Introduction Last updated: 07/05/2021 @ 02:07pm

AdminMatic offers a variety of features that can be used in the office or on the go, via our App. Create and manage customers, employees, vendors, tangible items and more in a simple format that is easy to access, use and maintain. Generate job leads, contracts, work orders and invoices all from real-time data entry while in the field by your employees. Upload images for future reference and share your work load with customers through the customer portal. Use our Reports page to analyze your business's performance, work load or other data with various filters, all customizable by you!

Choosing a Package

Settle for as much as your business needs - we offer three package varieties for small, medium or larger businesses.

Accounting Options

Getting Started Last updated: 07/05/2021 @ 02:07pm

Importing Data

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:

Web Connector Success

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.

Customers Last updated: 07/05/2021 @ 02:07pm

Your clienteles' information is readily accessible through our Customer page. Important contact information and preferences, property details, images and stacked services are all available and can be edited here. This page can also be viewed by the customer via the Customer Portal. Link multiple addresses/accounts for ease of use.

Create New Customer

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.

Customer Home Page

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).

Items / Services Last updated: 07/05/2021 @ 02:07pm

Items / Services are the products and services your business provides to your customers.

Item Types

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). Image Description 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. Image Description

Creating an Item

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

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.

Leads Last updated: 07/05/2021 @ 02:07pm

The Leads page is a list of potential work that needs to be assessed and/or quoted. Leads can be requested by customers or employees, be marked as urgent or non-urgent work and various statuses: Active (Not Started, In Progress), Waiting, Cancelled and Finished. To view leads marked as Finished in the leads table, change the status filter to 'All Leads.'

Create New Lead

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.

Edit A Lead

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

Contracts Last updated: 07/05/2021 @ 02:07pm

Contracts are quotes that can be sent to a customer for approval and scheduling. They can be created from the Contracts page or through a preexisting lead (see Leads for additional information). Contracts have various statuses: Active: New (not sent to a customer) or Sent Awarded: The contract has been accepted but has not been created into a work order Scheduled: The contract has been accepted and a work order has been created Declined: The contract was declined Waiting: The contract is on hold Cancelled: The contract is null and void Multiple contracts can be edited at once by selecting the boxes on the far left column of the Contracts Table and opening the blue Selected Contracts menu from the bottom of the page. Contract status and customer can be edited here in bulk. Use this menu to print multiple contracts at once.

Create New Contract

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

    • 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.
    Payment Terms: Payment terms will populated based upon the settings in the customer's page (see customer for additional information) Sales Rep: The employee writing the contract Select the Create Contract button in the bottom right corner of the Create New Contract window. To delete the contract, select Close, located in the bottom left corner of the window.

Adding Contract Items

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.

Work Orders Last updated: 07/05/2021 @ 02:07pm

  • Work orders are the active compilation of all outstanding work in your planner and are distributed to laborers via the App for their time and material usage input in the field. Management can better monitor real-time time/material costs and profitability for every job.
  • The various work order statuses are:
  • Active: The work order has not started and is on the planner to be completed, or in progress
  • Complete: The work order has been completed and is marked as finished
  • Skipped: The work order is recurring and the planned date was skipped
  • Waiting: The work order does not need immediate attention and can be put on hold
  • Cancelled: The work order was cancelled/voided

The Work Orders List contains all work orders for your business and by default displays active work orders. Work orders can be searched for by using the work order ID, title or customer's name in the search box, located in the top left corner of the page. Using the advanced search feature allows the user to filter work orders by other various factors including the charge type, invoice type or various customer filters. Other searchable criteria include planned work order dates, assigned departments/crews and work order status.

  • When a work order is created from the contract page, all of the contract's information is carried forward and put into the new work order. The invoice type, scheduling information and renewal settings will need to be set while creating the work order.
  • Work orders can be created without a contract from the Work Orders page or through a Customer's account (see 'Customers' section for additional information). From the Work Orders List, select 'Create New Work Order' from the Actions list located on the bottom left corner of the page. The charge and invoice types, scheduling information and job frequency will all be entered during this process.

