Create and Edit Service Types

To be able to create estimates and invoices you first need to have service types to add to those estimates/invoices. There are multiple components to creating service types - including attaching work order templates. This is not mandatory at this stage. If this is the first service type you are setting up it is likely that you do not have labour and materials set up yet. Focus first on creating service types and come back and add to them as you continue to create and update your settings.

Lindsey Best

Ext-Tech

Google

Navigate to your configuration settings.

Click "Service Types"

Create a Service Type

Click "Create"

Click the "Name \*" field and type the name you wish to give to the service type. Note: the client does not see this name, this is for internal purposes only. If you make changes here at a later date, it will retroactively change within the system. This is not true for all changes.

Do not worry about adding in a 'price' at this time. It's likely you have a scale for pricing services. You can change the price to whatever you want/need when creating a estimate for a client.

Click in the 'Description' field and type in a general description. There are a variety of formatting options to use. You want to put in typical information that you would enter into an estimate. Know that when you are creating an estimate within a customer file you can make changes to these descriptions. This gives you a template/a starting point so you do not have to enter in similar information every time you do an estimate and you only have to update the details, like square footage. For example: "Create a garden bed in back yard area to a maximum of (xxx)sqft. Supply and install a maximum of (x) yards of garden soil and (x) yards of mulch to area. Organic disposal is included.

There are three toggles located under the description. You want the service to be active so this toggle should be on. If you want staff to track time for a service you will want to make sure the 'Track Time' is toggled on. If you do not want field staff to be able to leave a note for the client via the app you will want to toggle 'allow field worker customer notes' to off. Leave on if you would like them to have the ability to leave a note for the client (for example: a reason why they may have skipped the lawn that week).

Note: if you are connected to Quickbooks. Each service will have two additional dropdown menu's that you have to make a selection for or it will not let you save the service type. If you are not connected with Quickbooks, you will not see these two drop down menu's.

Great job! The above is the minimum amount of information you need to enter in to be able to create successful estimates/invoices. Scroll to the bottom and hit 'save'. You may be able to complete the steps below if you have other configuration settings set up. If you do not, you can come back and complete the below steps at another time.

Apply a Division - Associated with your budget

You can skip this step if you do not have divisions set up. Move on to adding forms.

Click the drop down menu for to choose which division this service applies to. This is directly related to your budget. You can set up divisions at any time and come back to complete this step at a later time.

Click on the appropriate division.

Add Forms Directly to Your Service line

This is not a mandatory step. It is helpful, for example, to add 'site inspection' forms to some services. There are many other examples where adding a form to a service type is applicable. Typically speaking you would not add a general form to a service type - for example a vehicle inspection form.

If you do not want to add a form to the service type, continue to the next step.

Click this icon.

Click on the checkbox for the form you would like to add. Note, you can add multiple forms to one service type.

Click "Confirm Selection"

Add a Work Order Template to Your Service Type

You need to have your labour and materials set up in your configuration settings before you can add a work order tempalte to a service type. Work orders support creating an estimate for clients. The client does not see this information (unless you want them to - more on that in creating an estimate). - You do not need to have a work order template to create a work order for a client. - You also do not need to have a work order in order to create an estimate for a client.

We say 'labour and materials' because that is the label in the EXT system but it can also include equipment.

The toggle "Labour & Materials Template" allows the work order to be seen on the app by the crew. If this is toggled off the crew will not be able to see the work order. Typically speaking for: - installation or hourly type of services this would be toggled on. - maintenance services that are a contract price this would be toggled off This is not true for every company. For help and support on what is right for your company please reach out to your EXT customer support rep - we would be happy to help.

In this example we are going to create a work order template for a garden installation.

Click the "Requires Work Order" field to toggle on. We want the crew to see the estimate quantities of labour and materials that they have allocated to a garden creation job.

Click "Include work order template"

The system will automatically use the service name but you can change that if you like. Click the "Work Order Section Name" field and type what you want it to read or leave it as is.

Click the "Automatically update service pricing when making edits" field. This will automatically update the pricing when you are filling out a work order in a customer file. It can always be turned off in the client file when you are building the estimate.

Click "Add items"

Choose all the items from your 'labour and material' list that you want for this template.

Click "Add items to work order (4 selected)". The number of selected items appears in the top.

If you would like you can change the estimated quantities here, for example if there is a minimum to be applied to this service. You can also change them all to zero if it happens to be a service billed by the hour - this will help alleviate having to update the information later. For this example, there is no minimum, each job is unique and will require a unique amount of labour and materials, so we will leave all the estimated quantities at one.

If you have forgotten to add something, Click "Add items"

Choose the items you wish to add and click "Add items to work order (1 selected)"

Add any notes for a particular item in the notes section.

Make sure to click outside of the box so the information holds true (saves).

Click "Save"

You may notice that there is a price listed in the service type now. Do not worry about this. It is related to the work order template and will update when you create an estimate in a customer file.

Great job! You have added in your service type, with forms, and with a work order template.

Edit a Service Type

Click on the service type you want to edit.

Change the "name" or "description" of the service by clicking in the field and typing. Notes: - If you change the "name" of the service type it will retroactively change in the system. - If you change the description if will NOT retroactively change in estimates/invoices that are already created.

Change any of the options below by turning on or off the toggle. Add any forms by clicking on 'add form', select the forms and click "confirm selection"

This example shows "Requires Work Order" toggled off. This service is an aeration service and I only want the work order for pricing and tracking purposes. I do not require the crew to see the work order or the estimated time associated with it. When the crew goes to complete the work and they hit the start and stop timer, this information will automatically update for that client work. For this to happen, the 'track time' toggle above needs to be on. This is a choice that each company will make for themselves and is unique to your business practices.

Once you have made your edits, be sure your cursor is not in a box and click "Save"