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ESC & QuickBooks to WEX FSM

Written by Ben

What Exports from ESC & QuickBooks

What We Load Into WEX FSM

Customers

Customers

Contact Phone and Email

Customer Phone and Email

Customer Locations

Customer Locations

Customer & Location Notes

Load as notes to the customer timeline

Invoices

Invoices

Payments

Payments

Installed Equipment

Installed Equipment

Maintenance Agreements

Maintenance Agreements

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 WEX 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 your system of record (either ESC or QuickBooks)

  • Customer & Location Notes: From ESC only, load as notes to the customer timeline

  • Contact Phone and Email Addresses: From ESC, will load to Contacts tab for the loaded customers only.

  • Invoices: From your system of record (either ESC or QuickBooks)

  • Payments: From your system of record (either ESC or QuickBooks)

  • Accounts: From QuickBooks only

  • Classes: From QuickBooks only

  • Taxes: From QuickBooks only (if currently set up)

  • Customer Installed Equipment: From ESC for the loaded customers only

  • Maintenance Agreements: From ESC, upon review, for the loaded customers only

  • Price Book: QuickBooks item list

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

  • ESC price book

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 or ESC 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 ESC

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

  3. Have run your final sync from ESC to QuickBooks

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

  • All new customers, locations, contacts, invoices, payments, notes from your system of record.

  • All new contacts, notes and equipment from ESC for the loaded customers.

  • From ESC: Maintenance Agreements will not be supplemented. They will be loaded once with the Full Data Load only.

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.

Exporting Your ESC Data

Creating your ESC backup file:

  1. Go to File > Backup Your Data

  2. Confirm the backup location on the server

  3. Click Backup

  4. For additional information, please refer to this video: https://www.youtube.com/watch?v=5buaXeeCYKU

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)

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. The chat agent will prompt you to submit your ESC backup file (.bak)

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

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