mHelpDesk Demo with Pool Repair

Transcript [0:05:00] Ryan: So if it’s a new customer though, you can click add new customer, enter all their information here. They call you up, brand new customer. They found you through Yelp or whatever. Enter their information and then still kind of land back here building up this work order. So now, once you’ve added the customer’s information like the address and things like that, you’re going to now start to build up the actual work order details. So it starts with a status. Statuses, it just lets you know where this work order is and its lifetime. So you might only have like probably five, six, seven statuses. Since this is a demo account, we just put a ton of them in here just so you can kind of see the different, what people use like in progress, estimate sent, needs to be rescheduled, just various statuses. So this is a new job. And then type is where you can actually say like the type of jobs. So you guys might have like a recurring appointment or a pool cleaning. You might have like a beginning like an opening. Like how some people – obviously people, they open the pools then maybe like the recurring and then like they close the pools. So like you might have those as types in here, like pool opening could be like a type. Female Speaker: Yes. Ryan: Right. So that could be like a type of job. And then what’s even cooler than that is that you could have custom fields down here. So let me see if there’s anything built out for pool stuff. What’s that? Female Speaker: Repairs. Ryan: Yeah, repairs. But I just want to share – hold on one second, repairs. All right. So you see how like – so I just hit this type and now I showed – I can show different custom fields. So the point is that like let me just – essential cleaning. Let me show you one that has a bunch of stuff on it like HVAC. So you see how I just selected HVAC and now I have all this custom fields down here. So you could essentially build it out so that anytime you hit like repair, it shows custom – like certain fields and then if you hit like pool opening, it shows like a PH custom field or if you hit recurring cleaning, it will show different custom fields. So the point is that you can just create and have these different almost like work order templates that change based on the type of job. Female Speaker: Yes. Ryan: Yes. So that’s pretty cool. Let’s just say pool repair as a job name and then like let’s just say railing. And then I’m not going to do anything to priority, due date, day created or anything. Like day created is automatic. But I’m just going to add this for now. So what I did is I just created a work order. So when I click add, it automatically generates a unique work order number with the customer information, the work order details, and I click add. I could from here assign it to a technician and schedule it. There is the ability to do it from here, show schedule and stuff. But what a lot of people do is they will just add the work order right here and then jump to their calendar. And then from the calendar, this pool repair will be up here in this queue and then you can see who is available and say, “OK, I want Ruel to do this at 9:30.” And I drag and drop it on to that technician’s calendar. As soon as you drop it, they’ll get a notification that, “Hey, you just got a new work order assigned to you.” So they can log in or from their mobile app, from like a tablet, from the field, wherever they are, they can log in. They can view the work order, see the customer, the location. What they would do normally is they update the status to say like open job received or something like that that kind of lets you know that they’ve received the job. They are like, “Yup, got it.” So they say, “Open job received.” And then they can do that work order at that time. Inside of the actual work orders, you can – so do you guys – like how do you build it? Is it like a flat rate per service or is it like time plus materials? Female Speaker: It’s going to be time plus materials. So I guess our main question is when we were invoicing because we’ve gone through some of the things that you’re working on right now, which is we’re flying with it enough and we’ve been using the trial version. How do we capture our parts within this software and have it filter over to QuickBooks in order to [0:09:21] [Indiscernible]? Ryan: Yeah, so perfect. So we have settings, products and services. So this is – we built our entire like invoicing in our products and services inventory section around QuickBooks. So we’re actually partners of theirs. So what you can do is initially, you do want to import from QuickBooks. It will populate all your products and services and it will be in here. So let’s just say that there is an item, a product item called railing like you had to replace the railing, right? And this will be – what? Female Speaker: Is that available on the trial version? Ryan: Yeah. Yeah, yeah, yeah. Female Speaker: All right. We’ve imported the customers but we hadn’t done this section yet. Ryan: Yes. So to import the products and services, you just got to go to settings, import from QuickBooks then you do the QuickBooks import. So basically, once it’s in the products and services, what will happen is on the invoice, you literally in one click, you can just start to add items that’s pulling