Simpro Tutorials

See the below rough time frames for jobs and how long we should allow for certain things:

Always allow for travel to and from site for all jobs the below time frames only include time on site, pricing the job and travel to and from site is not included.

Installing Ceiling Fans: 1 hour 

replace Ceiling Fans: 45 Minutes 

Replace Smoke Detectors: 10-15 minutes per smoke detector

Install/Hardwire Smoke detectors: 45 minutes - 1 hour per smoke detector

Install Downlight's: 4 Down Lights per hour if in the same room

Replace Down Lights to LED: 15 minutes per downlight

Install Pendant Light: one hour

Over Bench Pendant Lights: allow 2 - 2.5 hours on site

Bedside tables: allow 2 hours

Over Dining Area: 1 hour

Install Spotlight:1 hour per spotlight

Replace Spotlight: 30 minutes per spotlight

Repair Oven: 1 hour

Fault Finding: 1 hour

CCTV System (single story) see below:

4 cameras: 3 hours on site

6 cameras: 4 hours on site

8 cameras: 6 hours on site

Replace oven: one hour on site

Hardwire and oven: 1.5 hours on site

install Power Point: 45 minutes on site 

Install Data Point: 45 minutes on site 

Install TV Antenna: 1.5 hours

Re run data cable for NBN: 1.5 hours

Install IXL light: 1 hour

Replace IXL Light: 30 minutes

Install Exhaust Fan: 1 hour

Replace Exhaust Fan: 30 minutes

Install LED Fluros: 1 hour

replace LED Fluros: 30 minutes

 Wall Mount a TV: 2 hours

Install Sound Bar: 1 hour

Replace Light Switch: 15 minutes

Outdoor power point: 1 hour

Install 15/20amp power point: 1-1.5 hours

Install a Range Hood: 2-3 Hours

Replace a Range Hood: 1-2 hours

Hot Water repair: 1 hour

Every Friday it is important that we follow up on all quotes in the system and try and book in as much work from these previous quotes as possible.

It is also very important to write notes in each quote with weekly updates so that everyone in the office is aware of where the quote stands and when the last time the customer was contacted.

As much as we want to convert all quotes to jobs we don't want to annoy the customer and contact them too much, that's why having notes in the job helps to ensure no one is double contacting the customer.

To follow up on a quote you need to go into the quotes tab on the control panel of sim pro (the clipboard icon)

Click on the open quotes tab, you will then be directed to the below screen:

one you're in the above screen you can see all current open quotes we have in the system.

Click on the first quote in the list, you will be directed to the below screen:

Once in the Quote you need to read over the job description to understand what kind of job we have quoted for, this will be located under 'Description' on the left hand side of the job

Then you need to read over the notes on the right hand side of the screen under 'Timeline' - this will show all notes and events that have happened since the quote was created.

You can see in the notes, this quote was created on 2/02/21 and the customer hasn't been contacted since then, the next time to contact this customer would be on the 9/02/21 exactly 1 week after.

However, we would contact this customer on 'Follow up Friday' of the same week.

When contacting a customer you need to go to their customer profile on the top control panel on the screen:

once you click on the customers name you will be directed to the below screen:

From the above screen you can now call the customer and get an update on the quote and if they want to proceed with the job, Please follow the below script.

You: Good Morning/Afternoon Customer, Its Stephanie calling from Sutton Security and Electrics how are you today?

customer: Good thanks!

you: Wonderful, I'm just giving you a call to follow up on the job we did for you yesterday, just wanted to follow up and make sure you were happy with how everything went? Were you happy with the work our electricians did for you?

customer: Yes, the boys were lovely, very professional and got everything done, I was very happy with the work. (99% of the time this is the response we get)

If the customer was unhappy with anything or has any complaints you need to note all of this down and write it all in notes, then send an email to Rach to let her know so she can follow up with the customer.

We need to follow up with customers everyday on the previous days jobs, we do this to make sure our customers are happy and so we can make sure we are following up and keeping in touch with our customers.

By doing this is shows a really good level of customer service and it also shows the customers that we really care about them and their experience.

Also some customers may be unhappy but didn't say anything to the guys, but may feel more comfortable telling us in the office that they had an issue, this was we can fix the issue and turn the customer around so that they use us for future electrical work.

To follow up with previous days jobs you need to go into the daily schedule:

You need to go into every job individually, go into the invoice and read the description so you can familiarise yourself with what we did on the job before you call the customer.

once you have familiarised yourself with the job, call the customer and follow the below script:

You: Good Morning/Afternoon Customer, Its Stephanie calling from Sutton Security and Electrics how are you today?

customer: Good thanks!

you: Wonderful, I'm just giving you a call to follow up on the job we did for you yesterday, just wanted to follow up and make sure you were happy with how everything went? Were you happy with the work our electricians did for you?

customer: Yes, the boys were lovely, very professional and got everything done, I was very happy with the work. (99% of the time this is the response we get)

If the customer was unhappy with anything or has any complaints you need to note all of this down and write it all in notes, then send an email to Rach to let her know so she can follow up with the customer.

