5 Reasons QuickBooks with Field Service Software is a Must!

Blog, Field Service, Technology Trends

Last updated Nov 2, 2023 at 7:24PM | Published on Aug 19, 2019 | Blog, Field Service, Technology Trends

QuickBooks has become a favorite for small-to-medium field service businesses as their accounting, CRM and ERP software. If you’re using a field service software, you need a software like QuickBooks to build that end-to-end field service management system. Whether you’re an HVAC business, fire and life safety, industrial equipment or facility maintenance business, having a combined system of a field service software and QuickBooks will speed up invoicing, provide you with a synchronized system and keep your people working in the portal that matters to them.

Fieldpoint’s field service management software comes with an out-of-the-box integration to QuickBooks. With a push of a button, you can:

  • Important all your customer contacts
  • Invoice work orders and projects
  • Purchase parts

The implications of a field service software and QuickBooks integration will be widespread throughout your business. But you may not even know they are working together. Let’s look into the five reasons you need to have a QuickBooks integration with your field service management.

Import Information into Field Service Software

When you first start to set up a field service software like Fieldpoint, having an ERP, CRM and accounting system like QuickBooks is a must. That’s because the information in QuickBooks populates Fieldpoint’s system. Everything you need to build work orders, preventative maintenance contracts and installation projects with come from that information brought over from QuickBooks. That includes information such as:

  • Customer names and addresses
  • Tax Codes
  • Vendors
  • Employee information
  • Payment terms and methods
  • Items (parts and inventory)

By importing this information upon initialization of the field service software, you ensure accuracy in the information you are bringing over. You reduce the amount of data entry that needs to be completed. And you remove any chance of errors, as the information is coming straight from QuickBooks.

A Synchronized Relationship Between QuickBooks and Field Service Software

Similar to your data being imported upon initialization of the system, it’s all synchronized through your usage. Has your customer changed addresses? Have they got a new phone number? Have you got new vendors for your parts? All this is important information for your complete system to have. So, changes made in QuickBooks are reflected in Fieldpoint through the integration. Your service department never has to worry that a customer’s address is wrong when they start to build a work order. This reduces the chances of errors and having to complete data entry in two systems.

Going the other way, if a brand-new customer calls and they aren’t in QuickBooks yet, dispatchers can take their information. So, when they build a work order, they will input new customer information, including addresses and contacts and schedule the work order. Finally, when the work order is invoiced, that customer information is sent to QuickBooks and a new customer record is created for future use. A synchronized system improves efficiency and accuracy in the information being used through the system, regardless of what software you are using.

Faster Invoicing Through Integration

Having a field service software is already speeding up your delivery of work orders to technicians. Through a field service mobile app, technicians can receive instructions and complete work. Then, the work order can be sent back immediately to be processed. So, wouldn’t it be great to have your invoices generated at that same speed? With Fieldpoint’s field service software and integration to QuickBooks, you’re just a click away.

When a work order is completed, select the invoice option and that work order is turned into an invoice in QuickBooks. Any parts, expenses and time are added to the invoice for a complete and accurate bill to your customers. Within seconds, the closed work order is an invoice, meaning your technicians could have an invoice to your customers before they leave the site. This will improve your cash flow by speeding up billing times. Have same day billing cycles and accurate information based on labor time and service codes you select. Synchronization also happens when you adjust the invoice in QuickBooks. It will return back to Fieldpoint’s field service software will any changes, such as offering a discount on parts or changing labor rates.

Automate Tax Calculation

Depending on if you are using Automated Tax Calculation, or if your business is in the United States or Canada, tax calculation is automatically completed for you. For US-based businesses, enable Automated Tax Calculations and it will tax items based on an automated system. If that is not enabled, build your own tax codes and select which parts and services are taxable, and which are. So, when a work order is completed and invoiced, your system will automatically know how much tax to apply to the invoice. That is the same for Canadian businesses, ensuring accuracy in your taxes.

When a work order is invoiced, the information is sent to QuickBooks to generate an invoice. QuickBooks then sends tax information back to the work order as a line item to see. This automated process ensures the work order is accurate and your service department can give accurate details to your customers.

Ordering Parts and Inventory from your Field Service Software

When adding parts to a work order, there are two options to consider. Is the part in stock, or is it something you need to order? For stocked parts, get accurate inventory numbers through QuickBooks so you know how much is on hand at all times. But for parts you need to special order, a requisition happens to buy the parts. That means you select a vendor, have the part delivered and paying the vendor for the part.

In Fieldpoint’s field service software, requisitions for parts not in stock happens automatically. Pick the vendor and place to send your parts to. And a bill is created to pay that vendor automatically. It makes purchasing simple and easy. And it gives that control to the people buying the parts for work orders or for installation projects. When the work order is complete and an invoicing occurs, those same parts show up on the invoice to bill your customer.

A Complete End-to-End Field Service Software Solution

When field service management providers talk about an end-to-end solution, this is what they are talking about. Two systems, working together, doing what they do best, but doing it together. Field service management software, like Fieldpoint, needs QuickBooks to complete invoicing faster and house customer information. However, if you’re running a field service business, you need a field service software like Fieldpoint to execute amazing service. Don’t settle for a system that can’t integrate together. Have the software that is important to you to work with your field service software. QuickBooks and Fieldpoint go hand-in-hand, helping you deliver excellent service, with accurate information.