The Quick Add is the simplest way to create a new account, order, and appointment. You can access it anywhere on ServiceMonster by clicking on the blue "+" at the top right-hand side of the screen.
Here you can begin adding in the details of the account. If you are looking for a preexisting account, then all you have to do is start typing in the details for the account and ServiceMonster will list any possible matches in the column on the right-hand side. If it is not a preexisting account, you can simply fill out all the account details.
Residential or Commercial: Choose if the account is a Residential or Commercial account.
First Name: The first name of the person associated with the account. (If this is a Residential account, this is a required field and will be the account name)
Last Name: The last name of the person associated with the account. (If this is a Residential account, this is a required field and will be the account name)
Company Name: The company name associated with the account. (If this is a Commercial account this is a required field and will be the account name)
Phone: The phone number for the account. Here you can add in one phone number. If the number is one you can send texts to, you can leave the text box highlighted blue. If the client has asked you not to call this number for marketing purposes you can click on the "No" icon (the circle with a line though it) to mark their account as a "Do Not Contact - Call" account. Click on the "+" to add another number to the account.
Email: The email address for the account. You can add multiple email addresses by including a semicolon between them. If the client has asked you not to email this email address for marketing purposes you can click on the "No" icon (the circle with a line though it) to mark their account as a "Do Not Contact - Email" account.
Select Lead Source: This is where you enter how the client found out about this business. You can choose either a campaign (Marking effort) or an account (Person who recommended your services).
Site: The site address, you can use the address helper to choose from a drop-down list of possible addresses.
Memo: Add in notes about the account that the client will not be able to see.
Possible Matches: As you type in information about the account, ServiceMonster will search through all of your accounts. Any possible account matches will show up there, and you can simply select the account from there if so. It will compare the name, company name, address, email, and phone number.
Save and Close: Once you have filled out the account information if you click "Save and Close" the account will be made. If you want to continue on to make an order, you can simply click on the "Order" tab on the left-hand side to keep moving through the process.
Here you can create a new Estimate, Work Order, Invoice, or look up an order.
New Estimate: Clicking on this button creates a New Estimate. You can think of this as the talking stage of your order.
Tip: Utilizing the Estimate step can be helpful for those possible clients who are asking around about pricing. Creating an estimate in the system helps to have you ready to go if they decide they do want to work with you, and if not you can use the date the estimate was created as a filter for marketing campaigns to reach out to those clients you haven't had the chance to work with but did discuss estimates with. Even if they didn't choose to work with you atthat time, they may decide that you remembering them and reaching out is what they need to start working with you.
New Work Order: Clicking on this button creates a New Work Order. You can think of this as the working stage of your order.
New Invoice: Clicking on this button creates a New Invoice. You can think of this as the payment stage of your order.
Tip: Either going through the process of turning orders into invoices, or creating invoices in general on an account is important to track your business's growth. If you want to track conversions, create client retention marketing campaigns, and utilize the reports on ServiceMonster to the fullest then turning your orders into invoices (And recording payments on them) is an important step.
Order Lookup: Here you can look up an order, searching by name or order number. If you have an account selected in the account tab, you will be only able to see orders associated with that account. Otherwise, if you don't have an account selected you can look through any order in the system.
Once you click on one of those options, your screen will change:
New Estimate, New Work Order, and New Invoice: You can toggle between creating an Estimate, Work Order, or Invoice using these buttons at the top of the page.
Edit Notes: You can click on this button to add in notes on the order.
+Add Item: This opens up the Bulk Add Line Items menu, where you can easily add in multiple line items at once.
Add package: Here you can select a package to add to your order. If you want to learn more about making packages click here.
Add Promo: Here you can add a promo code to the order. These are great for marketing purposes and you can learn more about creating them here.
Duplicate Item: If you have a line item selected you can use this button to create a duplicate of that line item.
Clear Order: You can use this button to remove all line items from the order.
Item: When you click on lines under the item column, you will be able to use a drop-down menu to select the line items you want to use. This column will show the item name.
Description: This column will show the description of the line item. It will automatically fill with the description of the service or product, but you can also edit it to say whatever you need by simply clicking on it and typing in what you want it to say.
Qty: This column will show the quantity of the line item.
Price: This column will show the price of the line item.
Amount: This column will auto adjust to show the amount due for that line item, taking into account the quantity and price.
