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Quickbooks Enterprise (Windows)

To get started with Quickbooks desktop you will need the email sent upon registering, this contains the .qwc file and username/password required to set up the Web Connector.

Once you have downloaded and installed the web connector you will need to add an application using the .qwc file provided in your welcome email. To do this you will need to open the "File" menu in the top left corner of the Web Connector application and select the first option "Add an Application". It will prompt you to select a .qwc file and you should select the one downloaded from your welcome email. Once it has been added you will need to provide the password which is also included in the welcome email.

If all is successful you should reach the following state:

To manually control syncs between Quickbooks and your Adminmatic control panel you can disable the "Auto-Run" setting. We recommend leaving it set to run automatically with a 5 minute duration between syncs. Setting this number below 2 minutes can result in slower sync performance if usage is high.

Once your first sync has been initiated it will need to import all of the data from your Quickbooks company file that is used by our system. This can take up to one hour for large company files, we recommend you don't use the control panel until it has fully completed this process.

Once the connector indicated that the sync has been completed you can login to the control panel and you should see your data (Customers, Employees, Items, Invoices). If data is missing you may need to run the sync again or wait until it has fully completed the import process.

To add a customer, select the "Create New Customer" button on the bottom left corner of the Customer page.
A window will pop up to enter in the customer's information. AdminMatic will generate a System Name for the customer. If the name already exists, you will not be able to move forward.

Names must be unique for each customer, which helps reduce duplicate entries. If a customer has multiple accounts, we recommend using a unique description after the customer's name (ex: Allen, Bob (Kay St)).

The job site address will reference the location where the customer's work will be done. The billing address is the mailing address and will populate on any invoices created for the customer.

There are a variety of other settings that are created in this window:

• Geographic Zone (see Company for additional information): The region a job site is location in
• Payment Settings: Preferred Method of payment (Cash/Check or Credit Card)
• Marketing Settings: Referral Method
• Terms: Payment Terms (None, Due on Receipt, Net 30, etc.) - Invoices will be generated with the terms selected here. For additional information, see Company.
• Tax Settings: Taxable/Tax Exempt; Tax Rate - Items on invoices will be generated with the tax settings selected here.
• Contact Preferences: Document Type - Mail (the customer prefers to have invoices sent by the post) or Email (the customer prefers electronic invoices); By Phone, By Email, By Mail - the customer has consented to be contacted by these methods
• Additional Information: Customer Sales Rep or other Customer notes

Customers with multiple accounts can be linked. Once created, customers will sync with QuickBooks.

A customer's home page contains the customer's details as set when creating the customer (see Create New Customer for more information). To edit this information, click the "Edit" button next to each section's heading. The Customer Job Site includes a Google satellite map of the address. There are various map features available to use:

• Map View: Change the map view (map/satellite) using the drop-down menu in the upper left corner of the map. Hide or display street labels by selecting the Label option at the bottom of the menu.
• Full Screen: Enter full screen mode by clicking the icon in the upper right corner of the map.
• Measure Distance: Use this tool to measure distances or square footages by clicking the "Measure" button in the bottom left corner of the map.
• Visual Adjustments: Adjust the Google Map camera to zoom in or out using the +/- buttons in the bottom right corner of the map.
• Street View: Zoom into Street View using the "Street View" button below the map.
• Move Map Pin: Move the pinned job site location by selecting "Move Map Pin" below the map. This will change the GPS coordinates of a job site based upon where the pin is relocated to.
• Customer Properties: Property features can be saved in this panel. Enter various information including property size, lawn size, garden size, driveway size, floor size, contact information and auto pay settings.
• Item Properties: Unique Item settings that can be utilized to generate reports, bulk emails and work schedules. Edit a customer's item properties by clicking the edit icon in the section's heading. Change the value of the desired Item Property and press "Done" at the bottom of the window when finished. For additional information on Item Properties see Items.
• Customer Actions: Use the "Customer Actions" button located at the bottom of the customer's home page to create leads, contracts, work orders, payments, or to print a customer summary.
• Communication: View a customer's email history (including contracts and invoices sent, portal sign-up reminders, email blasts and individual emails), send a customer an individual email, or create a letter to be sent through the mail.
• Portal Actions: A customer page is linked to a customer portal page where they can view their details, job site and billing addresses, property and item details as well as leads, contracts, work orders, invoices, payment and images.

