Feature Focus: QuickBooks Online

If you’re already using QuickBooks Online, make sure you integrate it with your ServiceMonster account! Why, you ask? Because with the QuickBooks Online integration, you can export payments, invoices, and other data to QuickBooks quickly and easily. Stop worrying about entering your data in two separate places! Let’s get started.

Start off by enabling sales tax in QuickBooks. It’s important you do so before your first transfer to avoid tax errors.

If you don’t already have tax rates set up, log into your QuickBooks Online account, and select Taxes and then Sales Tax. If you have no sales tax rates set up, click Set Up Sales Tax Rates to create a new rate.

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Visit the article on our Support blog, titled “How do I enable sales tax within QuickBooks Online?” for more detailed instructions.

Once you’ve taken care of the tax portion, you’re ready to begin the integration!

First, log in to QuickBooks Online as an Admin user. Then, in a separate window or tab, log in to ServiceMonster.

In ServiceMonster, select the Orders tab, and along the left side navigator, select QuickBooks Export. In the QuickBooks Export Method Selection, choose QuickBooks Online.

Choose your region and select Connect. A pop up will appear and you’ll be prompted to log into your QuickBooks Online account.

The next pop up will appear to authorize Intuit to share data with ServiceMonster. Select Authorize.

You’re ready to go! Next you’ll want to transfer your invoices and payments to QuickBooks Online.

Begin by previewing your invoices and payments. To do so, select the Orders tab, and click QuickBooks Export in the Navigator on the left-hand side.

Click on both the Non-Posted Invoices and the Non-Posted Payments tabs to view items eligible for transfer.

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NOTE: If there are any invoices and/or payments that you feel should be eligible for transfer, but that aren’t appearing in either tab, refer to step two, number three in this article on our Support blog: http://www.servicemonster.net/support/how-do-i-transfer-invoices-and-payments-to-quickbooks-online

After reviewing your invoices and payments, create a tax item in QuickBooks Online, and then set up an export batch. Click here to learn how!

For guidance on how to export your data from QuickBooks Online, visit this link from our Support blog: http://www.servicemonster.net/support/how-do-i-export-my-data-from-quickbooks-online

Be sure to take advantage of the QuickBooks Online integration. It will save you a lot of time and hassle, streamline your workflow, and ensure your data stays clean. If you have any questions on anything discussed above, please feel free to give us a call (888-901-3300), send us an email (support@servicemonster.net), or visit our Support page (http://www.servicemonster.net/support)!

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If you’re already using QuickBooks Online, make sure you integrate it with your ServiceMonster account! Why, you ask? Because with the QuickBooks Online integration, you can export payments, invoices, and other data to QuickBooks quickly and easily. Stop worrying about entering your data in two separate places! Let’s get started. Start off by enabling sales […]

Feature Focus: Schedule Customization

As a business owner, it’s important that you know where everyone is (or is supposed to be) at all times – which includes your techs, your customers, and YOU! There are multiple settings in ServiceMonster that allow you to customize your schedule so that it can be an effective tool for you based on the way your business works.

Begin by logging into your ServiceMonster account, and select the Scheduling tab. Select Options, then Schedule Settings.

Let’s start with the color wheel. This feature allows you to get a visual on the distance of each of your jobs, based off your starting address (likely your office or home).

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Each color corresponds to a different zip code relative to your home base. As you set your schedule (or your techs’), match similar job colors to reduce drive time! Be sure to select a max driving range (the farthest you’re willing to drive for a job), your “home” zip code (the zip code where your vehicles will be originating from), and choose from six different color wheel options (each offering a different combination of colors). For more information on the color wheel, click here.

Next, ensure that your hours of operation are updated and accurate in the system. This way, only work hours will display on the calendar. If you’d prefer 24 hours displayed instead, you have that option as well.

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If you need to schedule rework or if you’re doing a job for a customer that will run multiple days, turn on the schedule memory feature. This will tell the system to remember the last order after scheduling a job, so you can attach multiple jobs to one order. The current order being scheduled will show up in a green box in the upper left hand corner of the screen.

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Lastly, review the view detail settings. These settings allow you to change options in both the daily and weekly schedule views. If you would like a feature to display for the scheduled job, check the box next to it.

