Everything Maltix Financial Training Programme Anita

Everything Maltix Financial Training Programme

Introduction

This training programme is designed for the Lares VA team and any staff involved in the management of Maltix Financial services, including the process of adding all Maltix clients and utilising all Maltix modules. 

The goal is to provide a comprehensive and practical understanding of how our various platforms—from client-facing shops to internal accounting software—integrate and work together to create a seamless and automated workflow.

Upon completion of this programme, you will be proficient in managing client shops, handling subscriptions, processing payments, and ensuring accurate bookkeeping and accounting across all platforms.

Module 1: Clients Shops & Payment Gateways

Objective: Understand the creation and management of client-facing shops within TAWK.to and their connection to primary payment gateways.

1.1 TAWK.to Shop Creation & Management

• Lesson: Introduction to TAWK.to as a client-facing shop platform.

  • Creating product pages and services.

  • Setting up client-specific offerings and pricing.

  • Integrating the shop with the client’s website and other communication channels.

• Activity: Create a mock client shop, including a simple product and a service offering.

1.2 Payment Gateway Integration (Stripe, Square, PayPal)

• Lesson: How Stripe, Square, and PayPal are configured to handle transactions from TAWK.to.

  • Understanding the role of each gateway (e.g., Stripe for subscriptions, Square for in-person, PayPal for a wider range of payment options).

  • Reviewing Webhook and API key setups.

• Activity: Simulate a successful and a failed payment process using test accounts.

Module 2: Subscription Models and Maltix Billing

Objective: Master the creation and management of client subscriptions and the internal "Maltix Billing" process.

2.1 Subscription Model Setup

• Lesson: Designing and implementing different subscription tiers and billing cycles (e.g., monthly, annually).

  • Using Stripe's billing features for automated recurring payments.

  • Handling upgrades, downgrades, and cancellations.

• Activity: Set up a new recurring subscription plan in Stripe and attach a test customer to it.

2.2 Maltix Billing Workflow

• Lesson: The internal workflow for "Maltix Billing."

  • How sales from the TAWK.to shop trigger a new billing event.

  • The importance of transparent billing and client communication.

  • Creating and sending invoices manually for custom projects.

• Activity: Draft a custom invoice in Stripe or the relevant gateway for a one-off service.

Module 3: Automation & CRM Integration

Objective: Learn the core automation processes that connect the front end to the back end, with Capsule CRM as the central hub.

3.1 Maltix Shop to Lares VA Automation

• Lesson: Understanding the automation sequence initiated by a client purchase.

  • Using a "no-code" platform like Zapier or Make.com to connect TAWK.to, payment gateways, and Capsule CRM.

  • Tracing the journey: from a completed TAWK.to checkout session to a new client record in Capsule CRM.

• Activity: Map out a new automation "Zap" or "Scenario" on a flowchart, detailing the trigger (e.g., "new Stripe subscription") and the actions (e.g., "create a person in Capsule," "add a tag").

3.2 Capsule CRM Management

• Lesson: Utilising Capsule CRM to its full potential.

  • Creating and updating contact records and organisations.

  • Setting up custom fields to harmonise with client data.

  • Using "Opportunities" and "Cases" to manage projects and client support.

• Activity: Enter a new, hypothetical client into Capsule CRM, including an associated "Opportunity" for a future project.

Module 4: Bookkeeping and Accounting Services

Objective: Understand the role of our accounting tools and how to maintain accurate financial records.

4.1 Xero and FreeAgent Integration

• Lesson: The importance of Xero and FreeAgent for financial health and compliance.

  • Connecting Stripe, Square, and PayPal accounts for bank feed synchronisation.

  • Reconciling bank transactions with invoices and expenses.

• Activity: Log in to a test Xero or FreeAgent account and reconcile a series of payments and expenses.

4.2 Dext for Receipt and Invoice Processing

• Lesson: Using Dext as the primary tool for digitising financial documents.

  • Submitting receipts and invoices via email or the mobile app.

  • Understanding Dext's AI-powered data extraction and its seamless publishing to Xero or FreeAgent.

• Activity: Upload a few test receipts to Dext and publish them to a test accounting software account.

Module 5: Comprehensive Workflow and Reporting

Objective: Tie all the individual pieces together into a cohesive, end-to-end workflow and learn to generate key reports.

5.1 End-to-End Workflow Review

• Lesson: A final walk-through of the complete process:

  • A client purchases a subscription from a TAWK.to shop.

  • Stripe processes the payment and charges the recurring fee.

  • Automation via Zapier/Make creates a new client and opportunity in Capsule CRM.

  • The transaction appears in Xero/FreeAgent via a bank feed.

  • Dext is used to process any related supplier invoices or expenses.

• Activity: Write a step-by-step procedure for a new client onboarding, from initial purchase to final bookkeeping entry.

5.2 Reporting

• Lesson: Generating key reports from each platform to monitor business health.

  • Stripe: Revenue and subscription growth reports.

  • Capsule CRM: Sales pipeline and task management reports.

  • Xero/FreeAgent: Profit & Loss statements and balance sheets.

• Activity: Generate and analyse a basic P&L report in Xero for a test period.