Choosing a Package
Settle for as much as your business needs - we offer three package varieties for small, medium or larger businesses.
Settle for as much as your business needs - we offer three package varieties for small, medium or larger businesses.
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: Doe, Jane (Mulberry Lane)).
The job site address will reference the location that 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' portion of instructional 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 green '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 green 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 mailed through the post. 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).
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:
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), if the lead was requested by the customer and the urgency. Set the lead's appointment type: ASAP: The lead can be assessed as soon as possible and does not have a specified appointment or time frame to be completed Week Of: The lead can be assessed as of a specific week Firm: The lead has a specified date and time of meeting Deadline: Is there a deadline to assess the work? Sales Rep: Who will be assessing the work? Select 'Create Lead' in the pop up window Once created, add various work tasks that need to be assessed under Lead Tasks. Additional tasks can be added by clicking 'Add New Task' or hitting the tab button in the existing Task Description text box. Images can be added to task descriptions once a new tast description has been created. Click the green button in the Images column of the Lead Tasks table. Images can be uploaded in JPEG file format or added from Adminmatic's database. Images do not have to be saved to the customer's account the lead is assigned to.
The Lead Description, Appointment Details, Office Notes and Sales Rep can be edited by selecting the green Edit button at the far right end of the work stack (lead > contract > work order > invoice) banner at the top of the page. Task Descriptions can be deleted by selecting the red button with the trashcan icon located in the far right column of the Lead Tasks table. Lead Status: Update a lead status to reflect its current status. Lead Actions: 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. Enter the new contract information: Customer: The customer/job site the contract is assigned to Contract Title Charge Type
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, select Load Template to choose a preexisting template. Templates can be filtered by department or searched for under the Select Template menu. Check/Un check the Include Terms box to include any terms associated with the items in the template in the contract. Select Load Template in the window to load the templates items to the contract. Edit an items charge type, estimated usage quantity, price and tax code in the Contract Items table. If an item has any terms associated with it (see Items for additional information), they will autopopulate in the Contract Terms and can be edited towards the top of the contract page. 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 checking the 'Hide Totals' button under the contracts subtotal box. To add a sales rep signature to the contract, check the Signed By Company Box. To confirm a customer has agreed to the contract, check the Signed By Customer Box.
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 and items.
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 Unstarted 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.