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To see the details on the schedule, click Show Details in the Scheduling toolbar.

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By adjusting a few simple settings in ServiceMonster, you can customize your schedule so that it works simply and efficiently for your unique business!

 

* If you’d like to adjust the settings associated with any of these features, navigate to the Scheduling > Options > Schedule Settings.

color-wheel-blog

As a business owner, it’s important that you know where everyone is (or is supposed to be) at all times – which includes your techs, your customers, and YOU! There are multiple settings in ServiceMonster that allow you to customize your schedule so that it can be an effective tool for you based on the […]

Feature Focus: Recurrences

If you offer your customers a discount if they schedule regular jobs, such as a pre-paid “stay beautiful” program, or if you service commercial clients on a cycle, the recurrences feature is something that will save you a lot of time.

Recurrences help you easily manage and schedule jobs that happen on a regular basis. It puts a calendar reminder for your recurrent job (or jobs) on your schedule, which you’re then able to turn into a ‘real’ job once the customer has committed. Think of it as a way to pencil in future appointments so you can be sure there won’t be any scheduling conflicts!

To create a recurrence, navigate to the order that you’d like to make recurring, and select Recurrence.

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After clicking Recurrence, you’ll be taken to a new recurrence, with the estimate, account, and site settings copied over automatically.

You can even add job and order notes to the recurrence:

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Adjust the content in the fields as needed, give the recurrence a name, and click Save.

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After saving, the Occurrences tab will become clickable and will display the entire list of occurrences that have been generated.

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Note: Recurrences aren’t shown in your accounts receivable until the job has been completed.

For more information on recurrences, click here.

 

* While recurrences are great for repeat jobs that are fairly straight-forward and don’t require any follow-up, sometimes they’re not sufficient for jobs that run multiple days, require rework, or when scheduling an estimate and a work order is necessary. For information on how to institute recurrences for projects, visit our Support article, How can I schedule multiple jobs for one order?

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If you offer your customers a discount if they schedule regular jobs, such as a pre-paid “stay beautiful” program, or if you service commercial clients on a cycle, the recurrences feature is something that will save you a lot of time. Recurrences help you easily manage and schedule jobs that happen on a regular basis. […]

Feature Focus: Customer History (Invoices)

Picture this: A customer calls you and would like to schedule a carpet cleaning. She states over the phone that she loved what you did the last time your company paid her home a visit, and that they’d like the same technician they had previously.

The problem is, she can’t remember exactly which services you performed last time, or the name of the tech(s) that did the job.

No problem! You can find this information and copy it over into a new work order with a few simple clicks in your ServiceMonster account.

The process is so quick, in fact, that you could even keep the customer on the phone while you take a peek in ServiceMonster!

Start by using the Site Search feature on the left-hand side to look up the customer’s name.

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Select the customer. Once their profile has loaded, click the History tab.

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Select the most recent invoice, and then click on the Job History tab. On the far right-hand side, you can see the name of the tech that went on site last time.

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Now, let’s get the invoice copied so you can carry over the details that the customer wanted to maintain from last time.

Click on the Detail tab, and then click on the Copy button in the upper left-hand corner of this screen.

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You’ll see a notification box come up that asks you if you’re sure you want to copy this order as new order. Select OK, and you’ll be taken into the copy of the invoice (which is now a work order).

Here you can review all the details of the order, including what services were done and what price you charged.

When the customer called in, she said she had you in last time to “clean carpets.” However, when you review the newly-created work order with the details from the last invoice, you see that you upsold her on carpet protector. This is helpful information because now you can simply ask her, “Would you like your carpet protector reapplied this time?”

In addition, this particular customer has been with you for a few years. You recently raised your prices, but you’d like to keep the prices consistent for them. Copying over the information from the past invoice is handy in this respect, and your customer appreciates you charging them uniformly year to year.

Last time you serviced this customer you included room dimensions for each room in line items (great job!), so that information will also be carried over to the new work order after copying the old invoice! This will simplify your life because you won’t need to spend time measuring room dimensions again. Something to keep in mind: If the room dimensions are added into the line item details (as opposed to the note field at the bottom of the work order), then the room dimensions will be included in the printed route packet.