When we are quiet or don't have at least a week booked in advance we need to go through certain things to bring in more jobs.

In the below order please do the below:

1. Follow up on all Pending jobs - any of these jobs that are not booked in, you need to try and schedule the job, read all notes and then call the customer to see if we can schedule/reschedule the job.

2. Follow up on all Progress jobs - any of these jobs that are not booked in, you need to try and schedule the job, read all notes and then call the customer to see if we can schedule/reschedule the job.

3. Follow up on all Quotes - Any open quotes in the system, the customer can be called and try and convert the quote to a job and get it booked in.

4. Cold Call Customers - Go to the cold calling customers spreadsheet located in google drive and call 10-20 customers and see if they need any electrical work done.

5. Speak to each of the A Grades and ask them to create jobs onsite when customers talk about future work. Any future work at all, then we can call these customers in a few weeks to check in. 

Open up https://login.simprosuite.com and login.

The login must be form your own details, eg:

Username:

Password: 

All Usernames & Passwords are in the file "Account Logins"

once you have logged in you will see the home page (as pictured below) this means you have successfully logged on.

1. Once logged into simpro, on the left hand side click on the icon with the Spanner to open up the below window:

2. once you have the above screen click on 'Service Job' under the create new section. this will then re direct you to the below screen:

3. Select the customer you are going to create the job for OR if you are creating a new customer you need to do that first.

4. Type in the customers first and last name in the 'Customer field' the drop down box will appear and the customer should appear. If the customer does not appear you may need to create one.
(see template for 'how to create a customer')

5. Once you select the customer from the dropdown box you then need to select the customers address, see below image:

9. Once the customer, site and Job Name have been filled in you need need to select the type of job, All types of jobs are listed the 'Cost Centre' drop down, see below image:

(for explanation of job description and job types please go to 'How to write a job description' template)

10. Once you select the type of job, move below to the description and fill in all the relevant information.

11. First bit of information you need to add in is at the very top of the description, you need to write the date and time we will be attending site to complete the job.

see below image of what it will look like prior to adding in the date and time:

14. The job has now been created - you now need to select finish OR next at the top right hand corner of the screen to Dave the job and exit or next to save the job and schedule. See template 'How to schedule a job' for the next steps.

To create a new customer in the system.

1. You need to click on the customer icon on the control panel on the left hand side. See below image:

3. You then need to fill in all the customer information below:

Title

First/Last name

Mobile Phone

Email (you also need to re type the email address into the Primary phone box)

Address

4. You then need to click on 'Save and Finish' to save the customer.

5. The customer is now saved and when you need to select them when creating a new job they will always appear when you search the name in the customer drop down.

To book an after hours service call.

1. You will need to create a new Service Job.

2. Once you have opened a new service job you need to select the customer.

3. Select the site and write a short description of the job in 'Job Name'

4. You then need to select a job type, by selecting the 'Cost Centre' drop down, see image below:

5. Once the drop down box appears you need to select the cost centre that matches the type of job you're booking in.

6. In this case we are booking an after hours service so you need to click on:

'After Hours (6pm - 7am) WEEKDAYS & WEEKENDS'

OR

'After Hours (4pm - 6pm) WEEKDAYS & WEEKENDS'

7. Once you select the after hours service you then need to proceed to fill in the description

See Below Image: 

8. You need to make sure you fill in the below:

-Date and time guys will be attending site

-Description of what the customer has advised is going on at site eg: no power or lights.

-You need to advise if its the Tennant calling or the home owner.

-Regardless if its a Home owner or tenant any call out after 6pm and before 7am needs to be paid in full with a credit card prior to our electrician leaving to attend site. They won't start their travel until the Fee has been paid. 

-Always let the customer know over the phone the initial call our fee, either $245.00 for 4pm - 6pm OR $345.00 6pm - 7am then when the guys diagnose the fault on site they will price to fix the fault.

9. Once all the information Is filled in, Save & Finish and schedule the job on the electricians schedule who will be doing the job.

To view the schedule while booking in a job

1. You need to have Simpro open twice.

2. You can choose to either have Simpro open on seperate screens OR you can have 2 tabs open in the same browser on one screen.

3. You would have Simpro open on a new Service Job in one tab so that you can enter all the customer details and job details.

4. Then when you click to your other Simpro tab or screen you can have the Schedule in day view open so you can be talking to the customer, taking all the details and can quickly and easily click over to the schedule to advise the customer when we would be able to attend site.

Its best to have it set up this way all day so whenever a call comes through you are ready to go with a current schedule to view and an open service job to start writing down details as soon as the customer starts talking.

Always refresh the schedule prior to booking a job just in case another Admin member has used it and booked in jobs in the meantime. 

Open up job that you need to add materials too:

You can do this two ways:

Method 1:

Go to the schedule and day view

Right click on the job you need to add materials too

Hover over "Job"

Then click Edit Job

Method 2:

Go to jobs - by hovering over the left icon on simpro that looks like a wrench

Click either pending, progress or complete jobs

Then click on the job you need to add materials too

___________________________________________________________________________________

Once you are in the job do the following:

At the top of the screen you will see "Parts & Labour". Click this.

