- Modules Intro
- System Features
- Vendor POs
- Intelligent Estimation
- Receiving Tickets
- Customer Portal
- Outlook Integration
- QuickBooks Online Integration
While most Office Furniture Dealers and Office Furniture Installers appear to be “the same”, each company has their own unique business process. So IQ allows you to license only the functionality that supports your process and business goals. Once you’ve reviewed the individual module functionality, you can go to the Pricing page to see examples of how you could package them and determine a budget for your company’s solution.
For you Techno-Geeks and Process-Oriented people (and you know who you are…), view this condensed process flow system diagram of how the full set of features work together:
View Sample Screenshots from the Order Manager Estimating Process:
IQ Coordinator is comprised of distinct system modules that address autonomous but integrated business processes. The system provides an array of functionality through a flexible, hosted, Software-as-a-Service (SaaS) that is highly configurable to your business needs. IQ Coordinator’s ability to merge the wide array of functions mentioned sets it apart, as few SaaS products offer this breadth of functionality in a hosted application. As an end-to-end system, IQ Coordinator can centralize your business processes and information while reducing costs and strengthening customer relationships.
What is the difference between IQ and many Point Solutions?
Most software is developed because a specific need is identified. When the project first starts, the need is the only topic of conversation and all effort goes into providing a solution for the need. While the solution that is developed may be valid, the developers rarely have the foresight to ensure that their application has the ability to communicate with other business functions. Therefore, the system ends up becoming a ‘Silo’ solution and often has its own database. This is very costly from a long-term management perspective. Point Solutions require employees to conduct their daily business in an inefficient manner by requiring the rekeying of data as they move from function to function. IQ eliminates this problem by offering a series of integrated modules that share the same data throughout the system.
Sales Forecasting – Create an effective leads management process with a powerful sales forecasting system that provides up-to-date contact detail for customers and prospects, including contact history and scheduling. Daily schedule information including callback reminders are automatically e-mailed to users, and sales forecasts can be generated from projected closing dates and associated revenue. Once prospects become a customer, you simply change their status, and all historical data will be retained in the system, allowing to you begin managing proposals, orders, and projects without moving to another system.
Project Management – Collaborate across diverse disciplines and departments with a central repository of all project-related information that facilitates project planning, tracking and analysis. Compile all project-related information including participants, proposals, work orders, tasks and documents, while providing financial summaries of projects that include cost variances.
Proposals – Allow all departments to participate in the assembly of a proposal by allowing each department to contribute along the way while Sales oversees the process. Once you’ve uploaded your product SIF or imported an Excel spreadsheet, uploaded documents, estimate your PM, Design and/or Operations labor, IQ will automatically generate the proposal with the appropriate Terms and Conditions, even automatically creating subtotals for commonly tagged products to help you present the proposal with minimal effort.
Vendor PO Management – Creation and issuance of purchase orders to each unique vendor in an order allows for the order line information to be used to communicate order details to the responsible parties. Once issued, Vendor POs can be Acknowledged and their related product received and pulled from the warehouse. When the Bill arrives from the vendor, it can be posted against the PO and automatically shared with QuickBooks Online to create the AP event.
Labor Estimation – Streamline your labor estimates and capture the thought process of your estimator by using IQ’s Intelligent Unit Pricing which factors numerous variables such as volume of services, job site conditions, location, customer, vendors, and more to build accurate estimates that ensure price integrity.
Work Order Management – Centralize all work order information from scope to documents to schedules, and communicate with all departments involved. Comprehensive work order information is electronically distributed to all necessary parties at each step of the order life cycle.
Document Management – Store documents directly within their parent record to give them context and eliminate searching. The intelligent document storage process provides for sharing of documents only with the people that need to see them. If your company requires advanced document management, IQ’s check-in/check-out process will track revisions of documents so historical versions can be easily recalled.
Schedule Management – Quickly reserve manpower through Soft Schedules and then develop detailed schedules directly in the work order itself, allowing the scheduler to see all necessary details to ensure a solid plan. Once the schedule is in place, IQ can provide automated dispatching directly to the employees by email or text.
Receiving Tickets – Shipments come and go from warehouses quickly and tracking their location and the order they’re associated with can be challenging. Tickets allow for an efficient way to record that a shipment has been received, and communicate that receipt along with the packing slip to the appropriate parties. An extended use of that information is a report showing all shipments that have been in storage longer than 30 days so customers can be invoiced for the extended storage costs.
Time Management – Collect and record employee time against the Order Task being performed. Each time block collected is used to automatically populate the employee’s time sheet for payroll reporting while also instantly updating the order for job cost reporting. In many cases, IQ can even determine if the employee should be paid overtime and will automatically apply the correct Pay Rate to the appropriate time.
Mobile Interface – Allows field personnel to run Crew Punch Clocks, update the Order’s Scope of Work, upload pictures, initiate Punch Lists, create Daily Progress Reports, and capture Customer Signatures on orders directly from their smart phone or mobile device.
Expense Management – Allow employees to post expenses against their time sheets, even through their mobile phone, so your job costing is accurate and accounting knows exactly what to reimburse each employee.
Issue Tracking – Document any issue from something that is a problem or could become one if your team is not proactive. Issues can be connected to most any record from Projects to Gantt Tasks to Orders. Most IQ customers use the module to track information such as Punch List Items, Manufacturer Warranty, and the creation of Daily Progress Reports where field staff can provide information about the progress of a job along with unlimited pictures to show that progress.