The following are options under the Portal Actions menu, located at the bottom of a customer's home page:

• Linked Accounts: Link multiple accounts for one customer. This will enable them to view multiple job sites on one account.
• Preview Portal: Preview what the customer will see when they log into their account.
• Reset Password: Email a link to the customer prompting them to reset their password.
• Reminder Email: A customer will be able to sign up for the customer portal if emailed the account's sign up information. This is done by selecting "Reminder Email."

Access leads, contracts, work orders, invoices, payment, and files for a customer by navigating with the menu at the top of a customer's page. Utilize the various search boxes and date pickers at the top of each section to filter what is being displayed. Leads, Contracts, and Work Orders will auto-populate to an active status (see each corresponding section for additional information).

The customer portal page is where a customer can create an account with your business and view their contact/property details and item details as well as leads, contracts, work orders, invoices, payment and images. Customers can send a message to your business by selecting "Contact" from the menu banner across the top of their portal page.

Create a new Customer Property Setting by entering a property name, description, property type (on/off switch, text string, whole number, decimal number, date, date range, date picker, month picker, year picker) and default value for the setting type. Once created, customer properties are generated in the Customer page set as the default value (see Customers for additional information). To create a new Customer Property, click the "Settings menu" on the bottom right corner of the Customers Table page. Select "Edit Customer Settings" in the pop up window and enter the necessary information (name, description, type, default value, and visibility on customer portal). Select "Add New Setting" to create the new setting, and "Cancel" to cancel the changes.

Existing settings can be edited by clicking on the "Customer Properties" button at the bottom of an item's page.

There are four item types:

• Services
• Inventory Parts
• Non Inventory Parts
• Other Charge

The item type effects how usage can be inputted into a work order. Services, for instance, will require an employee to enter the amount of time they spent performing that service (ex: John spent 3 hours mowing a lawn).

Inventory parts, Non-Inventory Parts and Other Charges will require a tangible quantity be entered for the amount used (ex: 3 bags of cement), along with a vendor if applicable.

Adding an item can be done by navigating to the Items page and selecting the "Create New Item" button located on the bottom left corner of the page. Select the item type (Service, Inventory Part, Non-Inventory Part, Other Charge) and fill in the item's details:

• Item Name: Each item must have a unique identifier
• Parent Item Name (if applicable)
• Manufacturer's Part Number (if applicable)
• Purchase Unit(s) (if applicable)

Purchase Information:

• Cost: Cost per unit
• Vendor: Item source
• Description on Purchase Transactions: Description will be used when purchasing item from vendor

Sales Information:

• Sales Price: Price per unit; this will auto-populate on work orders and invoices (see Work Orders for additional information)
• Tax Code
• Description on Sales Transactions: Description will auto-populate in work orders and invoices (see Work Orders for additional information)

Inventory Information:

• Reorder Point (min): Minimum number of items left in inventory to order additional stock
• Max: Maximum number of item kept in stock
• On Hand: Number of item on hand
• Total Value: Calculated as the total value of an item on hand, in relation to the items cost
• As Of: The date the On Hand quantity was assessed

Estimate Information:

• Estimate Unit(s) (if applicable)
• Minimum Sales Quantity: The minimum quantity of an item that can be sold to a customer
• Estimate Notes: Information used to create customer contracts. Estimate Notes populate in the item's Estimator details in the contracts page (see Contracts for additional information).

Select "Create New Item" to create the new item. Once created, items will sync with QuickBooks.

If using QuickBooks Enterprise, you will need to create an item through QuickBooks and allow it to sync to AdminMatic from there.

Item details, settings, status and accounts can be edited from the Items page. Any information in the Items page that has been edited will need to be saved before leaving the page by clicking the Save Changes button located in the bottom left corner of the window.