Then click "Catalogue" 

Then search for the material item you wish to add to the job. 

For example: Power point installed, then click enter or search

You will see the item show up. 

You can then add quantities by typing in a number in the right box next to the item. 

Then click enter or the blue "ADD ITEMS" button.

To check a material item is in the job

Whilst you are on the catalogue page

Click "Billable" which is located near the top left.

You should then see a list of materials in the job with quantities and pricing.

The Material Stock Take is so that when our teams are in the field they can use items that we have in stock.

If there is no item in stock then they have use a longer process to add materials. 

Standard Procedure

1. Login to Simpro Service

2. You will be brought to the home screen

3. Hover over where is says "materials" at the top of the page. 

4. Select Stock Take

5. On the right side of the screen you will see a blue "+Create Stock Take" button.

6. Click this. 

7. You will need to select from the drop down menu, "Warehouse" then click create. 

8. You then need to select Catalogue from the top left under "New Stock Take"

9. You can type in the item that you need to add to stock by typing its name in the search bar and clicking search. 

10. On the right hand side of the screen you will be able to add the quantities for the item needed in stock. Insert the quantity and select "Add Items".

11. Once you have added all materials, select "Save" from the top right.

12. Then Click "Finish & Approve"

13. Done

Electricians in the field add material items into a job but then need to delete them. Sometimes they are unable too because Simpro displays an error saying "material already allocated".

They can no longer delete the items themselves and the office team needs too.

To fix this issue for them you first need to go into the job that they need the allocated material removed, see below:

The guys have advised they need the Material Item 'Oven Relocation' removed:

To remove this item you need to click on 'Parts and labour" on the top control panel, see below:

Once you click on Parts and Labour you will be directed to the below page, this is the Billable page which shows all material items we are billing the customer:

Once on the billable page you need to locate the Material item you wish to remove from the job, in this case we are removing the 'KS Oven Relocation'

Once you have located the Material item you wish to remove, you then need to go to the options drop down box on the right hand side of the item:

From the dropdown box you then need to select 'Remove item'

Once you select 'Remove Item' you will then notice the Material item has disappeared from the list of billable items and has now been removed:

Repeat the above process for any other items you need to remove, once finished you then need to click 'Save and Finish' in the top right hand corner of the screen:

Once you click 'Save and finish' you will be directed to the below screen, confirming your changes have been saved.

To add a new employee into Simpro

1. You need to click on the people icon on the control panel on the left hand side of the screen.

2. Once that opens you need to click create new employee, see below:

3. Once you have clicked on new employee you will be directed to the below screen:

4. You then need to fill in all the relevant details for a new employee:

Employee Name

Position

Street Address

Date of commencement 

Dat off Birth

Tax File Number 

Email address

Phone Number

5. once you have filled in all the above information, click the save and finish button in the top right hand corner to save the new employee.

To add a new site to an existing customer

1. You first need to open the customers card profile.

2. Go to the search bar at the top of the screen and type in the customers name (surname usually works best) once you see the customer you are adding a site to, click on that customer.

See image below:

3. Once you click on the customer it will then bring you to the customers profile.

4. Click on the sites button at the top control panel

see below:

5. Once you click on the sites panel it will direct you to a list of the current sites for that particular customer.

6. You then need to click on the 'Create Site' button on the right hand side of the screen

7. Once you click on the create site button you will be directed to the below screen:

8. You need to fill in all the relevant information for the new site, such as:

Site name (full address)

street address

Suburb

State

Postcode

9. Once you have filled in all the relevant information, click the 'Save and Finish' button on the top right of the screen.

10. Once saved you will see the site you just created now in the list of sites for that customer. See below image:

When you are looking at the jobs in the schedule, different colours represent the different stages the job is at.

see below image:

The Legend at the bottom of the screen will always be there when you're looking at the daily schedule on Simpro. This will help determine where the job is at and what stage.

See below image:

Job Stage

There will be times that you will need to change the stage of a job if for some reason the guys are on site and they cannot see the job on their iPads.

To change the stage of a job.

1. You need to have the daily schedule open in Simpro and find the job you need to edit.

2. You need to right click on the job and it will bring up the actions box.

See below image:

3. Once you see the Actions box you then need to go to job.

4. Then it will bring up another box, and there you will see 'Update Stage' click on this and it will bring you to the screen below:

The only stage you will need to change a job to is PROGRESS stage. The guys on site can always see a job in the progress stage, so if its accidentally changed to competed or archived they will need you to update the stage to 'progress' and then once they refresh their iPads they will be able to view the job again.

Job Status

Updating the Job Status is something that we would change for the below reasons:

if we need to change the date/time of the job and want to automated text to re send to the customer.

OR if the guys are in the field and for some reason cannot see the job on their IPADS, by changing the job status they can then refresh their screen and it should then be visible to them.

To change the Status of a job.