Job Costing – Get instant and accurate job costing data so your company can make informed business decisions. IQ compiles wage and time data associated with work orders for comprehensive job costing that facilitates cost control and pricing management.
Task Management – Organize your company ‘To-Do’s’ in a formal database that designates who is administratively responsible for the completion of the task as well as which employee will actually perform the task. Linking tasks directly to projects and orders allows for the internal cost of the task to be applied against the project or order resulting in more accurate job costing and sales commissioning.
Invoicing – Create an invoice any portion of an order including deposits, progress bills, T&M-based labor invoices, and full order invoices. Invoices can be sent to customers with all necessary details such as line-level amounts and man-hour back-up to support T&M billing. Once created, invoices can be passed directly to QuickBooks Online to create the AR event and minimize administrative efforts.
QuickBooks Integration – Automatically send invoice information from IQ to QuickBooks through an API that communicates in real-time. IQ passes information related to Customers, Invoices, and Vendor Bills so you don’t have to rekey the information manually or export/import files.
Inventory Management – Track your customer-owned inventory through an efficient, non-barcode system. Simply import your customer’s inventory items through a standard spreadsheet and track the quantities In and Out of the warehouse. Tiered Warehouse Locations provide for detailed reports to help your staff quickly find needed items.
Asset Management – Track all activity related to your major assets and physical plant so you can report on when and how assets have been maintained as well as how many hours and dollars have been spent performing that maintenance.
Customer Portal – Give customers the ability to see their system activity from project statuses to active orders and even run their own reports. And if they need labor performed, they can create their own Service Request that automatically initiates the work order and informs your staff of the need.
Opportunity Manager is a contact management and sales forecasting application that provides up-to-date detail, scheduling, and activity history information for both customer and prospect sales opportunities. Assigned actions and daily schedule information is automatically emailed to users, improving communication and minimizing missed commitments. Sales forecasts can be generated from projected revenues, probability of close, and projected closing dates. In addition, forecasts can be tied directly to proposals, allowing the system to automatically update a sales forecast if the proposal is modified.
View Opportunity Screenshots:
Why do you need Opportunity Manager?
Opportunity Manager helps your company manage sales opportunities, prospect and customer contacts, sales forecasting, and individual schedules in a single application.
A centralized database makes company and contact data accessible from other modules within the system, eliminating re-keying of information as other departments get involved in servicing the customer.
Sales forecasting data can be instantly reported on across the entire enterprise, eliminating the need to gather salesperson’s forecast information.
Effectively manage all sales leads by quickly entering potential sales, notes, and contact information. This enables the convenient but detailed tracking of numerous prospects and may include multiple contacts per company.
Forecasted project values can be directly tied to a proposal enabling the system to automatically update a sales forecast whenever a proposal is modified.
Proposal-Driven Forecasting allows Proposals to backfeed associated Opportunities with the proposal product/labor types and their Sell $, automatically keeping the Opportunity forecast up to date instead of requiring the salesperson to rekey the forecast information.
Actions track all historical and future actions associated with an opportunity. Actions and notes are thoroughly documented in a central repository.
Automated schedule distribution issues each user’s schedule directly to them each day via email. This reduces the need for direct system access by users and helps minimize missed commitments.
Lead to Prospect to Customer conversion eliminates redundant data entry as your relationship with a company progresses. This also facilitates post-sale contact management.
Salesperson association simplifies individual employee contact management and scheduling, while preserving visibility for management.
Web-based application enables access from any location. Contact information, history, and schedules are never out of reach, and may be accessed and updated remotely as needed.
Callback reminders for prospects and customers are added to the daily schedule when they are due for a follow-up call. Sales can be assured of never missing an important callback, even months later.
Custom forms enable the capture of custom information that conforms to your business requirements.
Sales opportunity participants track all people involved in a sales opportunity from customer contacts to salesperson to support staff.
Outlook Syncing shares all business Contacts, Appointments and Tasks between your Outlook client and IQ Coordinator’s centralized database.
Proposal ‘spawning’ instantly creates a proposal shell from select information in the opportunity and links the proposal to the opportunity forecast.
Order-influenced Status Updates allows order status changes to influence the Opportunity’s status, i.e. When an Order status is set to Approved, the Opportunity status can be automatically changed to Won.
Project Manager is a central repository of all project-related information and enables collaborative project planning, tracking, and analysis. Project Manager increases communication by bringing together all relevant project information including scope, dates, participants, work orders, tasks, notes, milestones, and documents. Real-time financial summaries provide visibility into project costs as projects are executed.
View Project Screenshots:
Why do you need Project Manager?
IQ Coordinator’s project management functions enable companies to manage projects that encompass multiple work orders and tasks. Project job costing is performed in real-time and includes service orders, punch list items, time and other project expenses.
This central repository of all project-related information allows management to monitor its real-time status and profitability while participants share in the planning and management process. Project updates are instantly communicated with the latest information to all participants via email.
Project-related documents such as drawings, Word and Excel documents, and digital images can be stored and shared online.
Central information repository stores all project data in one location. The web-enabled central repository facilitates collaboration and simplifies the process of managing diverse projects and data.
Project Participants allow for the assignment of users to specific roles within a project and automatically includes them in any distribution of project updates.
Gantt and Text charts of Phases & Activities allow for quick evaluation of a project’s status.
Activity Dates and Dependancy controls allow dates to be tied to order tasks as well as the completion of other activities in the project.
Activity Templates allow common project activities to be predefined and imported into projects for quick building of Gantt charts.
