- Getting Started
- Job Basics
- Recurring Jobs
- Visit Completion
- Visit Approval
From http://app.singleops.com/users/sign_in you can login using your email and password. If this is your first time logging in, you will need to set your password. To do that, please refer to the SingleOps invitation email sent to you by the SingleOps team (to find it, you can search your inbox by email@example.com).
If you forget your password, please click ‘Forgot your password?’ and enter in your email address. A password reset email will be sent to you shortly.
Inviting your team
Using the side navigation, expand the ‘Admin’ section and click on ‘Users’. This is your list of active users on SingleOps. To begin inviting your team, click on the ‘New’ Button.
On the new user page, the only required information is the user name, email, temporary password, operations/classes, and role. Once you click ‘Create User’ an invitation email will be sent to the user’s email address with a link for them to set a password and login to SingleOps.
Setting up your account
To setup your account there are several admin sections that can help you configure SingleOps for your business. There are also additional customization features that the SingleOps team can help you implement. If you have any questions about customizing SingleOps, please contact firstname.lastname@example.org.
● The ‘job categories’ admin section allows you to add additional categorization for your jobs
● The ‘custom job fields’ admin section allows you to add multiple custom fields to store additional information to your jobs
● The ‘account settings’ admin section allows you to set multiple configuration options for your required job information, set goals and Key Performance Indicators (KPI’s), adjust how you calculate your COGS and Expenses, and add your company core values and culture information.
For more detailed information on each of these sections, please refer to the relevant Admin sections in this user guide.
Your home dashboard
Your home dashboard is the place to get a birds eye view of company performance, goals, and culture. We display 2 forward looking metrics with the pending revenue and pending gross margin figures, and 2 backward looking metrics with the monthly revenue and monthly gross margin metrics. The dashboard displays for your team your company’s vision, core values, and goals. There is also a line graph that will begin to track your revenue and costs each month to display any trends.
In addition, there are several metrics we can measure that you can set goals for in the ‘account settings’ section. They are revenue, gross margin, cost, and labor hours
Lastly, you can optionally provide information on your company’s meeting rhythm, marketing strategy, and provide links to 3rd party web applications like your task management system or your blog.
Setting Inventory Values
If your company keeps inventory of any materials, chemicals, equipment, etc. you can set the initial inventory values using the Purchase Order / Payables entry page. For instructions on how to use this page, please refer to section 2.1.
To set the initial values, create a ‘dummy PO’ with the current inventory quantity and average unit cost (cost basis) for each item you are keeping inventory of. Create a separate ‘dummy PO’ for each Operation/Class that you keep inventory for.
Please note, your settings may cause this ‘dummy PO’ to create a Bill in QuickBooks. Please make sure to delete that Bill.I’ve read all this, but I still have a question!
Creating a Job and a Visit
Every job in SingleOps has at least one visit. The Job is the information about the customer, terms, class, etc. The visit is all the information that can change when you have multiple invoices or site visits associated with that job (e.g. location, services performed, materials used, expenses incurred, etc.).
To create a job and the first visit, please select ‘create new’ under the jobs section in the side navigation. This will take you to the 4 step job creation process.
Step 1: Client Information
Step 2: Location Information:
The location information step allows you to automatically populate the address fields by using a location name. SingleOps also saves these addresses for future entry and reporting purposes. The location name should follow a business specific naming convention, such as using the first line of the address or describing the location (“Sean McCormick house”).
Step 3: Visit Information
The third step of job creation allows you to add all the line items for the proposal, invoice, and work order. If the line item is to appear on the proposal and invoice, select ‘billable’. If it is to appear on the work order for your team to execute, select ‘actual’. We allow the ability to delink these two if, for instance, you bill for a single line item, but your team actually executes on multiple different items. You can also enter notes on step 3 of job creation.
Step 4: Additional Information
All the information and features on Step 4 are optional. These are some of the ‘advanced features’ of SingleOps. The 3rd Party PO, Bill To, and Phone fields simply sync to QuickBooks and go on the proposal / invoice / work order if your template displays that information.