Tax: If you check this box then tax will be applied to this line item.
Select Lead Source: Here you can select the lead source for the order. Think of this a why your client came to you or came back to your business for work. Did they see good reviews? Get recommended by another of your clients? Get a reminder postcard from you? Whatever it is record it here. Keeping track of lead sources is very important for your own marketing purposes.
Go to Selected Account (Cancels Quick Add): Clicking on this button will take you to the account page for the account you've selected. This button will only appear if you have selected an account from the "Possible Matches" box. This will cancel the order you are creating in the Quick Add.
Save and Close: At this stage, if you click on the Save and Close button it will create your new order, and if you didn't select a preexisting account it will also create a new account for you.
This acts as a mini version of your schedule.
<<: Go back one week.
<: Go back one day.
Date: If you click on the date a calendar will open up that you can use to go to any day that you click on.
>: Go forward one day.
>>: Go forward one week.
This Week: Clicking on this button will return you to the current day.
Refresh: Clicking on this button will refresh the schedule.
All Resources: Clicking on the "All Resources" button opens up a drop-down menu where you can pick a specific route or group to view on the schedule. To continue seeing all routes, simply leave it set to "All Resources"
Details: You can click this button to toggle between seeing the details on the appointment on the schedule or not.
10 Days: This opens a drop-down menu where you can choose how many days you can see at a time on the schedule.
xx-Small: This opens a drop-down menu where you can choose how big the increments
The Schedule: Here you can click anywhere on the schedule to add in an appointment.
Go to Selected Account (Cancels Quick Add): Clicking on this button will take you to the account page for the account you've selected. This button will only appear if you have selected an account from the "Possible Matches" box. This will cancel the order you are creating in the Quick Add.
Save and Close: If you have clicked on the schedule to add in an appointment, then if you click on the save and close you will create an appointment on the schedule, as well as a new order or account if you have created those.
If you click on the schedule to add in a new appointment, then the New Appointment box will appear, within that box you can add in and adjust the following information.
Details: In the details tab you can adjust the details for the appointment.
Note: In this tab you can add in notes that only your technicians will be able to see. This is a great spot to add in any information they need to do the job, such as a gate code. They will be able to see these notes on the mobile app, or in route packets.
Admin Note: Here you can add in notes that only users who have the Admin security role can see.
Start Date/Time: Here you can view and adjust the start date and time of the appointment.
Route: Here you can see what route this appointment is assigned to.
Status: Here you can choose the status of the appointment, it will automatically set to being Scheduled, but your other options are: Scheduled, Confirmed, On The Job, Completed, or Canceled.
Type: Here you can choose the type of appointment, this will automatically set to be "Work", but some other options include: Bid, Estimate, Rework, Pick-up, and Drop-off. You can also create your own options by clicking on the blue "+", then typing in your own option, then clicking on the green check-mark button that will appear.
Duration: Here you can adjust how long the appointment duration will be.
Technicians: Here you can see what technicians are assigned to this appointment. You can edit this by clicking on the word "Technicians" and clicking on the techs you want to include.
Check: By clicking on the green check on the lower left-hand side of the New Appointment box, you confirm the appointment you placed. You can then click anywhere on the schedule to add in another appointment for the order.
+Day: Clicking here adds another appointment the very next day as the one selected at the same time and on the same route.
+WK: Clicking here adds another appointment in the very next week as the one selected at the same time and on the same route.
Trash: You can click on the red trash can icon to delete the selected appointment.
Here you can choose to send out appointment confirmations.
Send email confirmation: If you check this box, you will set up the system to send out an email confirmation for you.
Email address: Here the client's email address will be pulled from their account information.
Choose an email template: In this drop-down menu, you can pick an email template that will be sent to the client.
Send Text Confirmation: If you check this box, you will set up the system to send out a text confirmation for you.
Phone Number: Here you can choose the phone number that the text confirmation will send to.
Choose SMS Template: In this drop-down menu, you can pick an SMS template that will be sent to the client.
Appointment Reminders:
If you have set up appointment reminders (For information on how to do that click here), and have sent your preferences to manually choose what appointments will receive reminders.
Create Appointment Reminders: If you check this box this appointment will receive the appointment reminders you have set up in the system.
Email: Choose the email address these reminders will go to.
Text: Choose the phone number these reminders will go to.