Activity warnings monitor the requested end dates of activities and inform all associated parties if a date is in jeopardy. This contributes to higher customer satisfaction as issues are addressed on a proactive, versus reactive, basis.
Order Associations link an unlimited number of orders with a project allowing multiphased projects may be broken into distinct orders.
Document Association links documents to a project, so the latest version of all related documentation may be accessed from a single location.
Customizable forms permit the creation of company-specific project forms with variable data to be associated with projects. Details helps to eliminate paper forms by providing the ability to electronically collect any data needed for a project.
Project listing queries allow the user to see a list of projects that meet their criteria and then select and view the desired project information. Queries simplify navigation by reducing the number of listed projects displayed on the screen at any given time.
A financial overview displays the sell and cost data, completion percentages, estimated costs, actual costs, variances, and projected costs for each order associated with the project. The financial overview provides a real-time view of job cost data relative to current project completion status.
Proposals, Quotes and Estimates are all built in the Order Module allowing all departments to participate in the assembly of the proposal by allowing each department to contribute along the way while Sales oversees the process. Once you’ve uploaded your product SIF or imported an Excel spreadsheet, uploaded documents, estimate your PM, Design and/or Operations labor, IQ will automatically generate the proposal with the appropriate Terms and Conditions, even automatically creating subtotals for commonly tagged products to help you present the proposal with minimal effort.
View Proposal Screenshots:
Why do you need IQ Proposals?
Ultimately, your proposal needs to present all products, expenses and labor for all departments to the customer in one, well-organized document. IQ’s order module utilizes Groupings to clearly segregate line items for subtotaling at any level necessary to help the customer understand what you are selling.
Because the customer will eventually pay for all associated line items, IQ’s ability to evaluate a proposal and build invoices related to deposits, progress bills and final invoices, providing cumulative invoicing along the way, make having all proposal items in one record the ultimate in efficiency.
SIF Imports allows unlimited furniture specification files to be imported into the proposal, taking advantage of your specification tool’s power and combining it with IQ’s organizational capabilities.
Groups allow line items to be organized to present proposal lines in a way that easy for the customer to understand.
Tag Subtotaling reads line item tags from the SIF file (or those that are applied to the lines once in IQ) and automatically creates subgroups with labels and pricing totals.
Product Catalogs can apply proper discounts on a per-product type basis if the SIF file does not provide the discounting information.
Order Line Item Pictures supports the uploading of pictures to individual line items for display in a proposal.
Order Manager is one of the most versatile order management systems on the market today. Its strength is in its ability to manage products, services and tasks all in a single order. Because orders can sometimes become complex, order ‘groups’ are available to organize order lines, making proposal presentations clean and organized.
Order Manager boasts of a robust pricing algorithm called “Intelligent Unit Pricing” that eliminates the need to manually estimate service requests and ensures price accuracy and integrity. Comprehensive quotation and order information is electronically distributed to customers and employees automatically as orders are modified. Extensive job costing capabilities provide analysis that enables management to make educated business decisions.
View Order Screenshots:
Why do you need Order Manager?
Orders are the life’s blood of your company. Without them, you can’t exist. Manage them improperly and you won’t exist.
Having a ‘system’ to structure your process, store all of the information in a central repository, and provide reporting across all the information is paramount to your success.
Order Manager can increase the efficiency of your company and improve your customer satisfaction by combining many facets of your company into a single module; helping you manage scope, contacts, notes, dates, pricing, scheduling, documents, time collection, job costing and more in a single location.
Order Templates automate the creation of orders, simplifying the user experience.
Order Groups organize order lines into manageable sections, provide convenient subtotaling, and allow for multiple location orders.
Intelligent Unit Pricing factors numerous variables (customer contract, service type, service area, job scope, vendor, etc.) to ensure price accuracy. The prices charged for services are consistent and accurately reflect your pricing model regardless of who is building the order. Also, reducing pricing errors protects the company’s profit margins.
Service Options capture the business knowledge of experienced estimators by dynamically presenting important job-related questions that impact the job price and scope, minimizing mistakes and oversights.
Automatic option presentation allows the user to consider and answer important jobrelated questions that relate to the order’s services. Also, options are displayed so customers have visibility to the time and job-related factors that influence the price, reducing potential price disputes.
Hourly service lines are tied directly to the time management system allowing for instant updates and complete history of the time recorded against the order line.
Structured order process forces all users to use the same method for creating orders. Structured data and methods bring consistency to the quotation process and focuses the “best practices” of your company.
Change Orders can be spawned from and associated with their parent order enabling enhanced job costing.
Job costing evaluates the original estimated costs of orders against their actual cost, allowing management to make educated business decisions.
Work order time summary displays all time associated with all employees for a work order. This provides an ‘at-a-glance’ review of the order’s labor costs.
Customer price catalogs allow IQ to automatically apply special pricing for selected customers.
Intelligent email distribution provides everyone who should receive notice (including customers) with real-time order information that is configured for the user. This can reduce interdepartmental communication errors and improve efficiency
Vendor PO Manager creates and issues purchase orders to each unique vendor in an order allowing for the order line information to be used to communicate order details to the responsible parties. Once issued, Vendor POs can be Acknowledged and their related product received and pulled from the warehouse. When the Bill arrives from the vendor, it can be posted against the PO and automatically shared with QuickBooks Online to create the AP event.
Why do you need Vendor PO Manager?
Vendor POs allow you to quickly communicate each vendor’s lines items for ordering and support tracking of the corresponding acknowledgement and bill. This centralized set of information then allows other departments to interact with that subset of order information from receiving and pulling that product for delivery to paying the AP event in the accounting system.
