Method Community

Hi Method,

I'm working in creating our own CRM with our own process. So here is our process that we would like to create in QB

There are 2 types of user in this Customer creation process, (bold are the screen already created)

1. Sales

• Able to create leads but can't convert to customer, needs to send notification to finance prior converting to customer
• can see own customer and make and activity but can't edit any customer information

2. Finance

• have notification of leads that purchase our product from Sales
• Able to convert leads to customer by creating invoice from QB (tentative, if method can make invoice automatically to QB, then that is better, any ideas?)
• Able to edit customer information

Hi Jonathan,

1. I'm not sure I quite understand what you want to do here. What's the event that determines a sale? Do your Customers order directly from your reps over the phone, or is there some kind of online system? If your Sales team is logging an activity for interaction with a customer, you could have a checkbox on the screen to indicate that a sale was made, then automatically create a follow-up activity for a "Finance" user to approve the details. You could also do this with an Activity Type instead of a checkbox, but for me to give you the best recommendation I'll need a bit more information about your process.

2. Creating an Invoice for a Lead can only be done in Method, since the Lead doesn't exist in QuickBooks (it won't exist until it's converted to a Customer and syncs over). Creating an Invoice for a Lead in Method would automatically convert them to a Customer when the Invoice syncs over to QuickBooks (you can set the Wait for sync approval? checkbox if you don't want a transaction to sync over on creation). Synchronization will happen in real-time assuming that QuickBooks is open and running, the sync engine is open and logged in, and your Company File has the requisite certificates installed and permissioned correctly.

- Justin

Hi Justin,

Sorry if the information was not compelete enough. But here is the answer,

1. Our Reps receive the order manually from client, then input client's credential as leads. Inside the leads there is a button to give notification to finance so they could verify and confirm the customer creation plus create an invoice to be printed manually (We don't send invoice by email but print and send hardcopy).

In need the documentation or how to in making notifications. Do you have that?

2. That is correct, so we create an invoice in order to make that leads converted to customer. Can you show me on how to create invoice via Method that can be printed manually?

Hi Jonathan,

1. This really depends on how you want the "notification" to exist. If you just want to send an email to finance@yourdomain.net, then you could use the Send Email action to send an email to that address notifying of a new lead with an order. You could also create a user (one that can't sign in, since you don't want to get charged for it) called "Finance" and assign an Activity to that user to verify the details of a new lead with an order, you could then have your finance team check this (or have it notify finance@yourdomain.net of the new activity). You could also add a Yes/No field to your Customer table such as isLeadWithOrder, set that to YES when the SalesRep puts an order in, and then have a grid for your Finance users listing Leads that have orders and need to be verified. So, it really depends how you'd like to do it.

2. You can use the stock Invoices screen for this, Select the invoice and then click on the Print Preview button to generate a PDF of the invoice. You can then print that off.

Have you used your free consulting hour yet? It might be a good opportunity for you to speak with a member of our Professional Services team, whom you could discuss the details of your customization with. They would be able to provide the best advise for a large-scale customization such as yours.

Hope this helps.

- Justin

Hi Justin,

1. Sent to email will be sufficient. 

2. Yes, I can create the invoice via Method and sync automatically to QB. I have question on the field though,

• What does it mean by pending invoice? is it not sync to QB?
• Who is going to approve if "Wait for Sync Approval" checkbox is checked?
• What does it mean by "going to be printed on QB"? Is it not sync to QB?
• What does it mean by "Email on QB?"

I think I get it for now and I will implement it first and see if it solves the problem.

I haven't use the free consulting hour, but plan to use it for next week when I know what kind of customization that I couldn't do by my own.

Thank you for your support Justin.

Hi Justin,

In my other thread saying that we had excess '00' in each amount that we input. I found out why it is happening, it is because the rate is stated as % / percent but we create the price in QB as actual value. Could you please confirm how to remove the rate as percent?

Thank you.

Jonathan,

Where are you seeing "pending invoice"? I would assume that this means not syncing to QB, but I'm not sure where in Method you're referring to.

Wait for Sync Approval would be unchecked by whomever you've given permission to and/or instructed to do so.

To be printed in QuickBooks and To be emailed in QuickBooks are simply checkbox / yes/no fields ("flags") in QuickBooks, they're used to mark a transaction for manual printing or emailing.

Hope this helps.

- Justin