News & Blog: Field Service Management for QuickBooks

/News & Blog: Field Service Management for QuickBooks/
18 11, 2019

Happy Holidays from Corrigo

By | 2019-11-20T09:20:37-08:00 November 18th, 2019|Announcements|0 Comments

The Corrigo and Intuit Field Service Management wish you lots of family, fun, and food! Thank you for your business in 2019, and best wishes for a happy holiday season!

Holiday hours for November and December 2019 – Corrigo Sales & Support will be closed:

  • November 28 & 29, back in the office on December 2nd

  • December 24 & 25, back in the office on December 26th

  • December 31, back in the office on January 2nd 2020

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

6 11, 2019

Reauthorizing QBMS in Field Service Mgt

By | 2020-01-02T12:44:59-08:00 November 6th, 2019|Product Update|0 Comments

On November 12, 2019, Intuit will disable a legacy version of the payments API which Field Service Management has used for several years.  A new version of the API is available to developers and Corrigo has updated payment processing features in Field Service Management to utilize it.

If you use QBMS or Intuit Payments features in Field Service Management, you must take action on or before November 12 to ensure there is no interruption in your ability to take payments from your customers.

Follow the steps below to connect Field Service Management to your Intuit Payments account.

  • Log into Field Service Management as a manager
  • Click the Settings tab, click the Financial category on the left and then click QBMS Integration
  • If available, click the “Cancel QBMS” button to disconnect your account from the legacy API.
  • Next, click the “Connect to QBMS” button.
  • A new browser window or tab should open to the Intuit Payment Solutions login page.  Enter your login credentials.
  • Once logged into your Payments account, you should see one (or more) companies connect to Field Service Management.  Click the appropriate company.
  • On the next page, click the “Create New Connection” button.
  • If the connection is successful, you should see this message.

If you encounter errors during the login or connection ticket process on the Intuit Payment Solutions site, you may need to contact Intuit Payments support at 800-348-0254 or visit the Payments site at https://quickbooks.intuit.com/payments/ and click the Support.

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.