Managing Your ServiceTrade Account Settings

Derek Torres
Derek Torres
  • Updated

As an Account Admin you can edit your Account Settings in ServiceTrade. This article will walk you through how to manage your ServiceTrade Account Settings. To navigate to your Account Settings:

  1. Click on your Profile Photo.
  2. Click on Account Settings.
  3. Click to expand any of the Setting Accordions. Below defines what each setting controls in your account.

 

 

 

 

 

Offices

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This setting allows you to add and edit your office. Click here to learn more about Creating and Managing Offices.

This setting also allows you to Create and Manage Regions.

View Users

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Allows you to only view your users, however, if you want to manage your users navigate to the Users List under My Account.

Account PreferencesAccount_Preferences.png

In this section, you can control if you want to automatically release appointments to technicians and set a default invoice status for newly created invoices.

Note: This feature is only available to Premium and Enterprise customers.

Automatically Release Appointments to Technicians

Technicians can only see released appointments in their mobile and tablet applications.
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  1. Click to check Yes or No, in the Enable Auto Release option.
    • If you choose "Yes", appointments will be released to your technicians as soon as they are assigned.
    • If you choose "No", you must manually release each appointment to your technicians from the dispatch board or job page. Appointments created and scheduled by technicians will always be released to those technicians, regardless of this account setting.
  2. Click Save when done.

Automatically Resend Quotes That Have Been Submitted

Note: This feature is only available to Premium and Enterprise Subscription customers. Please reach out to your Account Manager at am@servicetrade.com

This feature allows you to set ServiceTrade to automatically resend quotes to customers based on a selected number of days before quotes expire. This will help you and your Sales Team automate following up on quotes that are submitted but no further action has yet to be taken by the customer.

Important Recommendation: Before enabling this setting, we highly recommend you clean up your expired quote history to prevent bulk sending old quotes.

  1. Click to check Yes or No, in the Enable Quotes Auto Resend option.
    • If you choose "Yes", Quotes in the Submitted status will be automatically resent as they reach the date parameters set by your company. Quotes will be resent to the same recipients with all the specifications, including the email body, as in the initial communication. Go to Step 2.
    • If you choose "No", no actions will be taken. Skip to Step 3.
  2. Select from the Days drop-down menu the number of days prior to the quote's expiration that you want it to auto-resend.
  3. Click Save when done.

Note: These Quotes will send at 7 am UTC, which is 3 am EST.

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Default Invoice Status

This setting allows you to set the Status of newly created invoices by office users.
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  1. Click the Default invoice status drop-down.
  2. Select which status you prefer.
  3. Click Save when done.

Item Code Visibility Settings

By default, ServiceTrade displays each item's item code on Invoices when the visibility is set to either Line Items with Prices or Line items with Grand Total. An Account Setting now allows you to toggle off item code visibility for invoices set this way. You must be an Account Admin to change this setting.

  1. To change this setting, click your Profile Picture and select Account Settings.
  2. Click to expand the Account Preferences Menu.
  3. On the Item Code Visibility setting, click to check whether you want item codes visible or not.
    Item Code Visibility.jpeg
  4. Click Save when done.

Item Code Visibility = 'Yes'
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Item Code Visibility = 'No'
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Adding Customer External IDs to Invoices and Quotes

In your Account Settings, you can add up to two existing external customer IDs on customer Invoices or Quotes. These external IDs will be visible in a new section called Additional Customer Information in both the Portal and Print/PDF View.

  1. For this to work, you need to have one or more External Systems added to your account and External System IDs added for the Company that you want to Invoice or Quote.
    External Systems.png
  2. You will also need to update your Account Settings. To do so, click on your Profile Picture and then click on Account Settings.
  3. Click to expand the Account Preferences menu.
  4. A new option is available called Display External Customer IDs.
    • Here, you can select from a drop-down up to two ID # External Systems you want to display on customer material.
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  5. Once selected, you will need to check if you want them to display on Invoices or Quotes.
  6. When done, click Save.

For customers with External Customer IDs, you will see the following External IDs at the bottom of their printed/pdf or portal invoice or quote:

Additional Customer Information.png

Default Visibility

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Here you can set the default visibility for newly created attachments, deficiencies, job items, comments, quotes, and invoices. These default visibility rules will apply both to records created by users in your account, and to records shared with you from another ServiceTrade account.

Attachments

Public: In the web app, the visibility for all uploaded attachments will be set to Everyone. The Visible to Customers switch is automatically toggled ON when technicians add a new attachment from the mobile app.

Only Your Company: In the web app, the visibility for all uploaded attachments will be set to Only your company. The Visible to Customers switch is automatically toggled OFF when technicians add a new attachment from the mobile app.

