Watch this recording of Free Training Friday to take an in-depth look at how Results CRM integrates with every version of QuickBooks, including Desktop, Online, and the latest QuickBooks 2018. Make a change to a contact in Quickbooks, and see how it automatically updates information within Results and vice versa.
About Free Training Friday: Since the beginning of 2017, we have been holding these free, 30-minute training hosted by our industry-leading experts and innovators who will teach you about AbacusLaw, Amicus Attorney, the Abacus Private Cloud, and now, Results CRM and OfficeTools Software. If you would like to request a topic, please email firstname.lastname@example.org.
Hello, everyone, and thank you so much for joining us this Friday for Free Training Friday. Today, we are going to talk about why Results is the greatest CRM for QuickBooks, and we will take a dive into exactly how it syncs with QuickBooks, how you can work in one and it updates in the other, and vice versa. As always, we have with us Sam Saab. He is the founder of Results Software, and the Executive Vice President of product for Results at Abacus Next. My name is Kalei. I am a marketing coordinator at Abacus, and we are really glad that you're all here. This will be about a 30 minute webinar. You can submit your questions at any time through the webinar panel. We will take your questions in the last 10 minutes. So without further ado, I'll let Sam take it away. Hi, Sam.
Hi, Kalei. Thank you so much for the great introduction. Thank you everyone for making time to be on the call today, I appreciate that very much. All right, let's go ahead and get started. First, we cover a couple of quick administrative items. Those of you that are new to GoToWebinar, just be aware that there's a large control panel that blocks through your view. So, what you can do is if you look in the top left corner off the control panel, there's an orange arrow pointing to the right. You can click on that to minimize the amount of space it's taking. Also, you can click on that orange arrow again and now point it to the left to reopen the control panel whenever you want to ask a question. Submit your questions online, digitally, there's an area within the control panel that has a heading of questions. Please type them in there and we'll be able to take those towards the end of this presentation. The presentation is being recorded, so don't worry about taking too many notes. You'll be able to review this later on and share it with others.
All right, let's go on and get started. We have a lot to cover. So first I'm going to show you a quick, short agenda of what we're going to go through on today's session. I'm going to give you, for those of you that are new to Results or considering Results, going to give you a very quick overview of the core functionality of the Results product line. And with which products we integrate. Then we're going to delve deep into the heart of this presentation today, about our integration with QuickBooks.
We'll talk about the core modules that we touch on and engage in that integration. How the two systems talk to each other, which versions QuickBooks are covered. We'll talk about the benefits from leveraging this integration where you're going to be able to avoid double data entry, able to support multiple workflows. Different companies work differently. Sometimes within the same department there might be different dependencies on data and timing of when the data needs to get into QuickBooks or out of QuickBooks, there's Accounts Receivable, Account Payable, so purchase orders in other words, and invoices versus quotations. We'll talk all about those within the workflow. And then, like we've been doing every week, we will also give you a quick peek into Results NextGen.
The Results NextGen is the new redesign of Results with all the new data entry screens and all the new boards that are available for optimal use of the system in a visual way. All right, let's go ahead and give you a quick overview of the Results product line. Results is made of three products. Results CRM, that's for more sales and marketing so the functionality there is around managing the entities that you do business with and the opportunities around those. Doing the process automation, document management. Next level up is, to build on that, is that when the order comes in, now it's time for the company to deliver on the commitment and what was promised. So, we bring in the Results Business Suite that incorporates Results CRM and now manages delivery of services, delivery of products, combination of both, project management, time sheets, billing, all of that is covered there. The final product, the third product is building on to not only the back office operation where you're running your whole business within Results, but now also your field service. Installers, technicians, sales representatives, anybody in the field working from anywhere, to any time using any device. Whether it's a phone, tablet, or a laptop or even a desktop. You have the ability to work with that data from anywhere at any time.
The other main thing, then, is that when you're taking advantage of our full product line, this is some of the devices that's been used and the look and the feel of the system today. What you're seeing on the far left hand side is the desktop product in the calendar in a, what's called dispatch mode, or in a work group mode where you're seeing multiple entities and their calendar entries. On the right side you're seeing a tablet using a web mobile product using a browser. In the middle you're seeing a mobile device in which we're using a specialized interface, or screen specific to the device, you're able to see what you're doing.