Automated Line Detection identifies the vendor on each line and groups them into a single PO with the corresponding total Cost.
Emailing of VPO to the Vendor’s Order Entry Contact with an attached PDF of the PO and, if available, a link to the supporting SIF file.
Multiple POs Per Vendor provides a method to include only select lines in a given PO to help facilitate the management of large projects that require different ship dates or even varying Ship Tos.
PO-Specific Acknowledgements allow for the quick acknowledgement of all lines associated with a single PO. If discrepancies are identified, line items can be adjusted on-the-fly, correcting the base order cost without additional line item editing.
Receiving allows for warehouse receiving tickets to be built from the PO, providing a detailed receiving document for the warehouse.
Pull Tickets allow a Project Manager to pull the entire job in one delivery or create staged deliveries for larger projects.
Bills provide for an AP event that represents the invoice received from the vendor. This Bill can be verified against the PO and, if the vendor progress bills or does not invoice for the original PO amount, the PO can be flagged accordingly so the system does not keep the PO open in anticipation of a future invoice that will not be issued.
Document Manager enables online storing and sharing of virtually any electronic documentwith check-in / check-out functionality, historical tracking, and dynamic links to any IQ Coordinator record. Document Manager provides a convenient, Web-enabled central repository for multiple users to work on shared files across different projects, while preserving and tracking successive document revisions. Document Access Groups allow for database driven group access to documents, simplifying the management of user access when a user’s access needs to be added or removed.
Why do you need Document Manager?
IQ Coordinator’s document management system allows all participants in an order or project to have access to the latest version of any document.
The check-in / check-out process ensures that no work is lost due to multiple parties unknowingly making modifications to shared documents, all the while tracking who, when, and what revisions have been made.
Historical document versions allow users to compare an earlier version of a document to the latest.
Multiple document uploading provides a convenient way to add documents to the database within IQ Coordinator. Documents are added to the system without exiting IQ Coordinator or utilizing a separate FTP application.
Check-in/Check-out capability provides control over document access, ownership, and modification. Document editing is limited to one person at a time and document modifications are automatically logged.
Documents are flagged for Customer, Vendor and Business viewing, ensuring that only the correct documents are disclosed to the proper viewer.
Documents are accessible through emailed Overviews, allowing recipients with permission to access documents without requiring a login to IQ Coordinator.
Revision history tracks every check-in/checkout transaction as well as any associated notes. Revision history is accessible to all users, providing an audit trail for document access and revision.
Remote access through a standard Web browser facilitates collaboration. All users, including customers (with permission), can access documents from any location without special software.
File information provides detailed information about a stored document. File details and notes are available to all users.
Folder and document-level permissions provide specific access control for documents. Document access can be managed globally, or by customer, and/or individual user.
Document Access Groups allow for database driven group access to documents, simplifying the management of user access when a user’s access needs to be added or removed.
Document association allows documents to be assigned to any record so relevant documents are always available. Users can easily view the latest revision from within the associated record.
Get Copy provides access to documents outside of the check-in / check-out process. Users are allowed to view and download copies of documents without stopping the document from being available for check-out.
Order Manager’s Intelligent Estimating combine a large number of complex features into a single module. The ability to organize large orders with a myriad of lines into groups, process complex pricing rules, track time-based hourly lines, schedule, collect time, provide job costing and then, in the same module, handle simple orders streamlining the process through Order Templates, allows IQ Coordinator to cover virtually any order a company needs to process.
IQ Coordinator’s integrated database allows the system to perform a wide variety of automated calculations that share valuable data between departments without any user interaction.
What is Intelligent Unit Pricing?
Traditionally, given the large number of job variables that impact the cost of providing services, some service providers apply simple decision rules (such as a percentage of the related product cost, or a flat unit price) as a “best guess” approach to pricing. Consequently, some jobs are estimated too high, resulting in lost business and revenue, while some are estimated too low, resulting in lower margins. Either way, profitability suffers.
With Intelligent Unit Pricing, a base ‘unit’ time is established by the service provider utilizing questions to inform the system about factors that would increase or decrease the difficulty of the service. The base ‘unit’ price is then adjusted according to the answers given for each question, resulting in a more accurate estimate.
IQ Coordinator’s labor estimation process automates the labor estimation process, facilitating the accuracy and consistency of services quotes regardless of who is creating the estimate. To the best of our knowledge, it is the most comprehensive and structured Internet-based labor estimation system available.
IQ Coordinator uses a robust pricing algorithm that instantly factors numerous pricing variables (service type, service area, job scope, customer contract, vendor, etc.) to ensure price accuracy and integrity.
All factors that need to be considered in determining the price and scope of a job are automatically presented according to the services being performed. The dynamic nature of IQ Coordinator’s labor estimation capabilities enables users to explore “what if” pricing scenarios. This allows users to instantly see how pricing is affected by changing quantities, service providers/vendors, or price-impacting options. Estimates are instantly shared via e-mail with employees and customers.
Schedule Manager is an employee and vendor scheduling application that manages soft and firm schedules against Orders and Tasks. Schedules can be created directly inside the Order, allowing the scheduler to see the labor estimate during the scheduling process. All employees can easily view the company’s manpower availability on the Capacity view. Capacity shows the available working hours for a selected labor type and service area.
Why do you need Schedule Manager?
Schedule Manager helps your company ensure that its most valued asset, its employees, are utilized to their maximum efficiency.