1. You need to have the daily schedule open in Simpro.

2. Find the job you need to edit.

3. You need to right click on the job and it will bring up the actions box.

See below image:

4. Once you see the Actions box you then need to go to job.

5. Then it will being up another box, and there you will see 'Update Status' click on this and it will bring you to the screen below:

6. Once you are on the above screen and it is showing you all the different job status options, you then need to pick which one you need to change it to depending on the circumstances.

if you are changing the status due to needing to re attend site, you need to update the status to 'in progress' you would reschedule the job for the new date, update the status and then the customer will receive the automated text notifying them when we will be re attending site.

if you are changing the status due to the customer wanting to reschedule the job OR us needing to reschedule the customer, it's the same process. Re schedule the job , then update the status to 'In Progress' this way it will re send the customer a reminder text and the guys can see the jobs on their schedule.

To add a meeting or Annual leave to the daily schedule you need to

1. Go to the date/dates that the leave or meeting will be occurring.

2. Once you have the day, you need to go to the top left of Simpro where it says 'Schedule' underneath schedule it has a search bar and a drop down box.

See below image:

3. You then need to click on the dropdown box and click on Activity. 

See below image:

4. Once you click on Activity you then need to click in the search box and it will bring up list of Activities that you may need to enter into Simpro.

See below image:

5. Once you have the dropdown of all the activities you then need to choose which activity you need.

eg: John wants to take 3 days of Annual Leave from the 16/12 -18/12 so you would select the Annual Leave Activity.

6. Once you select it you then need to click on the exact day of leave and cover the entire day in the leave from 8am - 4pm and then re do this step for all the other days of leave

see below image:

However, if it's not Annual leave, it may be a meeting or someone has an appointment of some kind you will then apply the same method but select the relevant activity and only block out the selected time the employee is going to be aware for.

see example below:

To invoice a job you need to go into the schedule and find the job you are wanting to invoice, see below circled in red:

Once you have the job you are wanting to invoice, right click and select job

When you hover your mouse over job, you then need to select edit job:

Once you select edit job you will then be directed to the below screen, the job.

Once you're in the job you need to double check over everything, make sure the details are correct and the pricing is correct and all notes are in the job.

Once you confirm everything is ready and good to be invoiced select save and finish in the top right hand corner, see below in red:

Once you have selected save and finish you will be directed to the below screen, you then need to select invoice job, see below circled in red:

Once you select invoice job you will be directed to the below screen:

Once you are in the above screen make sure the Invoice Type is set to: Tax Invoice. Once this is confirmed click finish in the top right hand corner, see below in red:

Once you click the finish button you will be directed to the below screen

Once you are in the below screen you need to attach and send the customer the invoice.

Select the attach button, see below:

Ince you click on the attach button the invoice will then move into the 'Select Attachments' column, see below:

Once the invoice is in the attachments column you then need to tick the box on the left hand side next to the invoice, by clicking this it will attach the invoice to the email, if you don't tick this box and send the email it will have no attachment, see below:

Once the invoice is attached you need to send the email, scroll to the bottom of the screen and click send:

Once you click send the below confirmation box will appear, you need to select OK.

once you select OK you will be redirected to the Unpaid Invoices screen where the invoice will now sit until it's paid:

To re send an invoice you need to go into the invoiced job.

1. To get to the invoice, in the search field at the top right of Simpro type in the customers name and then go into their customer profile.

2. Once in their customer profile, click on the History button on the top left side.

see below image:

3. Once you click on the history button you will be re directed to the History of the customer where all jobs will be listed, invoiced, quoted, archived ect...

see below image:

4. Once you can see all the jobs in the customers history, click on the job that you are needing to re send the invoice.

5. Once you click on the job, you need to go into the invoice, this will be located on the notes section on the right hand side of Simpro

See below image:

6. Once you click on the invoice you will be redirected to the below screen:

7. Once you are in the Invoice you need to then click on the 'Forms' tab at the top control panel on the invoice.

8. You will then be re directed to the forms section where you can send emails with attachments

see image below:

9. Once you are in the forms section you need to attach the invoice so you can then send the email to the customer 

10. You need to click on the attach button in the top right hand corner.

11. Once you press attach, the below window will appear:

12. Once you attach the file, you are ready to send the email.

13. You need to tick the box next to the invoice so it is included in the email and then click send

see below image:

To add payment to a job you need to go into the job you want to add the payment.

A job needs to be invoiced prior to adding a payment - you cannot add a payment to a job that is not invoiced.

1. To open an invoice to add a payment, go to unpaid invoices. 

2. Then select the invoice that you want to add payment too. 

3. Once you have gone into the invoice you wish to add the payment to you need to click on payments tab on the top of the screen, see below:

4. Once you click on the payments tab it will bring you to new screen 

5. Click on the 'Add Payment' tab on the top right of the screen see below

6. once you click on this is it will bring you to the below screen:

7. You need to then fill in two fields to add a payment.

Method - did they pay direct debit/credit card/savings ect...
Click on the Method box and you then click how the customer is paying. 
Methods of payments explained:
Credit: In the office we would select credit if the customer is paying over the phone with the card details. 
Direct Deposit: This is when the customers pay directly into our account
Cheque: In the office this means they have paid via cheque and we have banked the cheque. Do not mark cheques as paid until they are deposited in the bank. 

