal.
We have built in notifications. This is where you notify your client with custom email notifications, which you can create these email templates. You can drag and drop people that are to be notified within your firm.
Like I said, I don’t want to get too much into the details of how everything works. This is just a quick overview to see what the platform offers, how it can help you manage your practice. There’s a lot of features in here with a lot of customizations that can be done for each firm. We welcome you to go out to the website, and if you want to go out to the website you can actually start a free trial. You can have a look at it. If you want to set up a demo, you can schedule a demo right from the website. You’ll get on the calendar and we’ll go through a lot of these features in detail and answer any questions you may have. With that, I’m going to turn it back over to Carl. That’s just a quick look at the platform and some of the features that it does offer.
That’s great, Tim. Hey, would you mind hitting on credit card processing?
How easy that is to set up and how you can invoice and receive payment right from within the product.
Sure. The beauty of the ACH and the credit card processing is that it’s baked right into the application. Once you enroll, which by the way, when you enroll you’re approved within 24 hours. Normally it’s the same day. You’re up and running after you enroll. Within the application, you can easily get to any credit cards that were processed through the application. You can reverse, give a refund. You will quickly see if it’s settled, and if there’s more than one transaction for a day you will see the batch total of your transactions, which this should match your bank statement. It’s very easy to use. You can see your credit card transactions, ACH transactions, any returns or voids would show up on this tab.
As far as process of a transaction, it’s just as simple as you select your client, the payment type, in this case we’ll do a credit card. I’ll just do one dollar. Once you turn on your credit card processing, you’ll see the process credit card come up. If your client has used a credit card or you’ve processed a credit card for your client, the previous card will come up. You could just simply say process the payment, or if you want to change the card you just simply add a new card, and that card will be used for all future transactions.
If you want to process ACH, the process ACH button will come up. The last four of the bank will appear. You can just simply say process the transaction, or you or your client could add the information for their bank information, and then that information will be saved moving forward. It’s very easy to process credit card transactions. When you email out your invoices within the system, which your invoices can be emailed out in batch, your clients can conveniently make the payment on their own. It goes both ways. You can process transactions on your side and clients can make payments on their side.
That’s great, Tim, thank you. I did an interview last week with payments.com, which is a payments publication, and there’s still a lot of folks out there not offering electronic payments, and the client base today, they expect it, they want it because it’s convenient for them.
In terms of your firm, think of the whole idea of zero accounts receivable as a concept of you should be processing automatic payments as much as you possibly can. I know for my attorney, for example, if I don’t make a payment within five days, let’s say he sends me an invoice, if I don’t make that payment myself within five days, he automatically processes my credit card. Well, what does that mean? For his business he has no AR ever in his business.
It’s just a concept that I’d like the accounting community to think more about, particularly as we’re about to go into tax season, where many of you will have 70% of your annual revenue come in over the next few months, and you’ll be chasing that revenue throughout the rest of the year. In today’s environment, I would submit that’s just not necessary anymore. You should be processing these payments electronically. It’s a service your customers want, and it will make your business more healthy.
Great. Thank you. We have a provocative poll question for you. This is not meant to pigeonhole you in one way or another. However, I want to get your input. It’s a poll question on, how likely are you to move to the latest version of ImagineTime to the true, fully web based solution that Tim has provided here? I’m going to hit the poll question real quick. Again, not intended to pigeonhole you, but we really want to know, where are you on this sort of thing? Everybody take a second and answer the poll. It’s out there now, you should see it on your screen, and off we’ll go.
We realize, and I’ve said this before, we realize the ImagineTime desktop product, it’s incredible, it’s as good as anything on the market. Whether you’re Thomson Reuters, or CCH, or any of these other competitors, from a feature to feature there’s very few things that do what ImagineTime does. We don’t want you to think that you’re going to be forced off of it, but as we’ve also said, for many of you that have requested a more modern interface we have it here for you today.
We have a lot of questions coming in, in the Q&A, and I promise you we’re going to get to them. We’ve got two or three more slides that I want to hit related to what’s coming next on the product, what’s it like to import the data, and then we’ll get into Q&A.