Invoice Type Invoicing can be done in three ways upon a work order's completion:

  • Upon Completion: An invoice can be created when the work order is marked to finished
  • Batch: The work order will generate an invoice when the Batch Invoice tool is used in the Invoices page. This is an ideal tool to use for frequent/recurring jobs that would be tedious to invoice individually. A Batched Invoice will include all finished outstanding work orders for a customer with the invoice type set as 'Batch.' For more information, refer to the 'Invoices' section below.
  • No Invoice: The work being done does not require an invoice. No further action is to be taken upon the work order's finalization.*

Departments and Primary Crews Departments and Crews are created in the Employees page (see 'Employees' section for additional information). Setting a department and primary crew is not a required field to create a work order and can be filled in at a later point. A crew is enabled to view a work order on their app when they are assigned to the job, making it easier to locate and enter their usage. Setting an appropriate department and primary crew can additionally help in filtering and organizing work orders in the Planner view.

Scheduling The work order's start date, time and deadline (if applicable) can be entered an locked if planned for a firm date. If there is no known start date, a work order can be left as 'Unscheduled.'

Renewal settings: Work orders will have three renewal settings:

  • Work order does not renew - The service/work order is for a one-time job
  • Prompt on work order completion - The service/work order is needed on multiple occasions with no set schedule or frequency. The finished work order will prompt to copy and create a new Not Started work order and can have a planned date set to it.
  • Recurring work order - The service/work order is a recurring job with a set time range and schedule frequency. The Recurring Range Type can either be Annual (the work order repeats every year without a tentative ending, ex. April 1 - November 1) or Fixed (the work order is only to recur during a set period, ex. April 1 2022 -July 1 2022). The Frequency (Days) is the recurring schedule for the work order (how often the work should happen), and the Minimum Days Between are the least number of days that should pass before a renewed work order is scheduled. When a recurring work order is renewed, AdminMatic will prompt to schedule the new work order based upon the set frequency. A preferred day can be selected, if applicable. This will prompt AdminMatic to schedule the new work order on the preferred day within the corresponding frequency/minimum days between.

Once a work order is created its information can be edited by selecting the 'Edit' button from the top right corner of the page. Additional scheduling dates and crews can be added from this window.

Individual items can be added to a work order by selecting 'Add Item to Work Order,' located about halfway down the work order page. Multiple items can be added to a work order at the same time by using the Template feature (See 'Company' section for additional information). To load a template, select 'Load Template' from the Templates drop down menu and navigate to the desired template. Individual items and their descriptions can be selected/deselected to be included in the work order. Click 'Load Template' to add the items to the work order. Estimated Quantity refers to the estimated number of hours/tangible units an item will require to complete a work order. The estimated quantity is for internal use only and is not reflected on the invoice.

Work orders have various Statuses:

  • Not Started – The work order does not have any item usage/the work has not started
  • In Progress – The work has started but is not completed; additional time/materials are needed to complete the work order.
  • Finished – The work order is completed and ready to be invoiced
  • Cancelled – The work does not need to be done/is voided
  • Waiting - The work order is pending and does not need to be visible in the planner

Actions A work order can be duplicated by selecting 'Duplicate Work Order' under the Actions menu, located at the bottom of the work order page. This will create a new copy of the work order without any usage.

Communication Employees can be notified that a work order has been added to their upcoming planner by being printed, emailed or sending a text message.

Planner

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.

Invoices Last updated: 07/05/2021 @ 02:07pm

Equipment Last updated: 07/05/2021 @ 02:07pm

Vendors Last updated: 07/05/2021 @ 02:07pm

File Manager Last updated: 07/05/2021 @ 02:07pm

Reports Last updated: 07/05/2021 @ 02:07pm