Professional Services Spotlight: QuickBooks Integration

Last week, we introduced you to the world of our Professional Services team, a group of talented individuals who are responsible for spearheading the more labor-intensive integration projects that some of our customers don’t have the resources to execute for themselves.

While we continue to explore the various projects that our Professional Services team takes on, you’ll quickly see that their capabilities are quite extensive. Last time, we showed you how they were able to save one company a lot of time and money by creating a custom business intelligence dashboard. This week, we’re going to take a look at how they handled QuickBooks integration with another of our customers.

Order Integration with QuickBooks

The Challenge: This delivery service was using QuickBooks Online (QBO) as their invoicing tool to keep track of orders that needed to be delivered. Historically, they would print out the invoices for their drivers at the beginning of each workday, which drivers used to appropriately load their vehicles and then refer to at each delivery site.

Rather than continue to rely on this tedious process, the customer wanted to have invoice information automatically feed into Encore via the Dispatching tool. This would allow the back office to save time and resources by cutting back on so much printing. Plus, drivers wouldn’t have to haul piles of paperwork around every day.

The Solution: Our Professional Services team was able to create a workflow that synced the customer’s QuickBooks Online account with our Encore solution. So now, whenever the customer creates an invoice using QBO, the integration our team put together — using Microsoft Flow — automatically generates an order in Encore.

Taking it a step further, they also added a feature that would create a PDF of each QBO invoice. These invoices can be uploaded to a Dropbox account, with a sharable URL included on each order form, allowing drivers to easily view the full invoice, as the customer would receive it, right on their phones.

The solution that Professional Services came up with for this customer greatly sped up their processes and ultimately saved them both time and money. It’s just another example of the innovative thinking this team puts forward and demonstrates the potential return for your business if you were to take advantage of their expertise.

Have any questions on how Actsoft can help you?

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Professional Services Spotlight: Business Intelligence Dashboard

Here at Actsoft, we pride ourselves not only on our ability to provide companies with affordable, easy-to-implement solutions that help them reshape the way they do business every day, but also in being able to offer additional services that go one step further and help implement our software in ways that companies may never have realized was possible, nor would have had the ability to execute themselves.

For these types of projects, our Professional Services team is available to take on the intricate back-end work on your behalf, handling all the development work necessary to get you up and running as fast as possible with a more powerful, time- and money-saving system in place, to help make your company realize its true potential.

So what types of projects can our Professional Services team handle? Glad you asked. We’re going to start sharing a selection of use cases — all from real Actsoft customers — to give you a better understanding of just what our talented team can do.

Creating a Custom Business Intelligence Dashboard

The Challenge: This customer, who operates a refrigeration service business, needed an easy way for their technicians to quickly review customer history and know what tasks had previously been performed. Historically, their method was inefficient and required techs to call the office, relay equipment serial numbers, request that an on-the-spot report be pulled, and then have the service history relayed.

Making matters worse, there was no way for the office to pull reports based on serial numbers. They could only search by user and date range and since there was no way to know when the equipment was last serviced and by whom, they had to pull a much broader report and scour through significantly more results for the serial number in question in order to find the needed information.

To say the least, it was not efficient.

The Solution: Our Professional Services team was able to create an integration that automatically saved all of the company’s equipment history forms, which then fed into a business intelligence dashboard that displays all submissions. They built a search filter that allows users to search specifically for the serial number. From there, they could review the history specifically for that unit.

To make it even easier, our team generated a URL for the dashboard, meaning that technicians can easily access the database from the field (as long as they have mobile service) and search for the equipment history themselves … without having to call the office.

Just imagine all the time this company is now saving from this easy-to-use feature. That’s the kind of game-changing solution our Professional Services team excels at delivering to our customers. Think about what they could do for your business.

Have any questions on how Actsoft can help you?

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Five Supported Types of Integration with Actsoft

The versatility that our solutions provide is a powerful resource for companies with mobile workforces. By having compatibility with many third-party systems, our Encore solution makes it simple for your team to stay adaptable during daily operations and sync data collected by it* with many of the existing software types your business already uses. Integration between our solution and outside ones is possible with five kinds of API data:


Historical records of instructions you dispatched to your workforce can be accessed from your Actsoft solution’s API and synced with some third-party systems. Review and integrate past directives issued to your team for quality control, proof of service, and checklist verification purposes.

Client and User Lists

Keep better track of customer totals with user list integrations. Your clientele is essential to successful operations; use API integration to retain detailed logs of all users involved with your company.

GPS Positions

Past locations of employees, assets, and fleet vehicles can all be called up whenever you need them by accessing the Actsoft API. Sync GPS data with anything from weather maps to Esri GIS systems to better understand your workforce’s resiliency, spatial analytics, and historical dispersion.

