Extending the Capabilities of QuickBooks

As much as I like QuickBooks as a software, in my line of work as Intuit Solution Provider, I frequently see limitations in QuickBooks. So I keep my eyes open for products that I think would be beneficial for some of my clients. When I'm looking for a solution, I want good integration with QuickBooks, preferably easy to setup and use, and reasonably priced. That narrows the field! I also limit my list to just a few programs so that I can be more familiar with them and more helpful to my clients.

When I first heard about Method Integration, I said - I don't get it. What's a portal? A few months later I attended another webinar about the product with some very concrete QuickBooks examples. This time, I saw the light and came away very excited about how it could expand QuickBooks' capability, how easily, and how reasonably. So, I spent time to learn the program in more depth and certified. Method address several different areas of shortcomings in QuickBooks yet you're paying for just one solution and can customize it to suit your unique business.

Here are just a few ways Method can work with QuickBooks:

You can have real-time sync - without having to manually click on sync, or File, Import, or anything other than save the entry.
You can access your QuickBooks remotely - and your QuickBooks data file doesn't have to be open.
You can have multiple users in QuickBooks but you don't need a QuickBooks license for each user; in fact you can have more than a few hundred users in QuickBooks Pro with Method.
You can have more Custom Fields using Method than you can in QuickBooks. And, you can use Custom Fields in Method where QuickBooks doesn't have any. An example is custom fields for Bills from Vendors.
You can rename fields. For instance, you can call Customers "Clients" or rename Classes to Departments.
You can customize data entry screens in ways you can't in QuickBooks.
You can control access so much better. In fact, you can even restrict their access to just a few specific transactions. And, this keeps users out of your actual QuickBooks data file
If you have a Mac user and a PC user, both access the same data file.
Method has a better audit trail; you can track who made changes to lists, such as Customers, Vendors, Items.
You can create drop-down lists, to either make data entry easier or to keep users out of other areas. E.g. you can provide a drop down list for a sales rep of only their customers instead of having access to the entire list.

There are three different levels of Method - remote, CRM and full-blown. Remote Access is the basic level. At this level, you can access QuickBooks, set up custom fields, customize the data entry screens, and limit access.

The next level up is Method CRM(Customer Relation Management) - you get all the basic features of remote but the additional features of a CRM package. Method CRM has two aspects: sales management and case management.

1. For sales management, Method lets you track marketing campaigns, opportunities and various sales activities. You can maintain your list of contacts right inside of Method but keep them out of QuickBooks until they become a customer or client - and you don't need to reenter any kind of contact information for QuickBooks. Method CRM also integrates with Outlook including e-mails and scheduling appointments and events. From a manager's viewpoint, they can view a dashboard and analytics on prospects, customers and staff.

2. Some businesses need to track various technical or support issues with customers. With Method CRM, the billing can be created in Method (and sent to QuickBooks), but the specific issues, who was assigned to the case, status, priority, and comments are all maintained in Method. Again, the dashboard and analytics can help identify problem areas as well as successful resolutions.

In the full-blown level, in addition to Remote access and Method CRM, you get industry specific applications and a free form database. Two industry applications that come at this level are Method Warehouse and Method Field Services. As more are developed, you automatically get them - no extra fees.

Method Warehouse addresses some of the weak inventory areas in QuickBooks and includes the following features (this is the short list - there are more):

You can track multiple inventory locations.
You have automated bin creation and tracking.
You can have serial numbers
You can set alerts for critical levels of inventory.
Automated transfers can be set to LIFO (Last In First Out), FIFO (First In First Out) or FEFO (First Expires First Out).

Field service businesses may include pest control, HVAC, plumbing and electrical to name just a few. Method Field Services' features include:

Schedule one-time or recurring services.
Schedule by time of day or route order.
Work orders can span many days and cross over midnight.
Print, email and customize work orders and route list.
Turn work orders into QuickBooks invoices. Invoice one work order at a time or as a batch for a selected date range.
Group according to crew divisions or tech skill sets.
Track Customer equipment and serial numbers.

As a free-form database on the web, Method is already integrated with QuickBooks. For those who have done any programming, like in Microsoft Access, you will know and appreciate these features. You can:

Add an unlimited number of tables and fields.
Create and customize data entry forms based on custom or pre-built tables and fields.
Create actions that affect what happens in the software.

So let me give you some examples of how this might work for you. It was in seeing examples that really made me fully appreciate just all that Method can do with QuickBooks.

You could have a sales rep log into Method and see only their customers or the contacts in their territory.
You can have invoices put on hold until a supervisor reviews them before going into QuickBooks.
You can create pop-up messages for users - this could be instructions or notify the user that they did not fill in a required field, or a welcome message.
You could create a time entry screen that would have a calendar where they could choose to date a timer that they could start and stop as they work on a project.
When a user clicks a button, you can determine where they go next by the command underlying the button.
Sometimes, when customizing invoices, you need to have certain information for your customer and can't achieve that through the normal QuickBooks invoice screen. With Method you could have additional fields and additional calculations and put this information where you want on the invoice.
You can have your clients login to a screen you customized for them. They might be able to enter issues that they are having or view payment records with you.

I like to customize to suit my purposes, but must admit, that programming isn't for me. There's so much you can do with Method without programming. But, should you need the extra power, there are resources that can do the programming for you or perhaps you have staff that could do this.

Method also offers three different fee structures depending on if you want concurrent users, named users, or have users who need only a few minutes a day or month; this means you can tailor the fee to suit your needs. I haven't seen this with other software packages out there. Method also offers a free trial, so you can see how it could work in your situation. So check it out!

About this Author

Monica Mitchell Muir
Advanced Certified QuickBooks ProAdvisor
Certified QuickBooks Point of Sale ProAdvisor
Enterprise Suite Certified
Intuit Solution Provider
MUIR & ASSOCIATES
Helping Businesses Make Dollars & Sense

Muir & Associates helps businesses use their Intuit products more efficiently and more effectively so businesses can focus on their business and make more informed decisions. We provide sales and support services. Monica Mitchell Muir has been helping businesses with their QuickBooks products since 1996.
http://www.muirassoc.com
http://muirassoc.com/blog/

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