The ability to create soft schedules against your business guarantees that the necessary manpower is reserved for jobs and that the company’s capacity for work is instantly updated.
Converting soft schedules to employee schedules provides a quick and effective way to assign known work requirements to those employees that have both the proper skills and availability.
Capacity lets anyone know, at a glance, how much work your company can commit to relative to any given discipline.
Scheduling is performed inside the Order where the scheduler can see the labor estimate by labor type, helping them accurately provide the proper level of manpower.
Employees with the proper ‘skills’ are automatically offered for scheduling, minimizing the effort of the scheduler to ‘search’ for the correct people.
Employee’s schedules are automatically displayed during scheduling, helping the scheduler to see each person’s availabilty, avoiding double-booking.
Soft Scheduling allows specific hours to be reserved for Capacity information without taking the time to identify the specific employees.
Schedule Calendar displays all Orders in need of scheduling to help avoid overlooking importance details.
Schedule Calendar displays all Tasks in need of scheduling so schedulers for different departments can focus on their specific labor.
Capacity view quickly displays the amount of available manpower allowing administrative and management employees to quickly see when potential orders could be scheduled.
Schedule information can be ‘flash added’ to Time Sheets speeding up the time entry process and minimizing errors.
Definable Schedule Statuses allow for customized work flow and color-coded schedule calendar screens.
Scheduled employee information can be printed directly onto field work orders providing a roster of employees for field supervisors.
Dispatching is automated through the distribution of individual daily schedules.
Unschedulable employee time due to Paid-Time-Off, internal duties, or unpaid leave is considered when determining capacity and availability.
Schedule adjustments are quickly made through mass edits or deletions.
Receiving Tickets track shipments that come and go from the warehouse tracking their location and the order with which they’re associated. Tickets allow for an efficient way to record that a shipment has been received, and communicate that receipt along with the packing slip to the appropriate parties. An extended use of that information is a report showing all shipments that have been in storage longer than 30 days so customers can be invoiced for the extended storage costs.
Why do you need Receiving Tickets?
Tracking every item received in your warehouse is too costly and time consuming but your staff must still know that items have been received, what order they’re associated with, and they must inform administration for invoicing of the product. IQ’s Receiving Tickets provide an efficient method for tracking what has come into the warehouse and, in turn, provides a simple but comprehensive report of what all needs to be pulled for an upcoming project.
And reports are available for Shipments that remain in your warehouse for over 30 Days so you can properly invoice your customer for the space they are occupying. This feature alone can pay for your IQ subscription!
Order Association links unlimited shipments to the parent order for easy reporting and generation of the project pull list.
Document Uploads support documentation of the picking slips and bill-of-ladings for sharing with the administrative staff.
Automated Notification send emails to order administrators with all pertinent details and copies of the associated packing slips and bill-of-ladings.
Customizable Forms support the collection and reporting of information such as Manufacturer, Carrier, types of products, damage and shortages.
Print Labels create 8.5″x11″ printable tags for skids, cartons and even individual items for easy identification of what order product belongs to.
Product Pull Reports show the warehouse all items that Ready to Pull along with where the items are located in the warehouse and how many tags the staff should be looking for to fulfill each ticket.
30 Day+ Extended Storage Reports show you the Square Footage totals for all customers with Shipments stored over 30 Days so you can invoice for that warehouse space.
Time Manager is a time-tracking application that records employee billable and non-billable time. Time is associated with order tasks, facilitating instant job costing.
Time Supervisors can enter time for their employees and can mass enter ‘crew time’ inside of tasks and orders. Employees and Supervisors are notified when time sheet statuses change, which can improve communication and speed up the approval process.
Why do you need Time Manager?
Time sheet data collection is a necessary function for virtually all companies. IQ Coordinator takes this process and extends the use of the data by allowing each block of time to be linked to an order, task, or non-billable event. This link allows the time data to not only be used as payroll information, but to also instantly provide detailed job costing information.
Time data can also be linked directly to an order line item, allowing an unlimited number of employees to post time against the line and for the order to be updated with actual costs and updated sell prices for billing.
Electronic time sheets replace paper time sheets and eliminate faxing and rekeying of time data.
Employee time summary overview displays an employee’s recorded time for a specified time period. Time Manager provides historical documentation of billable and non-billable project time.
Order Tasks are automatically placed on assigned employee’s time sheets for easy entry, and automatically removes them when the order is completed.
Work order time summary overview displays all time associated with all employees for a work order. This provides an ‘at-a-glance’ review of the order’s labor costs.
Bulk employee time input displays all workers associated with a work order on a single screen to allow the time supervisor to enter all employee time simultaneously. This saves time and avoids manual entry on an employee-by-employee basis.
Time Sheet approval allows a supervisor to review an employee’s time sheet before sending the information to payroll. If the supervisor identifies a discrepancy, a note can be recorded and the employee will be notified of the pending issue.
Automatic time approval is optional, removing the need to approve time.
Reports can export data to send data to your payroll system, eliminating the need to re-key data or maintain information in two systems.
Time association links man hours to work order tasks for accurate job costing.
Mobile device time entry via min-browser collects time data and submits them to an updating queue for remote, behind-the-scenes processing.
Expense Manager allows expenses to be added to a proposal before or after the job, and for those expenses to be invoiced at Actual or Quoted amounts. Expenses are entered against employee time sheets so they can be reimbursed along with payroll.
Why do you need Expense Manager?
Expenses help you account for the small things that can drain a project of its profit. Tracking expenses allows you to have the appropriate information to invoice a customer or, at a minimum, reimburse an employee.