The Pending Jobs section is where all of your active jobs are listed. Basic information is display about the job, but if you click the container it will expand with more detailed information. This page serves as a collaboration step where multiple actions can be taken regarding the job (editing, scheduling, completing, deleting, etc.).
Creating Additional Visits
When you create an additional visit, you will be directed to an abbreviated 4 step creation process. You do not have to re-enter any of the job data like customer, terms, etc., which saves time and allows for quick entry of multiple visits and invoices.
Sending Proposals/Invoices/Work Orders
When viewing a visit, you will notice a grey ‘Email’ button. This allows you to send an email that contains your proposal, invoice, or work order pdf. The body of your email will be loaded with your presets. Just enter the email address of the recipients (it will autocomplete for email addresses in your address book) and select which pdf you’d like to include with the email.I’ve read all this, but I still have a question!
Recurring Jobs are entered just like One-off Jobs, except there are a few extra recurrence options to select. Please select the start date and end date of the job or contract, how often you need to create a visit, and how often you need to invoice. Further details are provided in the video tutorial above.I’ve read all this, but I still have a question!
Calendar and Scheduling
You can access the Calendar page va the link on the side navigation. You can also schedule any visit by clicking on the ‘Calendar’ link when viewing the visit on pending.
The SingleOps Calendar section is a fully interactive drag and drop calendar featuring multiple views.
To scheduled an unscheduled visit, please click and hold on the visit in the ‘Unscheduled Visits’ section. Then, drag it onto the time slot you’d like for the visit. You can pull the bottom of the visit to extend the scheduled time or drag and drop it elsewhere on the calendar.
The calendar has a special email feature where you can select a group of visits to send email details about to your customer, your crews, etc. Just put in view the visits you want to send information on, for instance, if you want to send a crew details about their visits for the week, follow these steps:
1. Toggle by ‘week’ view
2. Filter by the appropriate crew
3. Click the email button
4. Select ‘include actuals’
5. Fill out the rest of the necessary email information
6. Press send
The option to include actuals and/or to include billables allows you to auto-populate the email body with all the relevant data about your actual and/or billable line items.
The routing section works similarly to the calendar email in that first you need to put in view on the calendar all of the visits you’d like to route. For instance, if you want to route a particular crew’s visits for the day, you would:
1. Go to the ‘day’ view
2. Select the crew in the dropdown to filter
3. Click the “Routing” button
On the routing page, you will see all of the selected visits with pins dropped on the map for their location. They are numbered in the order in which they are scheduled and are color coded based on their visit stage. There is a helpful table below the map as well for reference information about the visits.I’ve read all this, but I still have a question!
To complete a visit after it’s been executed, in order to verify the actual details of the job and enter any expenses that were incurred, locate the visit on pending or the calendar and click ‘Complete’.I’ve read all this, but I still have a question!
The Visit Approval page is very similar to the Pending Jobs page, except that it lists all of the visits that have been completed and are awaiting approval. Click the container of the visit you’d like to approve and it expands to reveal more information on the visit.
You will notice a blue ‘Approve’ button and a green ‘Approve & Close Job’ button. By pressing the blue ‘Approve’ button, you will approve the visit, but keep the job active. What this means is:
– The visit will create an invoice in QuickBooks (unless a recurring job that invoices every week/month/etc.)
– Any expenses entered on the visit completion will create bills in QuickBooks if they are configured to
– All data regarding the visit will be added to reports
– Any inventory quantities used will automatically be depleted from inventory
– The visit will be available in the ‘Approved Visit Archive’ section for later access
– The job will stay active and remain in pending for you to add any future visits
That last bullet point is the differentiator between the ‘Approve’ button and the ‘Approve & Close Job’ button. By selecting the ‘Approve & Close Job’ button, all of the above will occur except that the job will not stay active and remain in the pending section, it will be removed from pending and stored in the ‘Archive Jobs’ section. No more visits can be added onto this job.I’ve read all this, but I still have a question!