Date - the exact date the payment was made OR received depending on payment method

8. Once you have filled in the above information you the need to apply the payment amount to the invoice. 

9. At the bottom of the screen you will see the below 'Payment breakdown' you need to add the amount the customer is paying in the 'Amount Applied' box. NOTE: only do this if they are only paying a small portion of the invoice. If the customer has paid in full, then this amount is automatically totalled.  

10. Once you have added the amount, you then need to click the 'Submit' button on the top right of the screen and this will save the changes.

11. If the invoice as been paid in full it will then go to 100% paid and remove itself from the unpaid invoices section otherwise if it was just a part payment it will still sit in unpaid invoices until the remaining amount is paid.

This is the next step after customer has paid a deposit and then they are paying their final amount and we are closing off the invoice.

Once you are in the customers job, you need to go into the invoice so you can apply the remaining payment:

Once you have clicked on the invoice, you will be directed to the below page:

Once on the above page you can now scroll all the way to the bottom and click 'Claim All'

Once you click claim all you will notice that the balance is now $0.00 owing.

You now need to apply the payment.

scroll to the top of the page and click on the payments tab:

once you click on the payments tab, you will then see the below page. You now need to click on the 'add payment' button:

now you can add there exact payment as normal, as you would for any other job:

https://app.process.st/templates/Simpro-Tutorials-qOUbYL9SeHgbfVi3pOJKCQ/view/tasks/kqlYhBzS7SUCMUSj9eBLeg

Now you have added the payment as normal when you scroll to the bottom off the invoiced is should have a $0.00 balance:

Once the balance is now $0.00 you can scroll to the top of the page and click finish:

The invoice should now move out of unpaid invoices and be sitting in paid invoices:

To Schedule a pending job you need to

1. Click on the spanner icon on the left of the screen, see below:

2. Once you have clicked on the 'pending jobs' tab you will then be directed to the below screen:

3. once you have been directed to the pending jobs page you then need to scroll and locate the job you want to schedule.

4. Once you locate the job you then need to click on the job.

5. Once you are in the job you need to fill in the job description to match when you will be booking in the job.

6. Date and time to attend site & what works are to be completed.

7. Once done you then need to click 'Save and Finish' in the top right of the screen, see below:

8. Once you click 'Save and Finish' it will bring you to the below screen

9. Once you see the above screen you need to click on 'Schedule job' once you click on this it will bring you to the daily schedule.

10. You then need to find the day that you are wanting to schedule the job for.

11. Once you find the day, you need to click the job at the start of the time frame you have agreed with the customer top schedule the job.

12. once you click down on the schedule you can then drag the job across for the desired time needed to complete the works.

13. Once done click Finish in the top right hand corner of the screen.

To add Photos to a job you need to first get into the job.

1. Search for the customer in the search box on top right corner of the screen.

2. Once you have got the customer profile up, click on the history tab and click on the job you needy to add the photos to, see below:

3. Once you are in the job you need to add the photos too, you need to click on the attachments tab on the top of the screen, see below

4. Once you're in the attachments tab, you need to click on the 'browse' button OR you can drag the images/documents into the area.

5. Once you click browse, the below attachment folder will appear:

6. Once you click the picture/document you want to upload, click choose and then it will attach itself to the job, see below:

7. Once attached you can then click save and finish in the top right hand corner OR you can choose to attach it to an email and send it to the customer.

To add Photos to a job you need to first get into the job.

1. Search for the customer in the search box on top right corner of the screen

2. Once you have got the customer profile up, click on the history tab and click on the job you need to add the photos to, see below:

3. Once you are in the job you need to add the photos too, you need to click on the attachments tab on the top of the screen, see below

4. Once you're in the attachments tab, you need to click on the 'browse' button OR you can drag the images/documents into the area.

5. once you click browse, the below attachment folder will appear:

6. Once you click the picture/document you want to upload, click choose and then it will attach itself to the job, see below:

7. Once attached you can then click save and finish in the top right hand corner OR you can choose to attach it to an email and send it to the customer.

8. To attach the photo to an email you need to tick the square box next to the image/images you want to send.

9. Then click the 'Attach to email' button just under the photo attachment, see below:

10. Once you click 'attach to email' tab it will then attach. 

11. You then need to click on the 'forms' tab at the top of Simpro and it will take you to the below screen:

12. Once you are in the 'Forms' tab you can then email the customer.

13. You can see the attachments on the right hand side, and the image/images you attached will all sit there, you must tick each one you want to send if they are not already ticked.

14. The customers email address and Body of the email will already be filled in, so you just need to edit the email accordingly and once done press send at the button of the screen and it will send to the customer.

To Add Photos to a material item you need to

1. click on the box icon on the control panel in Simpro (on the left hand side of the screen)

2. Once you click on this tab it will bring up the below screen:

3. You then need to click on 'Catalogue' this will bring up all the items in our catalogue which you may want to add photos too.