There are five tabs across the top of the items page to edit various features and view its various usage:

Item Details:

The Item Details page displays the item's details (name, parent item, manufacturer's part number, purchase units), Purchase, Sales, Inventory and Estimate Information as entered when creating a new item (see Create New Item for additional information).

Additional information can be added on this page:

• Primary Department: The primary department the item will be used by/assigned to in a work order
• Item Terms: Any terms and conditions that may be applicable when selling an item, which will display on a contract and invoice.
• Vendors: Add vendors who supply the item here. To ad a vendor, select New Vendor under Vendor Actions from the top of the page. Vendor Name, Purchase Cost, Minimum Order Quantity and Suggested Price can be entered here.
• Preferred Vendor: One Preferred Vendor can be selected per item. This refers to the primary purchasing source for the item. If an item has a preferred vendor set, the vendor's information will auto-populate when usage is entered for that item in a work order (see Work Orders for additional information).
• Contracts: View active contracts including the item
• Work Orders: View active work orders including the item
• Invoices: View invoices including the item

Item settings and accounts can be edited by selecting the appropriate buttons at the bottom of the items page:

• Settings: Edit Settings
• Add New Item Property: Item properties are settings created for an item that can better define an item's various properties and scheduling requirements. Item properties can be used to generate reports and better organize an item. Create a new Item Property by entering a property name, description, property type (on/off switch, text string, whole number, decimal number, date, date range, date picker, month picker, year picker) and default value for the setting type. Once created, item properties are generated in the Customer page with set as the default value (see Customers for additional information).
• Deactivate Item: Click Deactivate Item to deactivate an item. This will hide the item from searches unless the search filter is set to 'Inactive.'
• Modify Accounts: Modify income, expense and asset accounts for the item. *If using QuickBooks Enterprise, you will need to edit an item's accounts through QuickBooks and allow it to sync to AdminMatic from there.

To create a new lead, select "Create New Lead" from the bottom left corner of the Leads page. Select a customer to assign the lead to, enter a title in the Lead Description box, any office notes (if applicable), whether or not the lead was requested by the customer, the urgency, and the crew and department the lead will be assigned to.

Select "Next" to navigate to the next page.

Here you can set planned dates for the lead. This acts as the lead's scheduling, and will also cause the lead to appear in the assigned crew's app schedules on the date set. You can also set a deadline as well as a sales rep to mark which employee will be assessing the work. Select "Create Lead" in the bottom-right to create the lead.

Once created, various work tasks that need to be assessed can be added under "Lead Tasks." Additional tasks can be added by clicking "Add New Task" or pressing the tab button on your keyboard in the existing task description text box.

Images can be added to task descriptions once a new task description has been created. Click the green button in the Images column of the lead tasks table to add images. Images can be uploaded in JPEG file format or selected from AdminMatic's database. Images do not have to be saved to the customer's account the lead is assigned to.

The lead's description, planned dates, office notes, deadline, and sales rep can be edited by selecting the "Edit" button at top-right corner of the page.

Task Descriptions can be deleted by selecting the red button with the trash can icon located in the far right column of the Lead Tasks table. At the bottom-left of the view, the lead's status can be updated.

Several lead action buttons are available at the bottom-right of the view:

• Print: Print a paper copy of the lead
• Email: Email the lead
• New Contract: Create a new contract linked to the lead
• New Work Order: Create a new work order linked to the lead

Select "Create New Contract" from the bottom left corner of the contracts page to start a new contract. Enter the new contract information:

• Customer: The customer/job site the contract is assigned to
• Contract Title: The name of the contract
• Contract Date: See below for more information
• Template: Sets a job template from your company's template list (see Company for additional information)
• Sales Rep: The employee writing the contract

If the customer has any existing leads, you will also be prompted to copy the lead tasks over in the event that you're creating a contract for one of these leads.

Select "Next" to go to the next page.