Entering Payables and Purchase Orders
Entering a Payable or Purchase Order is super easy, the only required fields are the PO name, vendor, and terms. Here are more detailed instructions:
Billable and Reimbursable Expenses
The Purchase Order / Payables entry page is one of the two ways you can enter labor hours and costs into SingleOps. The other is the visit completion page.
To enter Labor using the Purchase Oder / Payables entry page, select the labor item using the Item dropdown (it will be under the ‘labor’ item category). For the ‘Price’ field, enter the hourly cost of this labor. For the ‘Quantity’ field, enter the number of hours worked.
For labor that is related to a specific job, select the visit using the visit dropdown. If the labor needs to go on the invoice, select ‘Billable’. Most often this Labor item category is for salaried workers, but if you need to create a Bill in QuickBooks for this labor, select ‘Reimbursable’ and a Bill will automatically be created when the PO / Payable is approved.
Approving Payables / Purchase Orders
The PO / Payables Approval Page gives you details on all the data regarding the entry. Please review the data and click edit if you need to add or modify anything. If images were uploaded with the line item, you can view them by clicking the magnifying glass under the ‘Has Images?’ section. If you’d like to open the image/s in a new tab, just click the image.
If all the data looks correct, please click ‘Approve’. Clicking this will cause a window to open that allows you to review the QuickBooks accounts that the items will sync to. You can modify the account from the default, which is helpful for entries like credit card purchases where the user doing entry is not certain which account this item should be classed to.I’ve read all this, but I still have a question!
The inventory functionality in SingleOps allows you to automatically stock and deplete inventory when a Purchase Order is approved and when a Job/Visit is approved, respectively. In addition, using the inventory functionality will allow you to automatically pull in this unit cost for job costing and margin markup pricing.
Here are the basics of the inventory page:
Manual Transfers / Depletions / Additions
The inventory section allows you to manually transfer, deplete, and add an inventory type to any class. Just click the button on the item in the class you’d like to take action on and you will be prompted to enter the quantity and any notes. When transferring, please click transfer on the item in the class you want to transfer OUT of. You can select the receiving class in the prompt.I’ve read all this, but I still have a question!
Clients and Vendors
There is an admin section that displays all of your clients and vendors. These lists are kept in sync with what is in your QuickBooks file if you are using our QuickBooks integration. You can add a client or vendor here, or you can remove an existing client or vendor.
Use the steps detailed in the video tutorial above when creating an item.
Here is information regarding each Item Category:
Material = these are inventoried in SingleOps and their cost is automatically calculated based on the inventoried average unit cost (cost basis). These relate to inventoried and non inventoried part items in QuickBooks.
Service = these items have an editable unit cost and are not inventoried by SingleOps
Expense = these items are entered on the PO/Payable Entry or Visit Completion page and are costs associated with a job or a purchase
Discount = these items are part of the proposal/invoice that subtract from the billable price
Labor = labor items are similar to Service items, except that Labor items are always recorded with the quantity being hours, whereas Service items the quantity can be recorded in other units. Labor can be added as a line item on the proposal/invoice/work order or simply added to a job to track man hours.
Equipment = equipment items are non-inventoried with an adjustable unit cost. they are treated similarly to the Service item, but can be configured to not be recorded in COGS, but rather as an operating expense.
The Operations/Classes section allows you to view your current operations/classes, edit, delete, and add new ones (which will sync to QuickBooks as a new class).
The Terms section allows you to view your current terms, edit, delete, and new terms (which will sync to QuickBooks a new term)
The users section allows you to view, edit, and add new users to access your SingleOps account. To add or edit a user, please follow these steps:
The job categories admin section allows you to add, edit, or delete job categories.
The Archives Jobs section displays all jobs that are inactive and have been closed by a user. From here you can research old jobs and their associated visits.
The Approved Visits section allows you to directly view approved visits, even if the associated job is still active. If your account mainly uses jobs with one visit, this will be useful for researching historical information about your visits, including the date they were approved and synced.I’ve read all this, but I still have a question!