Getting Started

/Getting Started
1 01, 2020

Credit card processing in the field & integration with QuickBooks Merchant Services

By | 2020-01-02T09:34:45-08:00 January 1st, 2020|Getting Started, Mobile, User Tips|1 Comment

As shown in our weekly webinar and in our videos on Vimeo, Intuit Field Service Management comes with seamless integration to “QuickBooks Merchant Services with Web Store”.

There are two ways to take payment in the field:  Fully-integrated, and Partial Integration.

“Fully Integrated Payment Option” means:

  • Your tech uses the IFSM mobile app to prepare the invoice and to process the payment, and
  • The IFSM invoice synchronizes into QuickBooks with the Paid Stamp.
  • Fully Integrated credit card payments are accepted by direct manual entry inside the IFSM mobile app.
  • If the payment was not taken in the field then your office will process the payment.  Your office users can type in the credit card information through the IFSM web interface, process the payment, and the Invoice will sync into QB with the Paid Stamp.

Ready to get the full-integration feature activated for your team?

  1. Your office manager/admin logs into his or her IFSM account.
  2. Click on the Settings tab on the right hand side.
  3. Click Financial.
  4. Click QBMS Integration.
  5. Intuit will need to provide you with a connection ticket so IFSM has authorization to integrate with your QBMS.  To get your “QuickBooks Merchant Services Web Store” and your Connection Ticket, call Intuit QBMS at 877-212-6771.
  6. Follow this QBMS Integration Guide to setup the integration.

Please note:  the integrated invoice+payment occurs only with the IFSM and QuickBooks Merchant Services + Web Store.

“Partial Integration Option” means:

Keep in mind that Intuit also offers a different mobile payment system called GoPayment (GoPay).  GoPay (as well as Square) are applications that run separately from the IFSM mobile app.  Payments by credit card swiper (GoPayment, Square, etc.) are examples of “partially-integrated payment”.

  • Partial Integrated credit card payments are accepted by chip reader and card swipe and are taken outside of the IFSM mobile app.
  • If you use “partially-integrated” payment systems: At this time, the GoPayments and Square solutions integrate with QuickBooks directly, but their chip-readers and swipers won’t receive data from Corrigo’s IFSM app.  If you make an invoice using IFSM but aren’t using the correct QBMS+Web Store system, but instead you take a payment via GoPay/Square….the approved invoice will later sync from IFSM into QB as “account receivable” and you’ll need to manually relate the GoPay/Square monies with the Invoice inside QB.
  • IFSM customers using partially-integrated payment systems (GoPayment, Square, etc.) will benefit from a lower “transaction fee” (as compared to the manually-entered rate) and won’t need to manually enter credit cards in the field.  The trade-off is the invoices in QB must be manually associated with the payments in order to get the Paid Stamp to appear on each invoice.

Updated March 2018

9 01, 2019

Tracking inventory usage by your field service team

By | 2019-01-09T14:35:25-08:00 January 9th, 2019|Getting Started, User Tips|0 Comments

Tracking inventory usage by your field service team is easy with Intuit Field Service Management, powered by Corrigo!  “IFSM helps your field service business get more work done, get paid faster, and streamline payroll processing.  When looking at increasing productivity and improving cash flow, the “IFSM” enables your service technicians to document their work in several ways that help you track and manage inventory for your business inside QuickBooks.

How to track field service technician inventory

Summary: QuickBooks tracks how much inventory you have.  All versions of QuickBooks do this.  Further, QB Enterprise Platinum tracks inventory on each technician’s truck – as well as your warehouse.

When you approve an IFSM invoice and that invoice syncs into QB…the synchronization process updates the inventory levels inside QuickBooks , regardless of version.  If you have QB Platinum we also deduct inventory from the appropriate truck.

Voice To Text Work Done Description

First, your field service technicians can dictate the description of work done into the “work done description”.  This is basically the same information the tech would have hand-written onto the paperwork if he was not accessing IFSM via the mobile app.

Activating the microphone, the tech can say “Replaced two twenty by twenty-five Honeywell air filters”, which will then appear on the documented work order.  We demonstrate this voice-to-text feature in our videos.

Creating a Mobile Invoice

Second, your field service technicians can prepare a mobile invoice inside the IFSM app, specifically selecting parts and services from a list.  When creating the invoice your field service team is working from a synchronized copy of the “Item List” in QuickBooks.  Any inventory parts, non-inventory parts, group items, and services in QB are synchronized with IFSM so your office workers and your field technicians can prepare accurate invoices.

For example, when your field technician uses the mobile invoice area on the IFSM app, he can search for “air filter” and select the appropriate air filter from the search results, i.e., “20 x 25 Honeywell” air filter”.  The tech is simply documenting the item and modifies the quantity.

mobile-invoice-select-item

Which parts need to be re-stocked?

Field service companies frequently find themselves asking “do I need to re-stock inventory?”  You can answer this question two ways:

  1. Run the Price List Items Usage Report in IFSM to see which parts have been used (and by whom) for a desired date range. Based upon this information you can order replacement parts.
  2. Run an Inventory report in QuickBooks. All versions of QuickBooks allow you to specify which parts are inventory (versus non-inventory), as well as the total number on hand.  If your business is using QB Enterprise Platinum Edition you can also specify inventory locations for your warehouse and each of your trucks.

price-list-items-usage-report-in-IFSM

 

Most of our IFSM customers prefer #2, and manage inventory inside QuickBooks.  Inside your QuickBooks you can look at your reports, as well as the Products and Services screen, to see your inventory levels.  Here you can see several inventory parts with “filter” in the description, with their remaining quantity, re-order points, and more.

parts-and-services-in-QBO-small

Truck-level Inventory

Often an HVAC company will want to know who is running low on “20 x 25 x 1 Honeywell” air filters.  By looking at the standard QB inventory reports you can see how many items you have for each inventory item.