Save yourself time and hassle by copying customer history from an older invoice into a current work order!

customer-history-invoices-screenshot-blog

Picture this: A customer calls you and would like to schedule a carpet cleaning. She states over the phone that she loved what you did the last time your company paid her home a visit, and that they’d like the same technician they had previously. The problem is, she can’t remember exactly which services you […]

Feature Focus: Lead Source

It’s extremely important to know where your customers are coming from. Why? It tells you if your marketing is working! Lead source tracking in ServiceMonster offers insight so you can use your advertising budget in the most advantageous way possible. It allows you to effortlessly identify the marketing and ads that are converting the most customers, which will make it easy to decide which ones should be expanded and which ones you should consider discontinuing. (We feel so strongly about ROI tracking, in fact, that we’ve made it a key component in our FillMySchedule program!)

If you’re not already in the habit, start asking every customer (yes, even repeat customers!) how they got your number today. Maybe the first job they scheduled with you was because their friend told them what great work you did on their carpets. However, this time, they saw one of your ads on Facebook, and it reminded them that it’s been over a year since their last cleaning. If you copied over the original lead source (word of mouth), it would skew your data. The most recent job’s lead source would be Facebook.

Let’s say you just started a new marketing campaign, and you want to be able to track how it performs over time. The first thing you’ll want to do is create a new lead source for it in ServiceMonster. Start by clicking on the Marketing tab and then on New Lead Source:

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Use the Quick Add dropdown in the upper right-hand corner, and select New Lead Source at the bottom of the menu.

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Add a name, description, category, group, and sub group (if desired). Be sure to hit Save, or Save & New to create another lead source.

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What if you’re in the midst of entering in account or order details, and you remember that the lead source you need to select hasn’t been added to your lead source list yet? No problem – after clicking the Lead Source magnifying glass, just drill down to create a new lead source without having to navigate away from the New Account screen.

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Keep in mind, it’s essential that you don’t just enter in a lead source at the account level, but that you also include one for each order; they each tell you different things. Account lead source tells you how each of your accounts heard about your company, whereas order lead source provides you with specific intel on what the most effective triggers are for people to actively book jobs.

For example, let’s say one of your customers became your customer after a referral from a friend. The last few years they’ve reported that the ads you run on Facebook have been their motivation for booking, but on the last job they mentioned that a FillMySchedule card they received was a driving factor for scheduling. That new message you chose to include in the cards this time must be striking more chords than the one previous! With this information under your belt, you might want to consider taking some of the money that you’re investing into your Facebook campaigns and instead put it towards your FMS campaigns. Lead source tracking enables you to make the most of the marketing dollars you have to work with! If you’re having trouble remembering to add in lead source, click on the Company tab and select “Require Lead Source.” With this activated, the system will pop up a warning letting you know that you can’t proceed until lead source has been filled out.

It’s the end of the month now, and you’d like to take a look at your lead source stats to see how things look.

For a quick review of both account lead sources and invoice lead sources, click through to the Marketing Dashboard, where you can see stats for the last 30 days at a glance.

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If a more detailed look is what you’re after, select the Reports tab. Under the Marketing category, you’ll see a couple of different options: Accounts by Lead Source and Invoices by Lead Source. The Detailed version offers full data manipulation, with links into accounts or invoices, along with financials. The Summary option ranks your lead sources from the highest number of accounts or invoices down to the lowest. Be sure to select the specific date range that you’d like to focus on!

It’s also important to take note of Responses and Conversions. Responses are the number of accounts that have a lead source selected, within the selected date range. Conversions are the number of orders that have been created from responses and that have made it all the way to invoice status, within the selected date range. Responses are a good way to gauge how effective each of your marketing avenues are, and Conversions are helpful in determining the ROI for your marketing efforts. You can view these metrics by clicking the Reports tab, and going to Campaign Results.

