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Solution No. 223

Tutorial: Scheduling a work order and posting an invoice to QuickBooks

Before getting into the nuts and bolts of how to setup Method Field Services, there is no better way to get familiar than to do a very quick A to B tutorial.

Step 1: Synchronizing with QuickBooks

First things first, if you have not already synchronized your Method with QuickBooks, you must do so before continuing with this tutorial. If you have not done so already, go to the QuickBooks Tab, and click on the Synchronize Tab Link and follow the installation steps to install the Method Integration Engine and complete a full synchronization with QuickBooks. Make sure that you close and reopen QuickBooks after the initial synchronization is complete so that the real-time synching is activated.

Step 2: Scheduling your first Work Order

In this step we’ll create a new work order in My Calendar.

  1. Click the Field Service Center tab.
  2. Click the My Calendar tab link.
  3. Click the Calendar tab on the My Calendar screen.
  4. Click inside the calendar and while holding down your mouse drag down the duration you want to schedule for.
  5. Right-click with your mouse on the selected area and choose New.
  6. In the Job Name field, type “Service Call”.
  7. Choose a customer from the Customer dropdown.
  8. In the Tasks and Materials grid, select an Item that you want to appear on your work order and on your invoice.
  9. Finalize any changes to the selected Item, such as the Description or Rate.

Step 3: Printing your Work Order

In this step we’ll print your work order.

  1. While still in the Add / Edit Work Order screen, click Activities...
  2. Click Print Work Order.
  3. The work order should appear in a PDF preview.

Step 4: Create an Invoice and post to QuickBooks

In this step we’ll turn the work order into a QuickBooks invoice.

  1. While still in the Add / Edit Work Order screen, click Activities... and select Create Invoice.
  2. Set your preferences here, ensuring that for this tutorial Set to wait for sync approval is unchecked.  This will ensure that the invoice goes to QuickBooks instantly.
  3. Click Create Invoices.
  4. If asked to be taken to the Invoice List, click OK.
  5. You should have been directed to the Invoice tab link, and be viewing the invoice you just created.
  6. Now, open QuickBooks and go to this customer.  Under the list of this customer’s transactions you should see that this invoice has already been synchronized with QuickBooks.

Step 5: Stop and Smell the Roses

If you didn’t realize the significance of what happened, stop and smell the roses!  The web browser you used to create the work order and invoice could have been anywhere in the world, and still be able to synchronize the invoice in real-time to your QuickBooks file.  In fact you could have multiple staff all working from their own homes, adding jobs to their own calendars, and creating their own invoices, which all instantly synchronize back and forth with your single copy of QuickBooks.  And the best part: all the screens you just used are completely customizable.  They were all designed using the same drag and drop tools that you have access to yourself.  If there was something you didn’t like, change it.  If there are more fields you want to add, create new fields.  If there were too many fields on the screen, remove them.  If you want extra actions taking place, such as a follow up call 3 days after the invoice, insert an automatic CRM activity.  The sky is the limit.


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