If you want to see exactly where each inventory item is located you’ll need QuickBooks Enterprise Platinum Edition to configure and track inventory in multiple locations. Formerly called Advanced Inventory, QuickBooks Enterprise Platinum Edition allows you to map each service technician truck to a unique inventory location inside QuickBooks.

quickbooks-inventory-quantity-on-hand-by-site-platinum-edition-small

With Platinum Edition, when you receive new inventory you use QuickBooks to add it to the warehouse.  As you provide inventory to your service techs you use QuickBooks to track the transfer from warehouse to Chuck’s Truck.  When the invoice syncs from IFSM into QuickBooks, Chuck’s Truck will decrement inventory accordingly based upon the inventory items on his invoices.

Watch how the IFSM updates the inventory inside QBES Platinum Edition during the synchronization process.

 

12 09, 2017

Driving Directions on the IFSM mobile app

By | 2017-09-12T09:36:36-08:00 September 12th, 2017|Android, Getting Started, iPhone, Mobile, User Tips, Work Order Wednesday|0 Comments

This month’s Digital Dispatch article covers how your techs can use the Intuit Field Service Management mobile app to access driving directions from their current location to the service address, take a customer signature in the field, and more.

Intuit Field Service Management (IFSM) helps you get more work done through smart scheduling of the right technician for the job, real-time dispatching, and IFSM helps your techs make smart decisions out in the field regarding servicing or replacing customer equipment, and more!

This article is part of Corrigo’s monthly tips for users of Intuit Field Service Management! Tips are posted on our News & Blog link here at https://quickbooks.corrigo.com/news

Driving Directions

• Inside the mobile application, click on “Service Address”
• The IFSM mobile app launches the default mapping app
• The mapping app shows your current location and how to get to the service address

driving directions

Click to view video showing driving directions on the IFSM mobile app

Support

Questions about mobile alerts? Call our IFSM Support team @ 800-517-2871

If you have questions about how to use Intuit Field Service management, use the Search on this website via the magnifying glass on the upper right of your screen. Articles, videos, and pages related to your search term will appear as green links in the search result. Click on the green link to see the result in full-screen view. You can also call our Corrigo Support team Monday – Friday, 8AM ET to 8PM ET at 800-517-2871.

Corrigo has partnered with local experts providing value-added services for both QuickBooks and Intuit Field Service Management. Our local experts can provide consultative initial setup, configuration for your office and training for your office and your field techs. Our local experts are listed here: https://quickbooks.corrigo.com/local-experts/

21 08, 2017

Configuring Customer Notifications and Technician Mobile Alerts

By | 2017-09-12T09:30:42-08:00 August 21st, 2017|Android, Getting Started, iPhone, Mobile, User Tips, Work Order Wednesday|0 Comments

This month’s Digital Dispatch article covers how to setup and configure features that increase productivity and streamline communications with your customers and your field technicians.

Intuit Field Service Management (IFSM) helps you get more work done through smart scheduling, real-time dispatching, and IFSM helps you streamline real-time communications between your office workers, your field technicians, and your customers, thereby helping you increase productivity.

  • Customer Notifications keep your customers up-to-date with the status of their work order.
  • Alerts keep your technicians up-to-date with work order appointment changes.

This article is part of Corrigo’s monthly tips for users of Intuit Field Service Management! Tips are posted on our News & Blog link here at https://quickbooks.corrigo.com/news

Customer Notifications

• Inside the IFSM office browser interface, click Settings/Customers/Notifications
• Select any of the nine (9) work order statuses which will cause an notification to occur
• Compose desired text to be included in the email message
• Select which template will be sent as a PDF attachment containing the work order information

Customer Notifications – click for larger view

Questions about Customer Notifications? Call our IFSM Support team @ 800-517-2871

Technician Mobile Alerts

• Inside the office browser interface, click People, select the desired technician, and click Alerts Edit (on the right side beneath the technician Map area)
• Select which type of alerts are desired (email or via pop-up on the IFSM Mobile App)
• Select any of the ten (10) work order types will cause an alert to occur
• Define how to handle if an emergency work order has not been picked up

Technician Mobile Alert – click for larger view

Alert Settings – click for larger view

People Details and Alerts – click for larger view

Support

Questions about mobile alerts? Call our IFSM Support team @ 800-517-2871

If you have questions about how to use Intuit Field Service management, use the Search on this website via the magnifying glass on the upper right of your screen. Articles, videos, and pages related to your search term will appear as green links in the search result. Click on the green link to see the result in full-screen view. You can also call our Corrigo Support team Monday – Friday, 8AM ET to 8PM ET at 800-517-2871.

Corrigo has partnered with local experts providing value-added services for both QuickBooks and Intuit Field Service Management. Our local experts can provide consultative initial setup, configuration for your office and training for your office and your field techs. Our local experts are listed here: https://quickbooks.corrigo.com/local-experts/