Parts and accounting
PAM: the back office that keeps the field and the books in step
PAM, the Parts & Accounting Manager, is the back end Fox & Santiago built for the WERCS platform. It connects ServiceM8 in the field to QuickBooks in the office and moves information from one to the other automatically: a job finished in the field becomes an invoice on the right account, the parts used come off inventory, and the paid status flows back to the job. Around that flow it runs the parts catalog, vendor document import, inventory, the warehouse and receiving, audits and reports.
The demo runs on one sample company that resets itself every 30 minutes. Nothing is ever sent.
The problem it fixes
Jobs were finished in the field and then typed again in the office to become invoices. Which jobs had been paid lived in the accounting system, out of sight of the people doing the work, and the parts on the trucks were a guess until someone went and counted.
What changed
The field and the books run as one. A finished job is invoiced on the right account without anyone retyping it, the parts come off inventory as they are used, reorders are drafted before the shelf runs out, and the paid status comes back to the job on its own.
How it works
Finish the job, and the invoice is already written
The technician closes the job in ServiceM8. PAM takes the parts used off the van and the warehouse shelves, puts anything now running low on a purchase order, creates the invoice in QuickBooks on the right account and location with labor and every part on its own line, and writes the invoice number back onto the job.
Paid in the books, paid in the field
When the payment lands in QuickBooks, PAM reads it and marks the job paid in ServiceM8, so the office and the field are looking at the same answer without a phone call.
Every customer mapped once
Each ServiceM8 customer is lined up with its QuickBooks parent account and location. PAM suggests the match, and any invoice that was waiting on that customer goes out the moment the mapping is saved.
Vendor paperwork, read for you
Drop in a vendor invoice or price sheet. PAM reads every line, matches it to the catalog by the vendor's part number and description, numbers the new parts, updates the costs, and receives the stock onto the dock.
Every bin in the warehouse and on every van
Racks, shelves and bins in the warehouse and on each truck, with a part locator, receiving against purchase orders, cycle counts that correct the stock with a reason on record, and reports that download as spreadsheets.
Who it is for
- Field service companies running ServiceM8 and QuickBooks
- Office managers and bookkeepers who invoice field work
- Owners who carry parts on trucks and in a warehouse
Built by Fox & Santiago for WERCS Inc..
Questions people ask
What problem does PAM solve?
Field-service software and accounting software each hold half the story, so somebody spends the week retyping finished jobs into invoices, chasing which jobs are paid, and guessing what parts are left on the trucks. PAM moves that information between the two systems automatically and keeps the parts, the stock and the purchasing in the same place.
Which systems does it connect?
This build connects ServiceM8 for jobs, technicians and customers with QuickBooks for customers, items, invoices and payments. A build for you connects the systems you already run.
Is the demo the real software?
The demo is PAM running a full day for a fictional contractor, with the field-service and accounting sides built in so you can complete a job, receive a payment, map a customer and import a vendor invoice yourself. It starts fresh every 30 minutes.
The demo runs on one sample company that resets itself every 30 minutes. Nothing is ever sent.
Next step
Talk to us
Start with a free twenty-minute fit call. If the workflow, the sponsor and the path to access are real, the next step is a Workflow Spec.
Fox & Santiago, Genesee, Idaho. Home territory: the Inland Northwest, where we respond fastest. We fly anywhere in the United States for paid engagements.