Form Data

Using our Encore solution to create custom digital versions of all your company’s documents provides your company with a cleaner, faster, and more cost-effective way to process its information. You can then integrate this data with many alternative software types for simpler, more consolidated storage.

Timesheet Data

QuickBooks and Kronos are a couple examples of solutions that are compatible with Encore’s Timekeeping feature. When your remote employees clock in or out from their mobile devices while in the field, their timesheet information is stored within the Actsoft API, making it easy to be synced. Save time and money by eliminating manual entry entirely while trying to merge payroll or accounting systems with data from Encore.

*API integration is only supported on the Ultimate tier of our Encore solution.

Have any questions on how Actsoft can help you?

Call (888) 732-6638 or Receive a Live Webinar



5 Minutes With … Actsoft Professional Services

Here at Actsoft, we decided to give you a little bit of a peek behind the curtain, so to speak … to have a chance to get to know some of our staff just a little bit. Over the years, we’ve had ample opportunity to get to know each of our customers, but the reverse can’t always be said. And we want to change that.

So we decided, one by one, we’d drop by each of our departments and sit down with one team member from each to get to know a little bit more about them and their role with Actsoft. This week, we’re speaking with Linda Brandt, who works with our Professional Services department. Linda is one of the team members responsible for helping our customers out with special projects, while also providing professional support for our own staff as needed.

What is your position with Actsoft?
Professional Services Support Specialist

How long have you worked with the company?
11 Years

Have you always held your current title?
I started as a product consultant (now known as a customer advisor). I moved on to Tech Support as a tier 1 support specialist. The next position I held was tier 2 support specialist. During this period, I started working on integrations and custom reports, but the Professional Services department did not exist yet.

Tell us a little about yourself.
Despite the silly rumors that I am French Canadian, I am actually a native Floridian with deep roots in Tampa. My mom was Spanish and Cuban. She grew up in Ybor City [Tampa]. Her family included cigar rollers, musicians, clothing designers, and restaurant owners. My dad’s family was Austrian and English. They were carpenters, masons, farmers, and artists. I grew up on a small home farm. I have milked a cow and hoed many a garden row. I love nature (especially the beach), reading, cooking, baking, dancing, and I am obsessed with music of all genres. Before working for Actsoft, I had many different types of jobs that ran the gamut from food service to teaching. Most of all, I am endlessly curious and have a bona fide thirst for knowledge.

What does a typical day look like for you?
My day starts with coffee. While drinking coffee, I read and respond to my emails. I split my work schedule between technical support for customers who have Professional Services projects, support for Customer Experience advisors that are upgrading or migrating customers with Professional Services projects, and acting as the subject matter expert on pre-sales calls for sales members. Those activities are scheduled, but in between, I field questions and provide on-demand support to those departments, and direct requests from customers.

Describe a positive experience you’ve had with Professional Services.
I do not have a specific example, but I do have a scenario that has played out many times.  It is very rewarding to be on a pre-sales call that leads to the potential client coming on board as a customer. It is satisfying to witness their journey through our process that ends with a Professional Services project as a solution. A solution that makes their business model more efficient and productive. One that I had a hand in constructing. A process that builds positive working relationships with both customers and co-workers.

What types of challenges do you face and what steps do you take to overcome them?
As a tech support specialist, I deal with challenges. The first thing I do is gather all the details of the issue and what was done previously to resolve it. Usually, I have a good idea of what is going on before I connect to the customer’s server, but seeing is believing. I rely heavily on experience, so sometimes it is just the process of elimination and testing the results. I love a good challenge!

In what ways have you grown since starting with Actsoft?
My critical thinking skills have definitely improved. I can see the big picture and analyze the connections in a way I did not before. I started in the Customer Experience department before going to Tech Support. This was a big advantage because if you do not know the user interface you can overthink a situation. Sometimes it is just a configuration issue, not a technical issue. In addition, I have learned practical applications of SQL querying and programming skills I learned in college.

What advice would you give prospects looking to begin a career with Actsoft’s Professional Services team?
Product knowledge is key no matter what department you are going to work in. Be flexible. Be willing to adapt. The only constant at Actsoft is change. This works for me because I love learning something new and hate being bored. Working in the Professional Services department combines a lot of different knowledge and skills. You need to be both creative and analytical. The ability to think outside the box is a necessary skill. You will act as a project manager, a salesperson, a data analyst, and a solution designer. The consultant has to take the Actsoft product and apply it to the customer’s business model to solve their efficiency and productivity issues with a deliverable product. Most of all, do not be afraid to ask questions. Rely on your team members’ experience. No one person can know it all. In addition, this is a great place to work. A bad day at Actsoft is still better than a good day somewhere else. This is a company with a heart and we are a family. Welcome.

Have any questions on how Actsoft can help you?

Call (888) 732-6638 or Receive a Live Webinar