Account Applications

info

Accounts were formerly called "Productions", and Account Applications were formerly called "Production Applications".

An Account Application is an online form a customer fills out to open a new account with you. When you approve it, you convert it into an Account with one click. You don't have to retype anything.

Find them in the Dashboard under Inbound → Account Applications.

Application types

There are four types of Account Application:

• COD Account Application
• Net 15 Account Application
• Net 30 Account Application
• Student Account Application

All four use the same form. The Net and Student applications can ask for extra information on top of the COD form.

As a rule of thumb, a COD account suits a small job that pays by credit card, like a commercial. A TV show or feature film is more likely to ask for a Net 30 account.

Where customers find the application

If you have a Propcart Pro Webstore, the application links appear in the New Account section of your Forms & FAQs page. You can hide the application types you don't offer.

You can also email a customer a link to an application. Click the Request button at the top of the Account Applications page, choose the terms, and send. If you don't have a Propcart Pro Webstore, the link opens an application form on the Propcart Marketplace. You can edit the wording of this email in your email template settings.

What the customer fills out

The application has four steps. As the customer moves through it, a summary of their answers appears beside the form. They can go back and edit any step before they submit.

1. General

The account name, the company, the type of project, the show or job name, and the billing address.

2. Billing

• How they'll pay (for example, credit card)
• Whether invoices should be sent by email or by mail
• Start and wrap dates
• Certificate of insurance (COI) expiration date
• Whether they're out of state, or renting for resale

The customer also uploads documents here. The defaults are:

• Signed rental agreement
• Certificate of insurance
• Tax exemption certificate

These document upload/dropzone options can be modified and made required or optional.

tip

Make the signed rental agreement and the certificate of insurance required. Required documents are marked with an asterisk, and the customer can't continue without them.

3. Contacts

Each application lists contact slots, such as Production Contact, Accounts Payable, Coordinator and Set Decorator. Some slots are required. By default, only the Production Contact is required. The customer can click Add Contact to add more people.

For each contact, the customer chooses:

Option	Meaning
Is Authorized Buyer?	This person is allowed to place orders.
Include on Order Emails?	This person gets order emails, like quotes and checkout sheets.
Include on Billing Emails?	This person gets billing emails, like invoices and payment receipts.

Each option has a tooltip that explains it. Some options start switched on for certain contacts. For example, Include on Billing Emails? starts on for Accounts Payable, because that person needs your invoices to pay them.

note

Propcart can change which contacts and documents your application asks for, and which ones are required. Contact Propcart support to change them.

4. Review

The customer checks their application and enters their name and email address. They can also add notes. Then they certify that the information is correct and submit.

After the customer submits

Two emails are sent:

1. To the customer: confirms you received their application and lists what they submitted.
2. To your sales email: tells you a new application has arrived and links to it on your Dashboard.

The new application also adds to the red count on the Notifications bell until it's resolved.

Credit card authorization

If you use the Propcart Stripe integration, the customer sees an Add Credit Card Authorization button after submitting. Encourage customers to complete it. Their card details are stored securely in your Stripe account and linked to the application, and to the Account you later create from it.

See Credit Card Authorizations for how this works.

Reviewing an application

Open an application to see:

• The account, company, address and project details
• Terms, payment method, billing method and insurance expiration date
• Payment authorization status
• Uploaded documents
• Notes and contacts
• An activity log of everything that has happened to the application

Actions

The menu next to Convert to Account has these options:

Action	What it does
Resolve / Unresolve	Marks the application as handled without creating an Account. Use this for a duplicate application, or for an applicant you don't want to take on.
Email Acceptance	Emails the applicant that their application was accepted. You can edit the message before you send it.
Email Denial	Emails the applicant that their application was not accepted, with room for you to add the reasons.
Payment Auth → Request Authorization	Emails the customer a link to authorize a credit card. Requires Stripe.
Payment Auth → Copy Authorization	Copies a completed card authorization to an existing Account.
Payment Auth → Delete Authorization	Removes the card authorization from the application.

To attach documents to your acceptance and denial emails, such as your rental agreement, go to Settings → Inbound Requests → Account Application Settings.

Converting an application to an Account

1. Open the application and click Convert to Account.
2. Choose the account's Terms.
3. Check whether the applicant's company is already in your Dashboard.
   • If it is, select it in Parent Company or Studio.
   • If it isn't, type its name there to create it.
   • If you don't want to link the account to a parent company or studio, leave the field empty.
4. Check the Account Name. It must be unique. If an account with that name already exists, you'll be asked to choose a different name.
5. Click Continue Converting.

You can then go to the new Account. Its contacts, address, billing details, documents and card authorization are copied over from the application. Details that don't have their own field on the Account, like the job name and PO requirements, are added to the Account's notes.

Converting an application also resolves it. The application's Convert to Account button becomes Go to Account.

tip

If a customer started a card authorization but didn't finish it, the Account shows that a payment method is required. You can delete the unfinished authorization from the Account. Wait a few days first, in case the customer is still completing it.