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When it comes to lead sources, particularly order lead sources, specificity is your best friend. Avoid listing “current customer” as the order lead source: when you look back at your lead source data, “current customer” doesn’t tell you anything. You already know they’re a customer – what you want to know is what made them book another job? Did they see your ad on TV and that reminded them to schedule a cleaning? Or maybe they saw you in the newspaper, or heard someone talking about your business and it reminded them. Whatever the reason may be, try and be as specific as possible when you create lead sources. The more precise you are, the more useful and actionable the collected data will be, and the more consistent you are about entering in accurate lead source information, the easier it will be to effectively allocate your marketing funds.

Lead sources track the health of your marketing, and empower you to make decisions that directly benefit the success of your business. Make sure that you’re getting the most out of lead sources!

It’s extremely important to know where your customers are coming from. Why? It tells you if your marketing is working! Lead source tracking in ServiceMonster offers insight so you can use your advertising budget in the most advantageous way possible. It allows you to effortlessly identify the marketing and ads that are converting the most […]

Feature Focus: ServiceMonster Dashboards

Keeping track of analytics related to your business means you’re always empowered to make calculated, educated business decisions, and it’s handy to have lots of information compiled in one place. No more reaching for your calendar to try and piece together what you (or your tech’s) days are going to look like, or scribbling notes on pieces of paper to keep track of your lead sources or unpaid invoices. If you actively use ServiceMonster on a regular basis, all of this information and more will be available at the click of a button, contained in a few screens in your account. Let’s take a look at the dashboard feature in ServiceMonster! (Note: If you’re a corporate client, you have dashboards as well — although your home dashboard looks a little different.)

Dashboards are where you want to start your day. Think of it as skimming the top headlines in the morning while enjoying your cup of coffee – except these headlines are all about your business!

(Organic) Home Dashboard

There are a total of four dashboards that all offer a visual representation of statistics directly related to your business. Your Home dashboard is the default screen you see when you begin a new session in ServiceMonster, and it’s comprised of various categories and graphs, including:

What’s New: An overview of new changes or updates that have recently taken place within ServiceMonster.
* Today’s Jobs: See what’s on the agenda for today! This section also lists your expected revenue for each job, and links to both the account and the order.
* Daily Summary & Activity: Make sure you’re staying on track. Compare how you did today to the current month to date, and to last month.
Current Order Status: Review number and dollar amounts for outstanding estimates (all estimates), unpaid invoices (all unpaid invoices), and work orders (all and pre-completed). Work Orders (All) is all the orders in the system, and Work Orders (Pre-Completed) is all the orders that have a schedule date of today or older.
Top Account Lead Sources: Is your marketing working? This graph will show you what led your new customers to your business.
* Product & Service Income: See at a glance which of your services has earned you the most money over the last 30 days.

In addition to the Home dashboard, there are three others – Account, Order, and Marketing.

The Account dashboard offers a summary of analytics related to customer accounts, including your number of active accounts, a list of the accounts with the highest balance due, and what percentage of your customers are residential vs. commercial. You can also see what months are your best for new customers, and what percentage of your residential customers are new vs. repeat.

Account Dashboard

The Order dashboard includes statistics on your jobs. The page is comprised of monthly order totals for the last 14 months, top invoice lead sources for the last 30 days (which shows you what’s leading customers to you for each individual job), and more.

Order Dashboard

Want to check in on how your marketing is doing? There’s a dashboard for that! The Marketing dashboard offers up information like what your top campaigns are, how many new customers you’ve gotten each month, and how your monthly order totals compare to one another.

Marketing Dashboard

You also have the option of setting the dashboards as the default page on each tab. This allows you to click through the different tabs to get an understanding of the overall health of your business in a snap! To set the dashboard as the tab’s homepage, click on the tab (Accounts, for instance), then on the dashboard (Account dashboard), and then select “Set as Accounts Home Page.” Now, when you click on Accounts, the Account dashboard will be on top, instead of the Account List tab.

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Remember, when it comes to the dashboards: you get out what you put in! The dashboards are most effective when you consistently use the software. The more information you put into the system, the more helpful and accurate the analytics reporting will be.

Use your dashboards to keep current on the health of every aspect of your company – all in a few easy-to-understand screens!

Keeping track of analytics related to your business means you’re always empowered to make calculated, educated business decisions, and it’s handy to have lots of information compiled in one place. No more reaching for your calendar to try and piece together what you (or your tech’s) days are going to look like, or scribbling notes on […]