Expense Order Lines provide a means for predicting all anticipated expenses and inclusion on a proposal if desired.
Quoted vs Actual Expense Lines give you control over how the expense will be invoiced. Quoted expenses fix the invoice amount at the original amount quoted while Actual Expenses uses the total $ of all expenses posted against that expense line to determine the final invoice amount.
Mobile Expenses allow employees to record expenses on their phone directly into the order as well as their time sheet. These field expense support the uploading of a receipt picture and any necessary information to support the expense documentation.
Expense Payment Method records how the employee paid for the expense, whether Cash, Company Credit Card, etc, and determines if the employee should be reimbursed for the expense.
Issue Manager records and tracks problems related to any record in IQ Coordinator, and can be used for custom functions such as Daily Progress Reports with forms and pictures of the crew’s daily accomplishments. It provides a simple way to monitor outstanding issues related to customers, projects, orders, or any other crucial aspect of the company’s operations. Because it is likely that issues arise during the normal course of business, Issues Manager provides a means of tracking conversation topics related to higher level records in anticipation of problems. This allows Issues Manager to service the dual purpose of sub-topic conversation tracking as well as issue resolution monitoring.
Why do you need Issues Manager?
While no customer expects a vendor to be “perfect”, they do expect issues to be acknowledged and resolved in a timely fashion. Issues Manager facilitates the quick recording and thorough tracking of issues, linking them to the parent topic for context and reporting.
The ability to quickly glance at a project or customer dashboard and see the issues that could stand between you and the next order approval are invaluable.
This tool provides issue visibility and promotes proactive resolution, a characteristic of all well-run companies.
Daily Progress Reports are the most common usage of this configurable module, allowing field personnel using IQ’s Mobile Interface to record custom forms and pictures of the crew’s daily accomplishments and issue those reports directly to the customer.
Definable issue types reflect and organize the issues tracked by your company.
Customer, site, and employee association enables issues to be sorted and categorized. This provides documentation of issue completion and the ability to perform historical queries for analysis and follow-up.
Order association allows an issue to become a part of the order, allowing all involved to see the issue and participate in its resolution.
Project association allows an issues to be associated with sub-elements of the project such as an order, Gantt task, or the project itself. This centralization allows departments to deal with their respective issues while allowing the project manager to see the big picture.
Simple user interface allows a user to quickly generate and associate a new issue in less than a minute. This encourages system use and reduces administrative time spent creating issues.
Customizable forms enable the collection of issue-specific information. Forms provide the ability to collect any data needed for a specific issue, ensuring that all information necessary for resolution is provided to the employee.
Dynamic checklists provide a quick cut & paste method of recording and tracking sub-issues that contribute to the overall resolution of an issue.
Reporting provides a view all outstanding issues organized by parent record so that an issues resolution team can quickly access the master list of outstanding issues.
Invoice Manager facilitates the invoicing of order deposits, progress billing, and completed orders. It provides a simple way to monitor the dollar amounts that have been invoiced against all order lines, providing quick and accurate invoicing information on a line-by-line basis. Because IQ Coordinator tracks product line completion as well as actual hours worked, invoices that represent the current order completion, minus previous invoice and deposit amounts, can be quickly generated and passed to the accounting system for efficient order administration.
Why do you need Invoice Manager?
Getting paid for delivered products and completed work is the ultimate goal of every company. Even though this is a company’s central focus, it is a difficult set of information to accurately determine and convey to the customer.
Invoice Manager quickly evaluates all selected orders, comparing the value of their line items’ completed quantities to previously invoiced amounts, and creates an invoice document that clearly conveys the amount due.
Invoicing orders in whole is simple for most any organization. But when deposits and multiple progress billings enter the picture, the invoicing task becomes a challenge for the most well-organized companies. Invoice Manager can assist you in managing this dynamic invoicing process.
Deposit Invoices allow for the invoicing of line items that have no completed work or delivered products, facilitating the requirement for customers to pay a portion of an order prior to initiation.
Single Order Invoicing creates one invoice for the selected order and allows for the editing of that invoice for deposits or individual line adjustments.
Multiple Order Invoicing creates a single invoice for each customer that encompasses the invoicable amount from all selected orders, and allows for the editing of that invoice for deposits or individual line adjustments.
Mass Invoicing automatically completes all selected orders and invoices them in full. These invoices can be one-per-order or the system can combine all orders for a customer into a single invoice, simplifying the invoicing process for customers that have multiple orders per billing cycle.
Previously Invoiced Amounts on a line-by-line basis are quickly accessible during the invoice process, assisting in the decision making process.
Cumulative Invoice Amounts are available on a line-by-line basis as well as the order level, providing your customers with each order’s complete invoicing picture.
Formula Tasks Automatically React to the Invoice’s Total, simplifying the processing of fees and insurance that is invoiced on a “pro-rata” basis.
Full Manual Overrides allow a user with permission to manipulate any line’s invoice amount to collect advance/deposit dollars or withhold the invoicing of a line.
Invoice Percentages allow for the invoice or select line types to have a percentage of their line invoiced, facilitating easy deposits or percentage-based progress billing.
Invoice Corrections are as simple as a manual adjustment to the quantity or dollar amount of a line item.
Invoice Deletion provides a quick and simple way to remove an invoice and return all associated dollars to the ‘invoicable’ column. This eliminates the need for journal entry reversals and simply allows for the invoice to be replaced with new information.