The next important thing about the Results product is that instead of coming in with a complex, overwhelming system that takes over everything you do, is we leverage what you have and we work integrate with them. So, we do integrations with QuickBooks, and we're going to talk more in-depth about it, this is what today's session is about. Other integrations include Constant Contact, Smart Vault, Share File, SharePoint, and T-Sheets. This is the series of products we integrate with. Visit our website, abacusnext.com to take a look at more details on those integrations, video screens, and see how they work.
Let’s delve into what we're doing today. A little bit more in-depth, and this is talking about the heart of the QuickBooks integration, which is our core starting point integration of the Results product. So, first, just to cover the big picture items. We integrate with every version of QuickBooks. Desktop, Pro, Premier, and Enterprise. We also integrate with not just the US version, but those of you that have customers or are in Canada or UK, we support the international versions of QuickBooks desktop also. So, US, UK and the Canada. On the QBO we support the QBO, QuickBooks Online, QBO is the US version, and the what's called the Global version. Global version represents, basically all of the international versions of QuickBooks online, so you're able to integrate with those.
So, the next question in addition to which versions and the international versus US. The next question we're going to ask is: which modules do we move data back and forth from? Which modules do you integrate with? So, the listing up here on the far left hand side are the names used by QuickBooks, and these are the modules that we move them in and out of. So, Customers, Vendors and Employees, so the three layers of data within QuickBooks, we'll talk about that in a second on the Results side because you can delve much deeper in Results because, for example not all vendors are created equally. You might have a vendor, that means an entity that you cut a check for from a QuickBooks perspective, from an accounting system perspective. But, from an operations perspective, that entity might be a vendor, a true vendor, like a Office Depot or Staples, or an entity that you do, you know, that kind of a vendor interaction with. But it could also be a supplier. Could be a sub-contractor. Could be, effectively an employee that is on a 1099. So, indeed, there is multiple uses of those.
Within Results, as part of the relationship management, you then get to categorize them in a much more granular way and be able to really get on top of those relationships and what they mean. You can even classify your sub-contractors, for example, as a level one, level two or level three. So these are the go-to, level one would be the ones you want to hire if they're available, and you only go level two and level three if there's not enough level ones available for the job that you need them to do work on. So, that's just an example of what you're able to do. But, regardless, in Results, then, when you're looking at the QuickBooks integration, you're able to classify your sub-contractor, your supplier, your vendor as all effectively going to go into the vendor bucket in QuickBooks. So, there's a flexibility in managing in a much more detail in Results and still be able to conform to the QuickBooks structure of customers, vendors, and employees.
Next thing that we do is job costing. For example, so we take it that level, so those companies that are construction companies, or HVAC, landscaping or other kind of professional services, accounting, or any other professional services that track time against a project. Based on what your billables are, knowing what your profit margin is on that project and that's within in the cost estimates that you've provided. This data might not all be in Results, like payroll data would not be in a Results system, but payroll affects, of course, your job cost and whether you're still in the realm of where you need to be. So that level of detail can be captured directly from QuickBooks, flipped over to the Results so you can see the project in context of how well you're doing, or not necessary, depending on needing to do double data entry of that data within the Results system.
The other aspect of contact management and the job and project management is that your jobs really could be a representation of where the work is being done, but also the things that you need to do for the job. So, for example, you're an HVAC company, and you have to be able to order the units and the part necessary to do deliver the products and services to your clients. So now, purchase orders will pull in and become part of the big picture. So, we're able to do this, all this data that you're seeing up here, time sheets is the only thing that is not bi-directional, and there's a logical reason for that. Your calendar is in Results. Your activities are scheduled and delivered through the Results system on the operations side, and when those activities are done, they are represented by a time sheet that gets approved by a supervisor if you want to do the approval level. That's an optional step within Results. And then the time sheet will get submitted over to QuickBooks and so, it's a one-direction. It's coming from the Results side to the QuickBooks.