from that products and services. So you’re creating this invoice based on these items like that railing. I don’t even think I’ve answered it but if it’s like – here, let me just enter real quick. Female Speaker: So what would I do to have this invoicing go back to QuickBooks because our templates are set up there? Ryan: Yeah, yeah. So that’s what I’m going to show you real quick. So I’m in the invoice, right? So I’m just adding this railing over here. Female Speaker: OK. Ryan: Railing, I’m clicking add. So now, I just created this invoice right here. So created the invoice, sent it to the customer or you just create in mHelpDesk. And say, you want to push it to QuickBooks, you go to transaction’s invoices and you can sync this up but you basically just go and you select the invoices you want to send and then in one click, send to QuickBooks. So this is QuickBooks Online. You log in with your QuickBooks Online credentials. Female Speaker: OK. Ryan: It will log in. And then I’m not going to log in because I don’t want it to push into my – like we have QuickBooks Online too. Female Speaker: I know. Ryan: But you basically just log in. It syncs it up and then everything is connected. And then it will push you right in there. It will say, “Hey, verify that these are the buckets that you want.” Like it will make sure that you want – you know how you have to classify the different items like in terms of like categories? It will say like you definitely want your railing as a cost of goods sold or whatever it is, a product. And then it just pushes it into QuickBooks. So it will create that invoice in QuickBooks. And then now, you can either – and that’s the thing where it’s kind of up to you. So like some people take – they do usually in mHelpDesk, you can go all way to the finish line and collect payment. Some people will go all the way to just like invoice then push to QuickBooks and then do – take it across the finish line in QuickBooks, meaning they will – from their invoice out and do payment through QuickBooks. Does that make sense? Female Speaker: Yes, it does. So did you work hand in hand – so we have a merchant service account through – into with our QuickBooks. With that integrate with this if they want to go all the way to the finish line with Mhelpdek? Ryan: Yes. In that case, I would say – so we integrate with three different payment processors,, Stripe, and PayPal. I would say at first, stay with your existing QuickBooks, kind of take it – build the invoice in mHelpDesk, push to QuickBooks and then do the payment through there. And then if you want to kind of take it through payment in mHelpDesk, it’s a little bit better because then you familiarize yourself with it and then you can see it. Are you using like the into it like GoPayment or what? Female Speaker: Well, we do take payments in the field. We take the GoPayment and then it processed automatically through the iPad. So I’m able to take – I’m able to swipe the credit card and email the customer a payment receipt right on the spot from the iPad. Ryan: Yeah, yeah, yeah. Yup. So yeah, so what I would recommend is to just kind of do everything in mHelpDesk up to the invoice, one click push it over to QuickBooks and then complete the payment in there. I think you can get to the point where you’ll be able to do everything in mHelpDesk and then you’re just pushing it into QuickBooks for accounting purposes because the goal is that you just do everything all in one shot and then you’re kind of just dumping the data into QuickBooks so that it can categorize it. You can kind of do all the reports and everything clean for accounting. But it’s like you don’t want to have to work out of QuickBooks. Female Speaker: Yeah. We do work out of QuickBooks that everybody has all different sign-ins with different levels obviously of permission. So … Ryan: Yeah, yeah, yeah. Female Speaker: Yeah, I clearly understand that. So, what if you have merchant services and we decided we wanted to take PayPal? We could set that up through mHelpDesk and then have two different payment options that way? Ryan: Absolutely, absolutely. So you just go to payment processing. And again, we do Stripe,, and PayPal. So you would just enable your PayPal. You put your PayPal account here and then once you click save, then on the actual invoices, you’ll be able to like create the invoices. Where is the invoice we just created? So it will be right here. And then there will be like a pay online link right here so you’ll be able to – this has a link to your credit card account but it will be a PayPal button. Female Speaker: OK. Ryan: And then – oh yeah, so then that will do the payment. And then as soon as the payment is applied, so let me just manually – this is just saying like let’s say if you got a check or something. But as soon as they pay it, it will stamp this invoice as paid and then it will take your work order and then it will change the status automatically and then close. So it completes the loop. It completes the entire lifecycle of that work order all the way from first customer contact to payment. So it’s pretty cool. Female Speaker: OK. So where does that PayPal – that would be applied in our bank account and how would we capture that payment to get through with QuickBooks? [0:15:00] [End of transcript]

Last Updated By: Rochelle Sanchirico