4. Once you click on 'catalogue' it will bring you to the below screen:

5. Once you are on the above screen you then need to search for the material item you wish to add photos too.

For example if I want to add a picture to a KS Double Power Point, I would write exactly that in the search box and it would bring up all possible matches.

see below:

6. Once you find the exact Material item you need, click on that and it will being you to the below screen:

7. Once on the above screen you then need to click on the 'attachments' tab on the top of the screen and it will being you to the below screen:

8. once you are in the above screen you can then attach images/documents as normal.

9. Click on the browse button and select your image.

10 Once attached, anytime you go into that particular item the image will always be there.

To add a one off item into a job you need to go into the specific job you need to add the item to, got to the daily schedule and find the job, for example:

Once you find the job, right click and select job and then edit job, this will then open up the job:

Once you are in the job, you then need to click on the 'Parts and Labour' tab on the top control pannel:

Once you click on the Parts and Labour tab you will be directed to the below screen, from there click on the 'One off items' tab on the top control panel:

Once you click the Add one off items tab you will be directed to the below screen, from here you need to click the 'Add one off item" button on the top right hand corner of the screen:

Once you click 'Add one off item' you will be directed to the below screen, once in this screen you need to write in the description of the item you are adding, for example: Install outdoor powerpoint

Then you need to add in the price, they guys will always tell you what they want you to put the price as, for example: $150.00 Ex GST

Once you have entered the description and the cost you then need to click 'Dave and Finish' in the top right hand corner of the screen:

Once you click save and finish the item will be added to the job! ALL DONE 🙂

To Add a new Material Item into Sim pro you need to log in, once you log in you will be directed to the below page:

Hover your mouse over the cube icon on the control panel, see below circled in red:

Once you hover over the cube the below drop down box will appear, click on catalogue, see below in red:

Once you click on Catalogue you will be directed to the below screen, the Catalogue:

Once in the catalogue you then need to pick the category which best suits the item you are wanting to add.

For example if you needed to add an item: Install Power Point in Roof you would put that under the sub heading 'Power Points' see below in red:

A new screen will appear and you need to then select "Create Item" - see below

You then need to type in all the details of the new material item. 

Name: 

Part Number: KS

Trade Price: Just put 100 or 200 

Once this is complete click pricing at the top of the screen.

See below:

You then need to select "Fixed Sell Price"

Then type in the amount

Then click SAVE AND FINISH

See below

Once you click SAVE AND FINISH you have completed this.

Message the electrician that asked you to do this and let them know it is done.

To order parts/materials for CCTV jobs:

If you have to order items for a CCTV job.

1. you firstly need to go into the job and see what items you need to order.

Usually for a CCTV job you will need to have:

6 x 6mp IP Cameras

2TB Hard Drive

8 Channel NVR

21" Dahua Screen

2. so you will need to count how many of each you will need, you may have more than one CCTV job you need to order materials for so its best to make a list of all items.

3. Once you have your list and you know what items you need to order, you need to call Tantech to place the order via phone.

4. When you call them you need to tell them it's the cameras we always order and the other items are the same ones we always order, this way they will pull up our previous orders and make sure they order the correct ones.

5. Once you place the order via phone, Trantech will invoice us and send I to each, once she pays the invoice the goods will be dispatched.

6. The contact number for Trantech is in the business phone under 'Trantech Security'

On the side of the screen click on the clip board icon 'quotes'

Once you click on the Quotes icon you then need to click on the open quotes tab, see below in red:

Once you click on the open quotes tab, you will be directed to the below page which shows all current open quotes:

Once you have opened up the quotes page, you can then click on the quote you are wanting to turn into a job.

For example, Wendy Graham 25 Lamart Street, Strathmore:

Once you have found the Quote you want to convert to a job, you then need to click the options drop down box on the right hand side of the job, see below in red:

Once you select the options drop down box you will then need to select the 'Convert to' tab, see below:

Once you select the 'convert to' option from the drop down box you then need to select 'job' because you are converting it to a job, see below:

Once you select job, you will then be asked if your sure you want to convert the Quote, you then need to click OK, see below:

Once you press OK you will then be directed to the job details page, from here you need to fill in all relevant information, such as date and time attending site & an accurate description of the works to be done, see below:

Once you have put in all accurate information into the description you can then click 'Save and Finish' in the top tight hand corner, see below:

Once you have clicked Save and Finish the Quote has officially been converted to a job! From here you will see the below screen, you can either click schedule job to book the job in for the date and time the customer has agreed to OR if not ready to schedule you can click on view jobs and be taken back to the current progress jobs page!

1. On the left hand side of Simpro, hover your mouse over the icon with the three bars (as pictured below)

2. You will be given 2 options 

- View Reports

OR

- Schedule reports

3. Click on view reports.

4. Once you click on view reports you will be re directed to the below screen

'most common reports'

5. On the left hand side of the screen will have a list of buttons 

6. Click on 'customers'

7. You will then be re directed to the below screen 'customer reports'

8. Once you have been directed to the customer reports screen, you need to select which type of report you would like to run

9. Choose 'Customer Rank'

10. You will then be re directed to the below screen

11. You then need to fill in certain fields to populate the report such as:

Invoice date - Select from the dropdown box 'year to date'

Rank by - Select from the drop down box 'Activity' OR 'Average Sales'

12. Then click search and the report will populate and should look like the image below:

Rarely a field tech will call or message the office to advise us to make a client note not to return to the address. There may be different reasons for this – feeling uncomfortable, rude customer or evidence of drug use. 