Everything else, items, they call them estimates in QuickBooks, we call them quotations. So, proposals are bids. The bottom line is that, that goes bi-directionally. Sales orders, your invoices, your sales receipts. Sales receipts in QuickBooks is a concept of an invoice that gets paid right away. So, it's not really a term. You're not giving it 10 days or expecting a check to be sent. Especially on eCommerce and things like that. Most of them are sales receipts. You make the order, you receive a payment, and so the call it a sales receipt. When we bring it into Results we all it an invoice and a payment. Which, is very much like your other invoices that are term based. Payments and credit memos, same thing. Your credit memo's effectively a credit against an invoice, so it's reflected as a special payment type of revenue results.
Purchase orders can be created in Results under projects. They can also be created based on quotations being converted over to a purchase order. So that, for example, companies that will use subcontractors to authorize the work necessary, or they need to order the parts on a P.O. to be able to deliver the parts to the client based on the quotation or the bid that just got approved. Then you are able to, in Results, electronically create those purchase orders based on the line items on the quotation or the estimate, effectively, that got approved.
All right, so this is the big picture view. What I'm going to do is, I'm going to jump over to the Results software and show you a little bit more details on that. Again, if you have questions on this, please enter them within the control panel under the questions area, and we'll be glad to touch on those shortly.
So what I'm going to show you next is, I'm going to take you to the Results product directly. We're going to go to the Tools, QuickBooks Synchronization Tool. You an also get that same thing from Finances, QuickBooks Synchronization. When you're on the QuickBooks Synchronization Engine, this, you'll notice, quite a bit of the names of the modules and the structure of this is similar to what you just saw in the presentation of the summary of modules and what you are able to do between the two systems. So, Results, and by the way, just to let you know, we also have a QuickBooks, running Enterprise, running in the background, and we'll show you some of the data in context of what you're able to do with that data in Results. Some of this data already came in from Results. I'll show you that. I'll show you the corresponding records in the Results systems and you'll see how they flow.
But, let's talk about the overall integration. So, again, it doesn't matter what QuickBooks version you have. Desktop, UK, Canada, Pro, Premier, Enterprise. The heart of this system, and the way the system works is identical. So, you have a main screen that lets you know you are able to import data from QuickBooks. That means, let's say I want to go and bring in all the existing customers and invoices into Results. That's called importing. And then we can export data. So, from a Results perspective, a record is added in Results, a new customer or prospect is added in results, and we're going to export that data to QuickBooks so nobody has to re-enter that data in QuickBooks. So that's the concept of import-export.
The main thing I wanted to emphasize is, unlike other systems, Results is about flexibility and empowerment at the same time. So, instead of basically giving you one button that says, "We'll synchronize your data." The reality there is that in a way, you'll end up losing control. Maybe you're not ready to export data from Results into QuickBooks. Maybe you want to set up different workflows, or you want to use the system for a little bit with just importing the data, having visibility, excuse me, visibility of that into the Results system and [inaudible 00:15:02] to where that end resolves before you're ready to have Results speak to, or update QuickBooks. So, [inaudible 00:15:08] your control.
Also, the idea there is, let's say, estimates, from a sales perspective, you're not going to have your sales people go into QuickBooks anymore. You're bringing your Results to cover the CLM side and the operations side so that the sales individuals are working within the realm of the Results system. They create their estimates there, maybe in the workflow, and different companies do their workflow a little bit differently. Typically, what we see is that individuals or companies will set up their sales individuals to start working from Results. Manage their relationship, manage the customer, manage the prospect list. And then they'll be able to do the estimates in Results. When an estimate is approved, they will convert the estimate into a sales order. The sales order will go over to QuickBooks synchronized out. In other words, you will export that to QuickBooks. And then you can do the fulfillment from there, the shipment from there, the tracking on your leveraging software that integrates with QuickBooks to get the items sent out. And then you're able to create the invoices based on your partial or completed invoices based on what you were able to deliver and ship.