All right. Next slide. Tim, if you could stop sharing.
You should have it now, Carl.
Yup. I got it. Let’s talk about the product roadmap. I saw one of the questions in here is, what does ImagineTime have that Mango doesn’t have? It’s a great question. At a high level, if there are any features that ImagineTime has that Mango doesn’t yet have it is our strong desire and plan to have every gap closed before May 1st. Before you come out of tax season, we want to have there to be no gap between the two products, if there is one.
As an example, the SuperBill invoice template. Many of you, probably about half of our customers use that invoice template. Tim has something similar but not exactly the same. We’re going to develop that SuperBill invoice template that you’re used to, that’ll be released in February.
There aren’t a long list of things that Mango doesn’t do that ImagineTime does, but there are some, so we’re going to be closing those. We have a team of almost 10 developers working on this practically day and night, and we’ve got a list of a total of about 99 features, some very small, some larger, about 99 features total that we’re working on.
One of the big ones is the ImagineShare integration to Mango. We have had unbelievable response from you folks on ImagineShare. We’ve added over 1500 users in ImagineShare this year alone. If you aren’t familiar, it’s really the whole idea of being able to securely send documents straight within the workflow that you use today, within your email platform. It works extremely well. It’s very easy to use. It replaces primarily ShareFile, or SmartVault, or SafeSend, those type of applications, but it’s a lot easier to use, and frankly less expensive than those applications. We want to have that fully integrated into Mango.
What does that mean? Someone had asked about will we have eSignature integrated into doc management, that’s what it means. We’ll have eSignature and ImagineShare right within the doc management solution that Tim has within Mango. One of the things, ImagineTime today has a doc management solution, but it’s not nearly as robust as what Tim has provided. ImagineShare isn’t really structured to be a document management solution, although you can do that, that’s not really how it was structured. Now we have it, and that’s why it’s so important to fully integrate those two things. That will be done, Chad promises me, by January 15th, right Chad?
I just broke a sweat.
No. You’re already sweating. No, we’re working hard on that. That’s really important. Here’s another one. In the reports in ImagineTime today, as I’m sure you know, many of them or some of them it’s very difficult to export them to Excel. That’s a frustration. That’s a structure of the way the database works. By mid-January in Mango all reports will be able to be exported to Excel and PDF. We have a few of you that are really banging the door asking us for that capability, so that’ll be there.
I mentioned the SuperBill invoice template for February. User activity logs, so the ability to see what your team is up to in the system. How often they’re logging in. How long they’re in the system. Where are they spending most of their time. I’m not sure if you’re familiar with what kanban boards are, but they’re a phenomenal way to track task management and resource planning. I think you will be blown away by what we’re developing for Kanban boards. Custom report generation.
Here’s one, SMS notifications. I’ll bet you know that your clients respond a heck of a lot faster to text than they do email. It’s certainly what I know with, whether it be friends, or family, or clients, they just respond faster via text, so we’re going to have that fully integrated and you’ll be able to text from within the system.
Direct messaging within the firm, what does that mean? Well, anybody that uses Slack or any of the other direct messaging systems, we’re going to have that native within Mango so your team will be able to communicate without having to leave the system. Then finally the mobile app, which is actually a long ways down the road of being developed already. It’s already completely, the solution’s completely mobile friendly and mobile capable, but having an app is something folks like to have.
Those are the high level items, and they fit with a couple of the questions that we got in the Q&A. I’ll keep going. Let’s talk about migration.
This is the number one thing you’re probably wondering about when you think about, how in the world would I switch all of my data over from ImagineTime to Mango? Well, believe me, it’s the number one thing for you and it’s the number one thing for us. It’s imperative we make that as simple and easy as we possibly can. We’ll give you the ability, we have pre-built queries where you can export your client information, your open time slips and your open invoices. We’ll give you the ability to review those spreadsheets and then import the data. It should not take more than a day to complete all of those tasks. We’ve got that capability today, and it’s actually quite a simple process. Tim, I don’t know if there’s anything you would want to add.