We flag the customers file so that we make sure that none of our techs go there again.

Smart Operating Procedures

1. Search customer name in Simpro Service Search Bar or click on job that tech has just left
2. Click on the client details
3. Add on to the end of the customers name ‘XX’
4. In the Postal street address write a description as to why we do not do any work for this customer anymore. "Rude, hard to deal with etc."
5. Click Save

If a customer who is a XX calls to make a booking, then advise them that we are fully booked for the next 3-4 weeks and are unable to take any more bookings at this time. If the customer is begging and pleading, advise them again that we are unable to take any further bookings due to our booked schedule. If the customer becomes abusive, hang up the phone.

Never express to the customer that we have banned them as a customer. Just continue to say unfortunately we are fully booked.

ALWAYS stay calm, friendly and nice during the phone call no matter how frustrating the customer is. We pride ourselves in our customer service experience. 

Rarely a field tech will call or message the office to advise us to make a client note not to return to the address. There may be different reasons for this – feeling uncomfortable, rude customer or evidence of drug use. 

We flag the customers file so that we make sure that none of our techs go there again.

To put a stop on the customers profile you need to follow the below steps:

1. Go to the people icon on the control panel and click on customers:

2. Once you click on customer, you will then be re directed to the below page where you can then search for any customer.

3. Search for the customer you are wanting to put a stop on and click search and the name will come up, if you only search first name anyone with that name will appear in the results.

4. once you find the customer your looking for click on their name

5. once you click on their name you will be re directed to the below screen

6. click on the settings tap at the top of the screen

7. Once you click on the settings tab on the top of the screen you will be directed to the below page.

8. From here, click on the 'ON STOP' button at the Botton next to the customers credit limit, once you click this then hit save & Finish.

9. Once you click 'On Stop' and save, this customer will then be on stop which means you can't manually create a job in Simpro for them and they can't book a job with us online though our website either.

If a customer who has STOP on them calls to make a booking, then advise them that we are fully booked for the next 3-4 weeks and are unable to take any more bookings at this time. If the customer is begging and pleading, advise them again that we are unable to take any further bookings due to our booked schedule. If the customer becomes abusive, hang up the phone.

Never express to the customer that we have banned them as a customer. Just continue to say unfortunately we are fully booked.

ALWAYS stay calm, friendly and nice during the phone call no matter how frustrating the customer is. We pride ourselves in our customer service experience. 

To make a re occurring activity in the schedule

1. You need to go to the day in the schedule you want to start the activity on.

for example:

Thursday 4th Feb 2021 - one of our apprentices has Trade School every Thursday all day so I want to blank out every Thursday on his schedule.

2. On the top right hand corner of the screen where it says schedule, you need to go to the drop down box underneath this and select Activity.

3. Once you have selected activity you then need to go to the larger drop down box that says 'Please select a Job, Quote OR Activity)

4. When you click on the box you then need to select which activity you are needing, for example is it Annual Leave/sick leave/Trade school ect...

5. Once you select the activity from the dropdown box you then need to drag it along the person for the time frame required.

For example: Trade school for Ethan from 8am - 4pm 

6. To make the schedule re occur every week you need to right click on the activity and select Recur Schedule

7. Once you click on Recur Schedule the above box will come up, you need to fill in all the blank fields that your schedule can recur how you need it to.

For example - Ethan would be the same day every week at trade school.

8. Once all the fields are filled in you then press save.

if you now look forward in the schedule you should ]be able to see that activity in every week or however you chose to set it up.

To add a deposit to a job you need to go into the job that you want to add the deposit to, you can access the job from pending jobs, the daily schedule OR by searching the customers name.

Once you have found the job you need to add the deposit to, you need to right click on the job and select job:

Once you select job, the dropdown box will appear and you need to then select 'Edit job'

Once you select Edit Job you will then be directed to the job summary, you need to look over the job and all the job details to make sure they are correct:

Once you are happy with the Job details you then need to click on 'Save and finish' on the top right corner of the screen:

Once you click Save and Finish you will be directed to the below screen which will have 4 different options, view jobs/Edit job/Schedule job/Invoice job - you need to select Invoice Job:

Once you select Invoice Job you will be directed to the below screen:

Once you are in the invoice section you now need to add the deposit. Click on the Drop down box in the top right of the screen and change it from Tax Invoice to deposit:

Once you click deposit, you will see the below screen:

From here you need to select the dropdown box where it says 'Invoice Value' you need to change this form Ex Tax to Inc Tax:

It should now look like the below:

Once You have done the above, you need to scroll to the bottom of the page to the pricing and deposit section:

From here you need to put in the amount OR the percentage the customer is paying, sometimes they will pay a set amount and sometimes a percentage of the invoice, for Example this customer is going to pay 30% of the invoice total:

Once you have written the percentage paid in the 'Deposit Amount' section it will then show below this the total paid INC GST, if you are happy with this and it is the correct amount you can now scroll to the top of the page again and select 'Finish' at the top right hand corner of the screen:

Once you click Finish, it will save the changes you made. Now you need to add the payment to the invoice, Click on the payments tab on the top control panel:

Once you click the Payments tab you will be directed to the below screen:

From here you need to click on 'Add Payment'

Once you click on 'Add Payment' you will be directed to the below screen:

Once you are in the above screen you then need to fill in sections to add the payment, Payment Method & Date the payment was made

Once you add both of these in you will see the amount will automatically populate  at the bottom of the screen:

Once everything is filled in and you have checked everything you then need to click 'Submit' in the top right hand corner of the screen:

Once you click Submit, you will be directed to the below page, from here you can double check everything is correct and then click finish in the top right corner of the screen:

Once you click finish you will be directed to the blow screen, click finish again in the top right hand corner of the screen:

All done 🙂

To delete a deposit from a job you first need to go into the job you wish too delete the deposit from:

Once you click on the job you will be directed to the below job, you need o click on the unlock button in the top right hand corner of the screen:

Once you click the unlock button, you now need to click the payments tab at the top of the screen:

Once you click on the Payments tab you will be directed to the below screen, from here you need to click on the dropdown box on the right of the screen:

Once you click on the drop down box, you then need to click on delete payment:

Once you click on delete payment, a conformation box will appear on the screen, you need to select OK to confirm the payment delete.

Once you confirm and click OK - you thinned to click the finish button, which is on the right of the screen:

once you click finish you will be directed to the below screen:

you now need to change the invoice type from a Deposit to a Tax Invoice

Click on the Invoice type dropdown box at the right of the screen: 

Once you click the deposit drop down you need to select Tax Invoice:

Once you select Tax Invoice, now scroll to the bottom of the screen and confirm you can see the full amount is now due again:

Once confirmed the total amount is now owing, scroll to the top and click on the finish button TWICE, once done this will bring you back to the list off all current unpaid invoices and you should be able to see the invoice you just amended:

Each job that is done needs to have an A Grade electrician assigned to it, this is so that each week/month Rachael can see the sales for each team and so she can pay commission when due to each A Grade.

Electricians are always scheduled jobs in advance, however the job is not assigned to them until after it has been completed, so a daily task as an office assistant is to check each prior days jobs and assign the electrician who completed the job.

Apprentices do not get assigned jobs or commission, only Qualified A Grades. 

To assign a job to an electrician you need to go into the schedule, click on the schedule icon and click on day view and you will see the below screen:

Once you are in the schedule you then need to go into each individual job and assign the technician.

Right click on each job one by one and click job - edit job and it will open up the job and you can make changes.

Once the job is open you then need to click on the settings tab on the top right of the job :

once you click the settings tab you will come to the below screen:

You now need to click on the 'Salesperson' dropdown box and select the Electrician who completed the job:

Once the Electrician has been added then press save and finish in the top right hand corner of the screen, then repeat this process for all jobs from that day, this is to be done everyday for the previous days jobs.

When a Real Estate agent calls to book in a job for a Landlord the job always needs to go into our system under the Real Estate Agent's details.

For example if the real estate agent YPA calls you need to put it under their customer profile:

Once you have the Real estate customer profile you then need to create a new site, each new site represents the tenant that the job is for.

Click on the site tab at the top of the page:

Once you click on the site tab you will be directed to the below page:

You can see all the different sites for all different jobs we have done for YPA for different tenants.

To add a new address you need to click on 'Create site' on the left hand side of the screen:

Once you have clicked on create site, you will be directed to the below screen.

Make sure you fill in all relevant details, the same way you would when creating a new customer site, once all filled in click save and finish in the top right hand corner:

Now you have created the new site when you go to select the site for YPA the new address added will be in the list and you can select it:

Once you select the site you can then process the job as normal, when the job is through a Real Estate Agent they will pay the invoice once the job has been completed.

To Schedule a progress or pending job, see below process:

https://app.process.st/templates/qOUbYL9SeHgbfVi3pOJKCQ/edit/tasks/rszB7UwnRm7XX124K7lAKQ

To check if we need to schedule a pending or progress job you need to go through each job individually that does not have a scheduled date next to it, or a scheduled date that has passed.

Look at what kind of job it is and what notes are on the job, jobs that are sitting in pending or progress are usually:

Oven jobs - waiting on part to arrive - once this part comes in then we can schedule a return visit.

Cancelled jobs - Cancelled jobs that are yet to be rescheduled.

Future work - Jobs for future work, a customer may have future work they want done but haven't given us a date to attend.

Return to site - Jobs where we have attended site and we were unable to finish all the work on that day and need to re attend site to complete the work.

Rejected job - jobs where we have attended site and priced the job and were unsuccessful with wining the job. Depending on the reason for not wining the job we may be able to follow up with the customer in a week and see if they have had time too think it over and might want to go ahead.

From the above information you need to get rid of any jobs that don't need to be there, schedule any return to site visits you can and everything else that stays you need to make sure it has sufficient notes, so anyone looking at the job will know exactly what's going on with the job as soon as they click into it.