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FieldEdge & QuickBooks to WEX FSM

Written by Ben

What Exports from FieldEdge & QuickBooks

What We Load Into WEX FSM

Customers

Customers

Primary Contact Phone and Email

Customer Phone and Email

Customer Locations

Customer Locations

Pinned Customer Notes

Customer Notes

Invoices

Invoices

Payments

Payments

Installed Equipment

Installed Equipment

Total Time Estimate: 3 - 5 business days*

*Time estimate is from the date your data is received, reviewed, and accepted for upload. During periods of high volume, your data transfer may take an additional 3-5 business days to complete. You should plan on making 1 normal monthly license payment prior to the completion of your core data load.
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This Data Calculation is for informational purposes. It is intended to relate what generally exports from your data source. Your data loading plan may be revised based on the actual data submitted.

Data Loading Details

Your data will be loaded in two phases to ensure all data is loaded into WES FSM. This will include an initial “Full Data Load” and a final “Supplemental Data Load”.

*Important* Please refrain from editing, merging, or deleting the data that has been initially loaded. Any changes to this data will result in either a failed supplemental data load or all of your changes being set back to their original values. Changes may be made after we complete your supplemental data load.

Your full data load will include:

  • Customers: From QuickBooks with primary contact phone and email only

  • Subcustomers: From QuickBooks

  • Customer Notes: FieldEdge Pinned Customer Notes that have synced to QuickBooks

  • Invoices: From QuickBooks only

  • Payments: From QuickBooks only

  • Installed Equipment: From FieldEdge only

  • Chart of Accounts: From QuickBooks only

  • Classes: From QuickBooks only

  • Sales Tax Groups: From QuickBooks only (if currently setup)

  • QuickBooks Item List: Will be usable when building proposals/invoices

These items will not be included in your data load, as either they do not export, or do not export with enough detail to load:

  • Estimates

  • Appointments

  • Images / Attachments

  • Maintenance Agreements

  • FieldEdge Price Book

  • Job or timeline notes**

  • Non-primary contact information that doesn’t sync to QuickBooks**

**The following items can be loaded if you purchase the backup file from FieldEdge. They will be loaded with your supplemental data load only:

  • Job or timeline notes

  • Non-primary contact information that doesn’t sync to QuickBooks

Making the Switch

On your Make the Switch date, we will guide you thru submitting your supplemental data. The supplemental load will capture all the data you've entered into QuickBooks since your Full Data Load was collected. We will have this loaded for you in a few days, so that everything is up to date.

We consider you’ve Made the Switch when you’ve:

  1. Stopped entering new customers, invoices, and payments directly into FieldEdge

  2. Started entering all new customers, invoices, and payments directly in WEX FSM

  3. Have run your final sync from FieldEdge to QuickBooks

We will load the following data in the final supplemental data load:

  • From QuickBooks: All new customers, subcustomers, invoices, payments, and notes entered into QuickBooks since the Full Data Load.

  • From FieldEdge: All new equipment entered into FieldEdge since the Full Data Load.

    • All non-primary contacts and timeline notes entered into FieldEdge (only if you have purchased the backup file from FieldEdge)

Once you have Made the Switch and the Supplemental Data Load is complete, you will be able to sync newly entered data from WEX FSM to QuickBooks. Our team will activate this for you automatically and notify you accordingly.

For QuickBooks Desktop users:

Creating your QuickBooks Desktop Backup File

  1. Go to File > Back Up Company > Create local backup file

  2. In the Create Backup window, click Local Backup

  3. In the Backup Options window, click the Browse button and select your location

    1. If prompted, select the button Use This Location (take note of where this location is on your computer)

  4. Select Save It Now and click Finish

You will need to submit:

  1. QuickBooks Desktop backup file (.QBB)

  2. QuickBooks Desktop admin username and password (it must be the admin login)

For QuickBooks Online users:

Submitting Your QuickBooks Online Data

  1. Log into WEX FSM and complete the Configurator.

  2. A chat message will popup in the lower right corner asking you to confirm your Data Source(s)

  3. On the main Scheduling page, you will see a banner prompt to connect your Quickbooks Online account

  4. Click the Connection link and enter your QuickBooks Online login information

    1. If you have multiple company files, be sure to select the correct company file

    2. Selecting the wrong company file will result in incorrect data being loaded

  5. If you are unable to successfully connect, please ensure you are logging in with an Admin user

  6. Once connected, you will be redirected to WEX FSM where you can login again

    1. A successful login will remove the banner used in Step 3

Next Steps

  1. Log into WEX FSM and complete the Configurator.

  2. A chat message will popup in the lower right corner asking you to confirm your Data Source(s)

  3. Submit FieldEdge username and password

    1. The chat agent will prompt you to submit your FieldEdge username and password

  4. Submit QuickBooks data:

    1. If QuickBooks Desktop user:

      1. The chat agent will prompt you to submit your .QBB file and admin username and password outlined above

    2. If QuickBooks Online user:

      1. Follow the instructions above for "Submitting Your QuickBooks Online Data

  5. Submit FieldEdge backup file is OPTIONAL

    1. If you choose to purchase it from FieldEdge, you will submit the file after you Make The Switch so that you don't have to pay for it twice

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