Carl, I just wanted to chime in. Yeah, so big or small firm, it doesn’t matter the amount of data, the process is the same no matter the size of the firm. The process is very streamlined. We just get your data out, and with all ImagineTime users that’s going to be a easy process. It’s automatically going to build the spreadsheet automatically. Once we have the worksheet, we’ll review it, we upload it to Mango, we hit a button and all your client information, your open time slips and invoices will be in there.
Now part of the process is you’re not going to be doing this by yourself. We will be there with the implementation, with the training, to be sure that all your data’s coming in. We cross it back and tie all the numbers down to make sure that you have a complete import. It is, as Carl mentioned, a very streamlined process, so bringing the data over is not a problem at all. I’ll turn it back over to you, Carl.
Thanks Tim. All right, so last slide and then let’s get into the Q&A. We want to provide a special offer to all of our existing ImagineTime customers, if I can get the slide to move. One second. Here we go. This is for our ImagineTime customers, whether you’re on the ImagineTime hosted solution or the ImagineTime desktop solution. We essentially are providing the entire application. It’s all of the practice management elements, including time and billing, including due date, including reporting, integrations, et cetera, we’re offering that at, it would be $30 per user, per month for all the features that are highlighted. That’s a 45% discount off of standard pricing. If you want to add ImagineShare and the document management piece, it would be $40 per user, per month. You’re going to get all that capability for just $10 more per month.
This is the offer we want to put out there for those of you that are really thinking about moving before tax season, we want to give you an incentive to do that and let you know that we’re very comfortable in terms of the data migration in that time frame. More to come on this. Essentially you could have all practice management elements, including secure file sharing and document management, for $40 per user, per month. We’re excited to offer that to you. Then finally, let’s jump into the Q&A.
Let’s see. Where are we on time?
Carl, I’ve been trying to jump through these questions as we go, but there’s been a few questions regarding ACH and credit card fees maybe that Tim could jump in on those. Then I’ve been able to touch on a lot of these already.
Yeah. Let me hit that. We’ve been talking about this awhile, and our customers have given us good guidance on this. We have partnered with OmniFund for years, and they’re a solid company and a good solution, but they, and like many other providers, the pricing can be quite convoluted. It can be very difficult to diagnose what you’re actually paying in fees at the end of the day. We are going to cut through all of that and have completely transparent pricing at, it’ll be 2.99%, regardless of card type, regardless of anything like that. I believe it’s 30 cents per transaction. 2.99 for all card types and 30 cents per transaction, so it’ll be very easy for you to understand what fees.
Now we’ve done a ton of analysis and found that that will save money over what any other providers are offering. Many advertise lower rates than that, but depending on card type you end up paying a lot more, has been our analysis. We’ll go through that with each and every one of you, if you’re interested, and give you an analysis of what you’ve been paying versus what you’ll pay in the future. Our strong, obvious desire is to save you money on that and give you more transparency on how and what you’re being charged.
This is going to be released, both for ImagineTime desktop and for the Mango product, so both products will have that option for you, in addition to what you have with OmniFund. If you’re an OmniFund integration today, we’re not turning that off by any stretch, but we are just going to give you more options for that. I hope that helps.
Chad, what else are the biggies?
Well, I’m looking through here.
While you’re looking, Chad, there was a couple questions out here about historical data invoices that have been billed, regarding the data migration. I’ll go ahead and address that. You can bring over all your client data, open invoices. We can bring over invoice history. We do not bring in payments, but we can bring in that invoice history that will show the payment that was made against the invoice, so you can quickly and easily look up any invoice that you’ve ever billed your client.
As far as time records go, we bring over open WIP only, currently. Now, as we go along, we’re going to actually bring over more items as we go along, but currently it’s clients, open invoices, invoice history and WIP records. Hopefully that answered the questions that were out there.
Yeah, I want to highlight that. If there’s something that we’re not bringing over today that you want, this is not a yes/no answer, it’s a, what do you need? Let’s figure out a way to bring over everything you need. Standard it’s the things that Tim highlighted, but we can bring more if you need more, it just might take a little bit of head scratching on our side to automate it for you.