And so, a number of companies will do the workflow that way. Obviously if you're a professional services it's done differently, so you are able to then have an estimate, get the approval for it, sales orders are typically not used in professional services. They're used for entities that have physical products, so you can do partial shipping and invoice for what you were able to ship. So, in a professional service world, you don't have this check, because you don't have sales orders, as an example. So you would go from an estimate directly to an invoice. Or you will do an estimate to work orders and services orders, and as you staff deliver the services and they're able to do the time-billing from within the Results system, by the way we've done a video, an educational class on that a few weeks back, so you'll see that on our website already. So that's, www.abacusnext.com/blog. If you go there, you'll see all our previous training classes. There was one on time billing.
In that case, the work is done, the activities are completed, the end up on a time sheet, and from there they go to an invoice that's created in Results, and then we export the invoices from Results directly into QuickBooks, so QuickBooks will have a reference to what's been invoiced and where payments are being expected. So, our workflow will depend on the kind of organization you are, and where you want to put the review and the control points so that the work is done properly, and then accounting is still being reviewed before you push the data over to QuickBooks, or maybe it's reviewed in QuickBooks after you push the data over. All of that is totally under your control.
You are able to then, based on your workflow, decide which of those modules will be checked. Maybe you don't want to send estimates, or bring estimates over from QuickBooks, or send estimates over from Results to QuickBooks, that's the export side. So you can decide what modules and whether you're going to import data into Results or you're going to export data to Results. Totally under your control of how it's done, how it's set up and then be able to, then, once this is configured, you're able to save those selections and have it memorize those for the future. Then you're able to synchronize accordingly.
The other thing I want to mention to you about the Results system is that we believe strongly, especially if you're dealing with data, is that many times you need those checks and balances, you need those validation to makes sure that all the data went over. The last thing in the world you want is a quotation that got converted to a sales order, and for whatever technical reason, the sales order did not get pushed over or sent over successfully to QuickBooks. Maybe you did not change the prospect to a customer and the customer record was never sent to QuickBooks. If that doesn't happen, then the sales order will have nothing to latch to, or connect to. So that's an example where the sales order is now in Results, but not in QuickBooks. And the other way around, something that's in QuickBooks is not being brought into Results because your sales reps are not current, or the list of sales reps is not updated, or the terms are not complete.
Anyway, for those multiple potential reason of why there's a data discrepancy, we have built in a reporting engine that does the QBI validation. I clicked on this button up here. So you'll see a rich set of checks and balances that you can run. So there's an ability, for example, to confirm that by checking this you can confirm that every customer in QuickBooks and every customer in Results is now in the other system. Maybe you want to check vendors. All the vendors are completely represented in both systems, or employees. Our products here, you know, QuickBooks calls them items, we call them products and services. So these are the SKUs, the items that you have on your invoices. You can confirm that both systems have those completed.
But then you can go much deeper. I want to confirm that every single invoice not only is in the other system, but there's no discrepancy in the total. So, maybe I have an invoice that was issued for, let's say $6,000 and then there was an adjustment to that after the customer responded or reacted to that, and changed it to $5,800. Well, it that change did not synchronized, we were going to end up with a discrepancy where both systems knew about the 6,000 because you were synchronized bi-directionally and so the invoice appeared on both sides, without duplicate data entry. That's the heart of what you do in a synchronization.
But, let's say you did not check the box that told the system to update that because you might not want to do that. You are able to do those manually if you want, or maybe one of the settings, you see this check box up here on the time sheet that you see in this set up, is allow the system to update additions and deletions when an invoice is modified in either system. You and the company may decide that's not going to happen. I'm not going to let the person on the operations side change an invoice already issued in QuickBooks, as an example. So then, that case, we can, you can control that by configuring it the way you want it to work, and then we can also do the validation up here to make sure that there's nothing that is not lining from the completed.
All right, so we talked about avoiding double data entry. We talked about the workflow and supporting multiple ways of operation. We talked about the ability of the system to allow you to control what goes, what doesn't in either direction based on whatever your workflow in your operation is. And so, that covers everything about the underlying engine. I'm going to turn it over to Kalei and see the questions that we have for you. Kalei.
Q & A
Do invoices have to be created in QuickBooks?