Note: Some attachment types are always visible to your company by default, regardless of this setting. Those attachments are Job Blank Paperwork and Job Vender bills.

Deficiencies

Public: The Visible to Customers switch is automatically toggled ON when technicians add a new deficiency from the mobile app.

Only Your Company: The Visible to Customers switch is automatically toggled OFF when technicians add a new deficiency from the mobile app.

Job Items

Public: The Visible to Customers switch is automatically toggled ON when technicians add a new job item from the mobile app.

Only Your Company: The Visible to Customers switch is automatically toggled OFF when technicians add a new job item from the mobile app.

Comments

Public: In the web app, the visibility for all new comments will be set to Everyone. The Visible to Customers switch is automatically toggled ON when technicians add a new comment from the mobile app.

Only Your Company: In the web app, the visibility for all new comments will be set to Only your company. The Visible to Customers switch is automatically toggled OFF when technicians add a new comment from the mobile app.

Technician Note: When this box is checked, the Technician Note checkbox will be automatically checked for all new comments created from the web app.

Scheduling Note: When this box is checked, the Scheduling Note checkbox will be automatically checked for all new comments created from the web app.

Quotes and Invoices

The dropdown menus allow you to control the line Item detail level visibility your customers see when viewing Quote or Invoice.

Click here to learn more about Quote and Invoice visibility levels.

Asset Types

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Here you can select the asset types that are visible across your account.

Click here to learn how to set your account's asset types.

Job Types

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Here you can select the job types your company performs. These job types will be available in your account when you create new jobs and search for existing jobs.

  1. Click to select or deselect the job types your company performs.
  2. Click Save when done.

Item Types

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Configure Your Company's Item Types

Here you can select the item types that your company uses. These item types will be available in your account when you create new items and search for existing items in your item list.

  1. Click to select or deselect the item types your company uses.
  2. Click Save when done.

Item Type for Ad-hoc Items

When you create an ad-hoc item (an item that does not appear in your item list) on a job, quote, or invoice, it will be assigned this item type. Changing this setting affects all existing ad-hoc items already on jobs, quotes, and invoices, as well as new ad-hoc items created in the future.

This setting does not affect how other ServiceTrade accounts see ad-hoc items on jobs that you subcontract to or from them.

  1. Click to open the Item type for ad-hoc items drop-down menu.
  2. Select the Item Type.
  3. Click Save when done.

Technician App Preferences

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Enabling Clock-Out Checklist Workflows

Clock-Out Checklist Workflows are disabled by default in your ServiceTrade Account. To enable this Mobile App setting, an Account Admin must enable Clock-Out Checklist Workflows in your ServiceTrade Office Account Settings.

      1. Log into ServiceTrade Office (app.servicetrade.com) as an Account Admin.
      2. Click on your Profile Photo.
      3. Click on Account Settings.
      4. Click to expand the Technician App Preferences accordion menu.
        ClockOutChecklist-TechAppPrefs-disabled.png
      5. Under the Clock-Out Checklist Workflow options, click to select Enabled. New checkboxes should appear below.
      6. Check to select any or all of the task list items you want techs to review and complete before clocking out.
      7. Click Save when done.

Clock-Out "Incomplete Reason" Workflow

With the Clock-Out Checklist Workflow enabled, when a technician is clocking out from a job appointment and does not mark a service(s) as complete on the Clock Out page, they are presented with a list of reasons to select from.

Account Admins can disable or enable this Clock-Out Incomplete Reason Workflow.

Prerequisites

Follow the steps below to enable this Mobile App setting:

  1. Log into ServiceTrade Office (app.servicetrade.com) as an Account Admin.
  2. Click on your Profile Photo.
  3. Click on Account Settings.
  4. Click to expand the Technician App Preferences accordion menu.
  5. Click to select Enabled.
    Clock OUt Incomplete Reason Workflow.png
  6. Click Save when done.

Payment Terms

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Here you can define which payment terms you want to make available to your users in ServiceTrade, and which payment terms option should be used as the default. 

Click here to learn how to manage your payment terms.

Integrations

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Here you can set up Integrations with a 3rd Party application.

Click here to learn more about setting up an Integration.

Webhooks

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Webhooks allow a system that integrates with the ServiceTrade API to receive notifications about updated data without polling (continually having to ask the API for new data.) When an entity changes, a notification message is sent to the specified URL. See the webhook API documentation for more information.

Default Terms and Conditions

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Here you can set your company's default terms and conditions for Jobs, Quotes, Invoices, and Change Orders.

Click here to learn how to set your default Terms and Conditions.

Sales Tax

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Here you can set your company's default location taxability settings and how your account handles sale tax on quotes and invoices.

Click here to learn how to set your company's sales tax settings.

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