There’s a question that I saw regarding ImagineTime cloud versus ImagineTime desktop. Let me try to clarify to help you with that. If you’re using ImagineTime cloud, what that is, is it’s the ImagineTime desktop product that you’ve always used and we’re hosting it in Google Cloud for you. It’s not hosted in your environment. We’re taking on the hosting so that it’s more mobile and available on multiple devices, et cetera. It’s still the ImagineTime desktop and interface product that you’ve always used and always been familiar with. That’s the ImagineTime cloud, or sometimes called the ImagineTime hosted product. You really have the ImagineTime desktop, the hosted ImagineTime desktop and the Mango solution. Those are really the best way to think of the three of them. I hope that helps.
Jerry had asked a question about a backup plan when internet or Mango site is down. Let me go ahead and answer that. Mango’s been on the web for five years now. We really haven’t had any down time. I mean, there was maybe a blip for a minute, it was a log file, but for the most part the site is not down. We do refresh the site every night at three or four AM in the morning, which doesn’t affect anybody, and we do maintenance at that time as well. We’ve never had any incidents where the site has gone down, you’ve not been able to get to your client data.
As far as backups go, there’s always mirrored backups being done and continuous backups being done, so data is backed up all the time. As far as-
Go ahead, Carl.
Maybe you can hit, could they download their own data?
Yeah. With the ability to export reports, there is an ability to get your data out, down to your local machine, via an Excel spreadsheet. Your data is never held hostage on the web. You can always access your data, you can always take it down to your local computer. As far as the actual data that’s residing on the cloud, it’s backed up continuously, which they call point in time backup. We’ve never had any disaster whatsoever. We’ve never had to implement it. Never been a problem with the site down. It’s been very smooth running.
Mark had asked, and there were a couple of questions about eFileCabinet, and I want to give you an idea of what our overall strategy is. When we talk to firms, what we find is, not everyone is this way, but there are a lot of firms that are using point solutions for different requirements. You might use ShareFile for secure file sharing. You might use ImagineTime for time and billing. You might use ImagineTime for just time, and QuickBooks for billing, and then eFileCabinet for document management.
This is very common, where firms sort of have this Frankenstein practice management solution put together that can be very expensive and sometimes not very well integrated. Our strategy is to provide everything you would possibly need, with the exception of tax, but everything you would need to run your firm in one solution that is easy to use, better integrated and less expensive. That is what we’re after.
Mark’s question about, can it import eFileCabinet document management? I’m not sure if any of us know that answer. We’ll give it a shot here, but what Mark is asking is right at the heart of what we’re trying to accomplish, is give you that eFileCabinet like capability in your core practice management solution.
Yeah. Go ahead.
Currently, so basically if you have two monitors up, you can drag and drop documents, for example out of eFileCabinet over into Mango. What our past users have done, firms that come on board and they’re using another solution, what they’ll do, as they’re doing a tax return for the current year, they’ll have eFileCabinet open on the other screen and they’re basically just dragging and dropping documents. It’s a very quick process to do. When they do it a client at a time, eventually they have all the documents moved over. That’s the process currently. Not to say that there’s not going to be a better solution down the road, but that’s how you would get the documents out of your existing solution into the DMS for Mango Billing.
Mark also asked about general notes in a client file that are tied to specific dates but not necessarily a project. Yes, you can put notes on a project. You can also create a general note history in the client. You can set those notes up, they’re dated, you can categorize them, and there’s different things you can do with those notes. You can have notes at the client level.
Great. Okay. A bunch of questions related to, what if I’ve already paid my annual ImagineTime bill? Well, good news, we’ll prorate it for you. If you’re six months through the year, we’ll give you six months credit for that proration. We’re not going to stick it to you twice, so to speak. We’ll give you credit for time you’ve used the system. That’s whether you’re on ImagineTime cloud or the desktop product, either way. Whatever works.
Tim, a question here, can you scan directly into a sub-folder? I’m not sure if we’ve got that yet. What do you know on that one?
You can drag and drop one document or multiple documents into any folder that’s selected. Again, each of the folders have permissions. I see it. Can you scan directly into a sub-folder? No. You can’t scan directly from, say for example a copier into a sub-folder. If you’re scanning documents, for example at your copier and they’re going into a folder on the server, you would drag and drop from that folder into Mango, if that’s what they’re asking.