QuickBooks Integration allows IQ to automatically communicate all supporting invoice information directly to QuickBooks Online via API (or IIF Export if using QuickBooks On-Premise).
Inventory Manager is a simple, yet powerful, system that is focused on tracking used and customer-owned inventory items. It’s simplicity rests in its ability to quickly stock and pull inventory without the use of barcodes. This method eliminates the time and expense of applying barcodes and syncing data with handheld units while still providing customers and warehouse employees with the quantity and location of the inventory.
Inventory Tickets, which track stocking and pulling of items, can be stand-alone or generated from within an Order. This allows product orders to be created that sell products to a customer and also offer their own inventory at the same time. In addition, the labor associated with handling the inventory can be simultaneously tracked, centralizing all information related to the inventory.
Why do you need Inventory Manager?
Managing a customer’s used inventory can be the bond that ties your company to their service work for years to come. A quick and economical way to manage customerowned inventory item levels and locations is key to acquiring and maintaining that business.
While barcoding is the norm for boxed products, used inventory is often a conglomerate of items that are identifiable without barcodes. And the time and effort it takes to assign each item a barcode and a corresponding database record is often simply more than it’s worth.
Employing IQ’s method of inventory management can give you and your customers an effective and informative system with minimal up-front and on-going cost. That, combined with the internet-accessible reservations, tickets, and reporting, can make it a viable option.
Inventory Tickets track the Stocking and Pulling of inventory items, providing a formal record of the customer, inventory, dates, participants and items moved.
Current Inventory conveniently displays the quantities associated with select inventory items, assisting users in the decision-making process.
Item Characteristic Naming provides naming consistency by evaluating selected fields on inventory items and automatically deriving the inventory item’s “Name”.
Ticket Types facilitate the distinction of New vs Used, Reservations vs Actual, and Pull vs Stock, making the system configurable to your processes and verbiage.
Direction clearly delineates whether the Ticket is a Stock or Pull, eliminating confusion and supporting accurate reporting.
Inventory Movement provides, for each item, a list of all Conditions and Locations as well as the Pending, Stocked, Reserved, and Available quantity.
Conditions are definable and have characteristics that support knowing what is “acceptable” for use by the customer, filtering out damaged or other unusable items.
Multiple Warehouses/Addresses support an unlimited number of places, on-site or offsite, where inventory items can be storage.
Locations facilitate a definable, structured and searchable set of storage areas that can include any level of tiers such as Warehouse, Aisle, Row, Bay, and Level.
Ticket Generation occurs when inventory items are added to an Order and the system automatically creates a corresponding Pull Ticket to manage the inventory movement.
Due Dates support reporting of upcoming jobs, manpower needs, and scheduling.
Item Searching narrows the list of inventory items from which to choose.
Backorder and Quantity Checking enforce company rules as to whether or not users can exceed the Available Quantity.
Image Display provides an image of the item or its item type for user reference.
Ticket Information includes all of IQ’s standard Notes, Actions, Documents and Form data tracking methods.
Inventory Reports include customizable displays of Current Inventory and Tickets.
IQ Mobile provides access to the live IQ database though a simple Smart Phone Internet Browser, eliminating the need to download, install, and update “Apps” for various data phones. This interface, which is targeted at efficient data entry, provides one-touch access to field-oriented aspectes of IQ. While many different aspects of IQ can be accessed in this method, the primary features supported revolve around the collection of individual time sheet information or that of crew time entry for field supervisors. And the fact that this information is collected and processed as if the user was using a desktop computer means that speed of reporting of information will be increased while administrative effort will be decreased.
Why do you need IQ Mobile?
Employees in the field have information vital to the adminstration of their work. Because these employees are not ‘connected’ to the system administrating their work, the processing of their information tends to lag by hours if not days.
IQ Mobile gives select employees the ability to enter information against existing orders through a standard Smart Phone Internet Browser, making their data available instantly.
If your company experiences problems with the inefficiency of manually recording information such as time data in the field and turning it into your admin department for entry, IQ Mobile may very well solve your problem.
Secure Login Access treats Mobile Users as secure IQ users, securing information with 128-bit key encryption.
Punch Clock Time Entry allows a Job Lead to run a punch clock on the entire crew to collect their Start / End Times, and automatically cut out unpaid Lunch Breaks for accurate paid hours tie collection. Punch Clock time is automatically applied to each employee’s time sheet as well as the associated work order for instant job costing..
GPS Location collects the location of the crew as they punch In/Out of a job. A map is provided to show where all workers are while on the job..
Daily Progress Reports allow your lead installer to quickly build a report of the day’s accomplishments with unlimited pictures to help you keep your customer up-to-date on the progress of their installation.
Customer Signature Capture allows a customer to sign the IQ Order Overview and automatically store it as a PDF file in the order. After collection, the Job Lead can distribute the signed order directly to the customer.
Definable Field Overviews allow the Job Lead to see the full work order as well as other information such as Total Time Worked, Document Links and Scheduled Employees.
Order Number Search allows users to search and access orders with as few as one character of their work order’s order number.
One-Touch Access opens orders to the first task, sets the date range to the current week, and automatically pulls the scheduled employees.
Order “Crew Time Entry” allows a field supervisor to enter the time for an entire crew on a single screen by entering hours directly into the order time sheet (this is manual time entry vs the above-mentioned Punch Clock).
Add Employees provides a list of all company employees for easy addition to the order for time entry.
Time Sheet Entry allows an individual to access their personal time sheet. Time sheets can be viewed and signed by the employee.