Here you will set the contract's financial information. There are 3 Charge Types:

• No Charge: The work being done is not billable
• Fixed Priced: The job has been bid out at a fixed price with predetermined time and material quantities
• Time and Material: The job will be completed and invoiced based upon the actual amount of time and materials used

In addition to setting payment terms, deposit type, and sales tax, you can also add office notes here and set several additional contract settings under the "Work Order Configuration" sub-menu on the right:

• Primary Department and Crew: Who will be working on the job
• Invoice Type: Upon Completion, Batch, or No Invoice
• Deadline: A deadline date for the contract
• Renewal Settings: Does not renew, prompt to renew, or always renew (recurring)

Select the "Create Contract" button in the bottom right corner of the window to create the new contract. To cancel, select "Close" located in the bottom left corner of the window.

Items can be added to a contract by selecting "Add Item to Contract" under the Contract Items table.

Templates can be used to add multiple items to a contract at once (see Company for additional information). From the Templates drop down menu next to the "Add Item to Contract" button, select "Load Template" to choose a preexisting template. Templates can be filtered by department or searched for under the "Select Template" menu. You can uncheck the box on the left of any template item to omit it, or uncheck the box under the "Tasks & Material Descriptions" column for any item to omit the given text from its description once imported.

A contract item's charge type, estimated usage quantity, price and tax code can be edited in the Contract Items table. If an item has any terms associated with it (see Items for additional information), they will autofill in the contract terms and can be edited with the "Edit Contract Terms" button underneath the "Office Notes" text box.

When all items have been entered, the contract items in the table can be saved as a new template to be used at a later time by selecting "Save as New Template" under the Templates menu. Item quantities and unit prices can be hidden from the customer view by clicking "Change Setting" in the bottom-right of the page and then selecting "Hide Contract Total."

All contracts contain a list of contract terms. Contract terms define all the parts of a contract that are not describing the job itself; including details such as how the job is going to be charged, how the job will be invoiced, how late payments are handled, and how the job is scheduled.

AdminMatic makes it easy to set up your boilerplate contract text and allow contracts to automatically generate their terms based on the contract's settings and what it contains. For more information on how to set up this default text used by contracts to automatically build terms, see the Company Settings section.

To manually edit contract settings, click "Edit" on a contract followed by "Edit Contract Terms at the bottom. On this view, elements of the auto-generated contract terms can be reordered or excluded from the final contract terms text. Beneath is a section where you can add any contract-specific terms that apply to this contract only and wouldn't be a part of any of the templated elements. Finally, on the right half of the window, you can see a preview of the contract terms text based on your selections.

Until a contract is sent, the contract terms will automatically regenerate any time anything on the contract is changed that affects terms, such as adding or removing an item or changing the deposit type. Once a contract is sent, the contract terms are locked and will no longer be auto generated. If you need to re-enable auto generation on a sent contract (to fix an error and resend, for instance), you can click the "Reset Terms" button at the bottom.

The Planner is a week view of planned work orders and has various filters and tools to help with scheduling. The planner will automatically open to the current week. To filter to a different week, use the date picker located at the top of the page.

To expand or minimize a day, hover over the numerical date at the top of the calendar to click +/- (expand/collapse). Work orders can be searched for in the Week Planner by using a customer's name in the 'Search Planned Work Order' Box. Click the filter to the right of the search field to access the Advanced Search options. Planned work orders can be filtered based upon charge type, invoice type, work order status, or various items included in the work order.

To filter the work orders visible in the Week Planner by a Department or Crew, click the All Departments/Crews menu from the top right corner of the page. Select the desired departments and crews to view and Apply the settings. Clicking on a Department Header will automatically select all crews within that department. To clear the filter, re-select the Departments/Crews drop down menu and click the red X at the top of the menu.

Additional Work Orders

All work orders that are not scheduled for the filtered week in the Planner are listed as Additional Work Orders on the left side of the page. Work orders with an In Progress status are listed in the upper box and those with an Not Started status are listed below; all are organized by work order age.

Additional Work Orders can be filtered by name, department/crew and various other advanced settings using the search fields located at the top of the section.

For scheduling purposes, Additional Work Orders with existing planned dates can be hidden from this list. Click 'Hide/Show Scheduled,' located directly under the headers In Progress and Unstarted Work Orders. Recurring work orders can additionally be hidden.