Yeah, and Chad and I have talked about that, and Jason Goldfinger as well. That’s possible. Not yet, but it’s something that we’re thinking about developing. If that’s a big priority to folks, please yell at us, let us know you want that.
There’s no storage limit for documents. Andrew had asked the question. When you sign up for the plan, it comes with unlimited storage.
That’s right, and if you have vendors that are charging you to store documents or charging you a storage fee, you need to really think about that as a partner. Because storage today is very inexpensive, and there’s no reason a vendor should be charging you for storage of documents.
Let me address another question that Mark had. How do I get a one on one demo again? Just go to the website, Mark. There is a button out there, schedule demo. You’ll check availability, and you’ll get on the calendar, and it will be a one on one demo.
Lisa asked, how much training time do you include? As much as you need. We typically have found that training goes pretty smooth. Since the platform is very user friendly, it’s very easy to use, training goes smoothly with that. We assist with the implementation, the importing, we assist with the training. To give you a time frame how long that takes, again, we’ve done big and small firms, we’ve had meetings with 15, 25 people in one meeting. We go through time tracking and the time tracking can be done in 30 minutes.
Another thing I’ll point out is there is in app chat, so there’s a chat wizard within the application. If there’s any questions, instead of emailing or calling you could go right into the chat wizard with the question and get an answer to your question quickly.
Right in the screen that you’re working on.
Yeah, right in the screen.
Real quick, a question about seasonal employees. Absolutely, if you need to add employees January through March, or April, or even just for one month, you can do that within the application. You can add users, turn users off. You have those user controls yourself straight within the application. Just the best way I can put it, you can turn them on and off as needed.
Yes. Another question, there’s a lot of them so I’ll go through them quickly. I’ll hit the ones that I can see, Carl, and you can hit the ones that you see. Is there a way to show staff member that worked on the client in the time and expense? Yes.
When you go into the client record and you want to see the open WIP for that client, it will clearly show the staff, the activity, the engagement, the time row by row. Same thing when you’re invoicing, you can drill down and view all the time records prior to invoicing, so you can see all that information. Invoices can be edited right on the screen. There’s not a … Yeah, they can be edited right on the screen.
Beverly, on credit card interchange fees, there are no other fees other than what we discussed. It’s actually at the heart of what we’re trying to get to. I don’t know if any of you have ever tried to dissect your processing fees or your credit card fees, it’s not easy to figure out and you’re probably paying more than you realize. We are going to be fully transparent on the pricing. There will be no other fees than what we’re showing, the 2.99 and the 30 cents per transaction. No other fees.
Melody wants to know the URL. It’s just simply mangobilling.com. Mangobilling.com, that will take you to the website.
Just looking through the list. Chad, Jason, Thomas, if you see any you want us to hit, please yell. We’ve got over 70 questions here and we’re just getting through them as we can.
There’s questions regarding pricing and if the discount is annual or just for the first month. Maybe we could touch on pricing just a little bit more in depth.
Yeah, including eSignature as well.
Yeah. That’s the annual price, and we’re not going to … How would I best put it? Any future increases in price, if there are any, would be commensurate with normal and acceptable price increases, if there are any. We’ve none planned, but just like with your clients you can’t guarantee pricing forever, but you’re also not going to double folks pricing, and you’re going to be fair to your clients in the normal operation of business, is the best way I could address it. I hope to illustrate that is how we’ve handled pricing since our beginning of time. We try to be very fair and any price increases we take very seriously.
Melody asked about due dates set up automatically for tax returns, or is this a manual function of the user? Basically you set up your project one time as a template, and you can clone that out to all your clients. One of the features in Mango is when you segment your client list, you could, for example, say go find all my individual clients, and it will segment that list, and I want to assign out a 1040 tax return type project to all those clients. You can clone those out in batch all at one time, or you could set them up individually.
Another thing I’ll point out is once you set it up, they do repeat. As you complete a task, the next cycled task, whether it’s annual, monthly, quarterly, semi-weekly, will automatically be set up. It’s a perpetual type system.