Time Sheet Sign-off allows employees to review and sign their individual time sheets for proper record keeping.
Open Order Inclusion automatically populates the user’s time sheet with the open orders they are working on.
Selectable Rates lets the user move between rates, such as Standard and Overtime, with a single touch.
Real-time Updates process information entered through the Smart Phone in the same manner as a standard browser, eliminating lag and the need to sync data at a later time.
Asset Manager tracks physical asset information and transactions related to those assets.Common asset information can be collected, stored and reported on, improving the consistency, centralization and speed of access of asset data. By associating Orders and Tasks with assets, transactional history and documentation can be easily and quickly provided for a given asset or group of assets.
Why do you need Asset Manager?
IQ Coordinator’s asset management links the work performed by your internal staff and/or subcontractors to the assets owned or managed by your company. This association allows you to provide reports on when and how assets have been maintained as well as how many hours and dollars have been spent performing that maintenance.
When many assets are under your control, it is crucial to know what maintenance is required and when that maintenance needs to be performed next. Having a report that shows the upcoming work required and the estimated hours to complete that will allow you to efficiently schedule your manpower and complete your work on time.
Definable asset types allow unlimited and specific categorization of assets for organizational and reporting purposes.
Asset forms provide for the collection of customized information related to specific types of assets.
Asset site association links assets to specific physical locations, supporting geographic or building-centric asset reports.
Customer asset association links assets to specific companies, supporting customer-centric asset reports.
Customer-Client asset association links assets to customer’s clients creating an additional level of association that supports subcontract labor relationships.
Document Linking provides electronic document association, enabling the storage and easy access to outside information, such as digital photos and instructions, related to the asset.
Order and Task association links work to assets providing the ability to report on asset-related order and task information and their hours and costs.
Recurring Orders support periodic billable asset-related work.
Recurring Tasks support preventative maintenance labor. Associative asset information is displayed on overviews, allowing workers to see asset-related information on respective orders and tasks.
Customer Portal give customers the ability to see their system activity from project statuses to active orders and even run their own reports. And if they need labor performed, they can create their own Service Request that automatically initiates the work order and informs your staff of the need.
Why do you need Customer Portal?
Technology gives all of us the ability to self-serve. When customers are willing to do this, they get answers to questions without having to wait on a response from you, the vendor. In certain cases, the customer can even do part of your job for you by initiating Service Requests, speeding up the process and minimizing your data entry.
Access to Records like Projects, Proposals, Work Orders, Issues, invoices and Inventory Report allows the customer to self-serve on their information requests.
Service Requests provide a screen for your Customers to submit Service Requests which automatically become IQ orders assigned to a designated person in your company. You collect as much or as little information from your customer as you’d like on this screen, making it easier for them to request work from you.
Document Uploads allows customers to contribute electronic documents to their projects and orders instead of emailing you to do it for them. When documents are uploaded, IQ notifies you of the transaction.
Dealership/End User Association allows dealership representatives to specify which of their End User’s records they want to see and place Service Requests for.
Outlook Integration connects IQ directly to your Outlook email client so that calendar appointments, tasks, and customer contacts can be sync’d between the systems.
Why do you need the Outlook Integration?
There is no greater inefficiency in business than rekeying information between system, and no more costly issue than incorrectly transferring information. The IQ/Outlook integration removes both of these major factors from the equation by allowing IQ and Outlook to transfer information via 2-Way API on a scheduled basis.
Record Sync allows Outlook and IQ to inform the other system of new and updated records, keeping the two systems in sync so that users can access the information in either system.
Updating of Tasks and Appointments automatically updates system records with notes and statuses,.allowing employees to simply mark tasks as ‘Complete’ in Outlook which causes Project records to be updated in IQ.
Creation of Recurring Appointments in IQ results in the series being posted to Outlook as individual appointments, eliminating the issue of Outlooks ‘ghost records’ not appearing in the partner system.
QuickBooks Online Integration connects IQ directly to your accounting system so that customers, addresses, invoices and bills can be sync’d between the systems.
Why do you need the QuickBooks Online Integration?
There is no greater inefficiency in business than rekeying information between system, and no more costly issue than incorrectly transferring information. The IQ/QBO integration removes both of these major factors from the equation by allowing IQ to transfer information to QBO at the appropriate time.
Initial Record Sync simplifies implementation by pulling existing records down to IQ from QBO and using them as the source database records. This minimizes effort while ensuring the systems properly communicate at all times.
Passing of Invoices automatically sends invoice information created in IQ and shared with the customer to QBO where your accounting staff can manage the AR process.
Passing of Bills automatically sends vendor invoice information created in IQ to QBO where your accounting staff can manage the AP process.
Status Triggers allow you to control when and where in the process IQ actually communicates with QBO. This allows you to support QA processes in IQ prior to pushing unverified information to QBO.
Texting Integration allows IQ to issue schedule text notifications direct to your employees.
Why do you need the Texting Integration?
While not every employ has email access, most every employee can receive a text. So Texting can offer a more universal way to automatically issues schedule information and last minute updates to your employees. It can also eliminate the need to perform manual dispatching as IQ will push the information to the employees at a pre-determined time of day.
Day Before Notifications allows IQ to issue each employee their schedule for ‘tomorrow’ so they can communicate with the dispatcher in advance if there are issues.
Multi-Day Notifications support the issuing of Sat/Sun/Mon texts on Friday so employees can be aware of the weekend an Monday during regular business hours.
Update Notifications inform employees of updates to notifications that have already been issued, making them aware of canceled jobs or changes in start time and address.