Work orders can be selected individually or in multiples to be edited or added to a scheduled day in the current week's planner. Select the work orders to be edited by checking off the box in the work order's log. Open the Edit Selected Work Orders menu from the bottom left corner of the Planner Page. Work order sales rep, primary department, main crew assignment, planned date information and status can be edited from here. Multiple work orders can also be selected at once to be printed.

You can view work orders on a map by selecting Show On Map from the top right corner of the page. The map view will automatically open with all active work orders plotted. The visible work orders can be edited using the tools at the bottom of the map:

• Planned: All work orders with a planned schedule date in the filtered week
• Additional: Includes all other active work orders without a planned schedule date in the filtered week
• Unstarted: Work orders with a status of Not Started
• In Progress: Work orders with a status of In Progress
• Finished: Work orders with a status of Finished
• Cancelled: Work orders with a status of Canceled
• Pin Color: Filter work order pins on the map by department color, or crew subcolor. Colors can be chosen in the Department & Crews page.
• Select Mode: Select work order pins to edit work order sales rep, primary department, main crew, edit planned schedule dates or status. To edit, select the various work order pins on the map and choose an option from the Edit Selected Work Orders menu on the bottom left corner of the page.

Once created, invoices can have various features edited:

• Invoice Title
• Invoice Date
• PO Number
• Sales Rep
• Office Notes
• Payment Terms
• Item Serviced Date(s)
• Item Tasks & Material Descriptions
• Item Tax Codes
• Sales Tax (entire invoice)
• New Payments to Apply

To edit these details, open the invoice from the invoice table and select the appropriate field to make changes to. Items, usage quantities, and rates cannot be edited from the invoice page. To edit these fields, the invoice must be deleted and changes made in the work order. To delete the invoice, select 'Delete' from the Invoice Actions menu located at the bottom of the invoice page. This will void the invoice and re-open the work order to enable edited. Once the desired changes have been made, re-invoice the work order using the 'Actions' menu at the bottom of the page (see Work Orders for additional information).

Invoices that are generated individually are auto-marked as Pending. This means that the invoice still needs to be reviewed before being sent out. If an invoice is marked as Pending, it will not be visible on the customer's portal for them to review. If ready to be sent, an invoice can be marked as Final by unchecking the 'Invoice Pending' box from the bottom of the invoice page.

Invoices can be sent by email or printed on paper. To issue an invoice, select the correspondence method from the Communication menu at the bottom right corner of the invoice page. A PDF copy of the invoice can be previewed by selecting 'View PDF'. If emailing an invoice, a pop-up window will open with an email body, options to add a cc email, any attachments to send in addition to the invoice and the email addresses associated with the customer's account. New email addresses can be added under the 'Select Contacts' portion of the window.

In the Company section an email body can be saved as a template for ease of use, which will generate for every emailed invoice.

Add a new piece of equipment by selecting 'New Equipment' from the bottom left corner of the Equipment page.

Fill in the applicable equipment details:

• Name
• Make
• Model
• Serial Number
• Type
• Weight
• Purchase Date
• Purchase Price
• Manufacture Year
• Registration Number
• Engine Type
• Fuel Type
• Description
• Vendor
• Crew
• Active
• Status
• Equipment Report (Determines whether or not the equipment will be displayed in planner views)

Once created, an image of the equipment can be uploaded in the Equipment Details page. Photos must be in JPEG format. Equipment photos do not filter to the File Manager page, they can only be managed on this page.

Once created, a piece of equipment can also have its logging type optionally set to miles, kilometers, or engine hours. Setting a logging type allows usage to be stores on the equipment and the creation of usage-based services.

Equipment services come in the following types:

• One Time: A one-time service scheduled for a particular date
• Date Based: A service scheduled to repeat every set number of days
• Detailed Inspection: A list of inspection questions to be filled out, can either repeat like date based services or function as One Time by setting the repeating frequency to 0 days
• Usage Based: A repeating service based on the equipment's usage value, being either miles, kilometers, or engine hours. This service type cannot be selected if the equipment does not have a logging type set.