I’ve noticed too there’s been several questions about the level of integration with QuickBooks.
You want me to take that, Carl?
Yeah, please do. Good question. Highlight online and desktop.
Definitely. Yeah, there’s information out on the website regarding the QuickBooks integration. We do handle the desktop integration and the online. Basically we push data, in a nutshell, from Mango to QuickBooks. You’re going to use the Mango Billing platform to do your invoicing, so we’re going to push the invoices to QuickBooks. You’re going to do your cash receipts in Mango, we’re going to push those cash receipts to QuickBooks. You’re going to do your deposits in Mango, or group your cash receipts as a deposit for reporting purposes, but we push that deposit to QuickBooks, whether it be desktop or online. Basically you will get the information in QuickBooks that you need to reconcile cash, for example.
Now as far as reporting goes, I think you’re going to find that the reports in the report center are going to be more comprehensive and there’s just better practice management reports in the report center, which is where most of the data’s going to be anyway, for realization, your time reports and everything else. We do not push any time records to QuickBooks. We just don’t think it’s necessary to bloat up QuickBooks with all that additional data.
Hey Carl, right now we’re just looking at your Zoom webpage.
Okay. I thought I was sharing. Okay, sorry. Someone had asked to re-share the pricing page.
There you go.
Is that showing now?
Okay. Very good. There was a question about, are we separate companies? No. We are one company now. We are partners. Tim and I, we’re all one. Mango Billing and ImagineTime are the same company. We just, the transaction just closed a couple of weeks ago so we haven’t done all the branding mergers, we haven’t merged the websites. There’s certain things that we’re doing, it’s just going to take a little while. We’re one company and one team. Hope that clarifies.
Let me define a user. There’s a question out here, Carl, regarding what a user is. A user is anybody, or team members, anybody that logs into Mango. They would be … It says, can a user ID be shared? Not really. I mean, I suppose somebody could log in as John Doe, but John Doe would be one user within Mango, and only time could be tracked to John Doe. Each user is independent in the system. I don’t know if that answers the question or not.
We’ve got three more minutes. We’re going to try to fly through a few more, and then we’ll follow up directly with, try to answer everything. If you have more questions, obviously we’re here. You can reach out to us through the phone line, you can email us, you can go to the Mango website, the ImagineTime website. Lots of ways to get to us. If you call the support line, of course, and go through the sales line, or go through the support line, we’ll get the questions answered.
The product is available today. It’s been available for five years, and so anybody that … There was a question here wondering how long until they could begin using it. It’s immediate.
Hey Carl, Angela asked a question here, can I enter time for another person? Certainly. If you’re a manager and you have the permissions to access another staff time sheet or time card, yes, you can enter time for that person. You can view their time sheet. A manager can view anybody’s time sheet, but we do have permission profiles, so if you’re limited and you’re just a limited user, you can’t have access to other people’s time sheets, by design. A manager or admin could enter time for any staff within the organization.
Carl, do you mind switching to the last slide with our contact information as well?
There were some questions around how long is the discount valid for? If you guys sign up at that discount price, that’s your price moving forward. It’s not just good for one month, that’s going to be your price moving forward.
As Carl was discussing.
Hey Scott Frick. You’re worried about how long does the discount last. This is intended, we have a bunch of clients, and in the poll question it showed that, let’s see, 23% of you or 27 firms are interested in moving before tax season. We put this together with those folks in mind. If you’re not able to do it within tax season, we’re going to be completely reasonable with you, Scott, and we’ll create something that works well for your firm.
Okay, we’re at the two o’clock hour. Again, so grateful you took so much time to spend with us. We will do everything we can to get all of these questions answered back out to you. They’re great questions. I appreciate the interest. I want to thank Tim so much for joining the ImagineTime family. Last thing I’ll say is, all those folks that have supported you for years on ImagineTime, Paula, Tom, Brenda, Shannon, Chad, Donna, they’re going to be supporting you on Mango. We’re in the midst of getting them fully trained on the application to be your support team for this product as well. Thanks to everyone, and have a wonderful holiday season.
Thank you everybody.