Great question. Only if you want to. Have to, no. Some of the example that you have within the Results system is, since we are able to schedule the work, and the work is assigned to your employees, or your staff, your resources, then Results is in an ideal position to take those activities, and again, we did a class on that, so please review it within the blog area. I'll just give you a very quick visual on that.
When you're scheduling a service order within Results, or a work order some people call them, where they go under services unless you're doing a delivery of a service, then in Results, you can flag this as billable automatically, and if this is billable and you decide to bill it as one hour, and you put it at a certain rate, or it could be already programed to be at a certain billable rate. So let's say your services for consulting work is at this rate, then effectively, Results can take this information that it has. Is has who the employee is, it has what they've done. It might also have additional notes on the details of what they worked on. It knows how much you're going to bill it for, and can actually create an invoice for you in Results electronically, without anyone having to remember that this is a billable activity, and then that invoice is created in Results and sent over to QuickBooks.
So, it's not the only way to do it, so it's a great question. Because sometimes, that's a great way to capture this billable activity. But, you might already have QuickBooks, has a fantastic engine for recurring billing. So you might have some of the invoicing for that certain client sitting in QuickBooks already being billed on a monthly basis, and you don't want to forget that. So, you can let each system do what is strong, and what its strength is all about and then have some invoices created in QuickBooks, some invoices created in Results based on what they are, and the reasons for their creation. And then when you do the bi-directional sync, whatever is in one system, not the other will be sent over and now, after the synchronization is done, both systems have exactly the same set of data without double data entry, regardless of where the additional data was entered.
Do salespeople have to work in QuickBooks, or can they just work in Results?
Great question, I love that. See, that's the kind of positive change that we bring into our organizations. A lot of organizations, especially ones that have grown over time starting with the one person. They were successful, they brought in more people, and now all of a sudden they're a 15 person company and you have multiple departments from sales to client service to delivery. So, a lot of success stories are around that. At the heart of the economy and the engine is the small businesses that are able to accomplish that. So, basically what we are finding is that a lot of companies have started with QuickBooks because they broke them in, it's easy to use, and they wanted to get the invoices out.
So, when they hired the first and second salesperson, they had them create the estimates and quotation in QuickBooks because the QuickBooks had the reliable set of data and all the contact information. As the companies grow, every time you add an employee, you don't want to go and add an additional QuickBooks license necessary for that. More importantly, you're having a person that's on the operation and sales side working out of an accounting system, which is not really, it's like doing invoices out of Microsoft Word in a way. Where, yes, you can get away with it, but it's not necessarily the ideal tool to do that. There's not necessarily all the pieces. Forecasting reports, sales opportunity tracking, calendaring and scheduling that you might need to effectively run the sales and marketing department.
So, typically what we find when we come in. We actually, you could then go and import all the data coming in from the system, and that's only from QuickBooks. Not only the customer data and the prospects and the existing lists, but also every single invoice from the past will come over, including the line-item on those invoices. The significance of this data, by the way this is sample data coming in from a QuickBooks sample. And you'll see, a lot of this is coming in from the QuickBooks side, and so all of a sudden this QuickBooks invoice that was there for the last two years is freed into, the data is freed to come into the operations side.
So you're able to go and created upsell opportunities. More importantly, your sales individuals will no longer have to go back into QuickBooks because they can do the heart of the work in the Results system. They can do their quotation, their forecasting reports. They can take a quotation that's created here, and then instantly convert it into a sales order, or an invoice, or even a purchase order like we mentioned before. You can even take the service items on the quotation that just got approved and convert them into tasks for your work order, service orders, whatever terminology you want to have. So if you've promised that you're going to deliver three services within the quotation and when the quotation and the bid is won, and now you have to deliver on that, you end up getting those three activities with the exact text of what was promised in the quotation instantly converted over to the Results system and ready to be delivered on.
So your salespeople, and then the follow up, your operations folks stay in Results. You also only need a single license to move the data between Results and QuickBooks through the synchronization. Goes through a single entry point. You no longer have to add QuickBooks licenses every time you add a new employee. You just basically have them work from within the Results system. They have total visibility of the data, and it will bring the QuickBooks data, or the accounting data necessary for them into Results so they have visibility into it without having to re-enter it or wait on manual reports to come to them to see that data.
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