Office
What’s in the office?
The office section contains key features for office Administrators to manage the company’s daily activities. Within this section you will see options for emailing customers about upcoming services, reviewing completed services, using any additional modules your company has purchased for Smart Service, and much more.
Today for Me
The “Today for Me” section should be the first part of your day as it contains a running list of the tasks assigned to you. This is where you can find the text messaging center, phone calls you’ll need to make today, and several other tasks. You can also create and delegate tasks from these options.
Job Preparation
Job Preparation includes several topics, from reviewing estimates waiting to be converted into services to alerting your customers to their upcoming services via text or email.
Add Jobs to QuickBooks
If any of your iFleet users were given the ability to create their own customers, locations, or jobs from iFleet, those records are temporarily stored here. If you see a number next to this option, you should see what the iFleet users have entered and either approve its addition to QuickBooks or make changes to salvage information.
Review & Post
Print Options
Office admins will want to review the screens contained within “Review & Post” daily to ensure work is going smoothly and to invoice for services that have been completed.
For those without iFleet, or those looking for paper copies of their schedules, options to print work orders and estimates are here.
Time Management
Statements
For any company tracking billing, costing, and/or payroll; the time management screen is an integral part of your Smart Service process. This screen will allow users to manage hours and send times to the QuickBooks timesheet.
A statement is a summary of your customer’s account with you and has been a feature in QuickBooks for some time. Instead of sending the customer a copy of their several invoices, you can gather that same information into a statement.
Add-on Modules
There are additional specialized modules which can be purchased to add extra features to your Smart Service database. You can learn more about these features in their articles below.
Smart Routes
Manage your scheduled routes by reducing drive time and distance, minimizing fuel costs, and increasing employee productivity.
Multi-Truck Inventory
Manage and track inventory for your fleet in real time. Create purchase orders to replenish your stock.
Service Agreement
This module is designed to help you manage your customer’s contracts, expirations, and coordinate renewals.
Maintenance
Maintenance features in Smart Service are related to the upkeep and tracking of mileage and hours used for your company’s assets. These assets must be created in “Settings” before this maintenance screen can be used. If you use our QA Surveys, those will appear here also.