To add a new service, navigate to the piece of equipment you want to add a service to and select the 'Add New Service' button on the bottom of the page. In addition to selecting a service type and filling out the applicable timing/frequency information, you can set a title, description, and reminder warning. Setting a reminder warning will cause the service to be highlighted that much time or usage before the service is due.

Planned dates can also be set on the right side of the window, which will assign a date and time for particular crews to work on the service and display it in the corresponding employees' app schedules.

A piece of equipment's services can be viewed by navigating to the 'Services' tab on the top of the equipment view, with completed services being accessible via the status menu on the top-right.

To create a new vendor, select the 'Create New Vendor' button on the bottom-right of the vendor list view.

Enter the vendor's first and last name and/or company name if applicable. A system name must be set, and must be unique from all other system names in your AdminMatic account. Additionally you can add the vendor's preferred email and phone number, and any additional contact information you wish to add.

Press 'Next' to navigate to the address section, where you will fill out the vendor's ship from address as well as the billing address. If both addresses are the same, you can fill out the first address and then click the green copy button located in between the two sides.

Press 'Next' again to navigate to the final section, where you can fill out the following:

• Vendor Category: A category for the vendor
• Preferred Contact Type: Whether the vendor prefers to be contacted by phone or email
• Found Vendor Type: Optionally set how the vendor was found (word of mouth, Google, etc)
• Vendor Contact: Optionally choose to set an employee to be marked as this vendor's point of contact
• Vendor Notes: Any additional notes you wish to store

Once created, payment terms can be set on the vendor by selecting the edit button above 'Additional Details' on the vendor's view.

Each image has its own collection of details and settings. The image size, file type, file size and date/time added to Adminmatic are all stored in the Image page.

Images can be opened by clicking on the thumbnail in the main File Manager page. Details including the Image Name, Image Description, Customer and Album assignments and Tags can be edited in this page.

Images can be displayed or hidden from the customer portal (if associated with a customer) and/or Live Feed. Checking off either option indicates that the image is actively on display.

Images can be downloaded in three sizes: thumbnail, medium or large. To print an image, Select the Print Image button located below the image.

To delete an image, select 'Delete Image,' located below the image. A pop-up window will ask to confirm that you want to delete an image, this action cannot be reversed. If the business has a professional portfolio, images can be added to the collection by selecting the Add to Portfolio button, located below Image Tags.

Employees can look through their employer's image collection and 'like' images. Image likes are tallied and signaled by a red heart towards the bottom of the image page. Images on the main File Manager page can be filtered by most or least likes.

Images can be cropped and rotated in Adminmatic.

Crop an Image

To crop an image, select the Crop button, located on top of the displayed image. Constraints can be selected to use while cropping: Square, Panorama or Tall. The constraints will create a box with set dimensional ratios. The size of the constraint can be changed, but not the ratio.

To crop an image without constraints, select No Constraints from above the image. Use the mouse to create a desired constraint.
Use the small boxes along the edges of the constraint to manipulate the box's size (the mouse pointer will display as a vertical/horizontal resize pointer).
Click and drag the constraint to crop a specific area of the image by clicking anywhere in the constrained area (the mouse will display as a move pointer). When finished, select Make Crop from the bottom right corner of the page. To cancel the changes, select Cancel Crop.

Rotate an Image

Rotate an image by using the forward/backward arrow buttons located above an image in the Image page. To save any image manipulations, select Save Image at the bottom right corner of the image page. To discard the changes, select 'Close Without Saving.'

To create a new report, select Create New Report from the bottom of the Reports page. From the pop-up window, select the report type, which is where data will be sourced from to generate the report: Customers; Leads; Contracts; Work Orders; Invoices; Items; Employees; Recurring Work Orders; Work Order Items; or Usage Entries. On the next window, enter various details of the report being created: Report Title, Report Description and Report URL (note: URL's should be entered in all lowercase letters without spaces). Select a Report Icon, which will display on the Reports home page. Next, set the default report settings. Select how to group report results, the default date range, column sort and active status.