Check out the latest updates to the Flyntlok Equipment Dealer Management System.
We've made it easier to sort and filter the list of machines when adding machines to a voucher.
While adding new machines to the voucher, you can now designate a quantity of machines to create.
We have added label printing functionality to the bulk actions! Don't forget - Flyntlok consultants can customize these labels to your business needs. Just submit a support ticket!
We added permission that must be turned on if the user would like to complete vouchers. You can also designate a user to receive a notification and pending action when a voucher is submitted for completion.
We have removed the recalculate button and will recalculate the fees live.
If you add a date and leave the year blank, we will assume that you would like to use the current year.
If a machine received on a voucher has files attached to it, you will see a voucher files section on the machine's dashboard. Remember, files attached to a machine using the detail view will be attached directly to the machine.
If you track your payables through bill.com, we have added the ability to set up a bill.com machine clearing account. If this is set, we will offset the asset amount on the journal entry to this account.
If you log in from a phone, you will now be taken directly to the mobile view. If you want to return to the desktop version, click Return to Desktop at the bottom of the page!
The work order you are clocked into will display at the top of the page. The My Work button will show you all of the work orders you have assigned to you.
We've updated messages coming back from our card processor to make it more clear when a card has been declined or if there was an error during the payment process.
We will be beta-ing a new feature with pilot dealers that should make it much easier for us to properly calculate your billing durations given a date range on a calendar. This should allow you to set up contract data in a much easier format and reduce the number of dates you need to manage for a rental contract.
We will be beta-ing a new feature with pilot dealers that allows you to set a default interim billing cycle for a contract. This should greatly reduce existing date adjusting when trying to create an interim invoice. This will also let us notify you when you have a contract due for billing, and in the future, offer us the chance to generate these bills automatically for you!
You can now select a location during the rental contract creation. Previously, we only allowed you to change it once the contract was created.
While entering an address on a rental contract, you can now click the Save to Customer box to save the address to the customer address book.
Consumables can be configured in two different ways: Standard and Capacity-Based. Capacity-Based is better for fuel because fuel is measured in percentages, not quantities. Standard is better for renting out consumables that are measured in units. Tire wear, cutting edge wear, and other specifically measure consumables should be setup with the Standard style.
When auto-generating work orders at rental check-in, we were using the machine's last known hours, not the hours at check-in. That has been fixed, so work orders populate with the machine's hours at check-in.
We fixed a handful of bugs causing the work order error when you tried to save. Some of the most notable are:
Notification groups should now be more clear in which aspect of Flyntlok they tie to.
Along with adding more categories of notifications, we added a new notification you can receive if a CRM Lead gets assigned to you. You can configure how you would like to receive this notification by clicking your name in the upper right of Flyntlok and heading to preferences -> notifications.
We've added an option on the customer profile to decide if you keep the customer's accounting contact in sync with Quickbooks Online data or if the data you enter in Flyntlok should be the source of truth. This is the email we use to auto-send invoices and receipts. When this is on, we will always override what is in those fields with what is set in QuickBooks Online. When it is off, the contact and email will remain whatever you enter under the customer profile in those fields.
We were presenting you with some errors almost anytime you ran the end-of-day process to post customer payments. Those errors were erroneous in that the posting had gone through successfully. We prevented those unnecessary errors from displaying going forward. Actual errors still display!
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
Check out the latest updates to the Flyntlok Equipment Dealer Management System.
You can add payment and click the order button at the same time. The Apply Payment button has a small triangle next to it. If you click the triangle, you will have the option to Apply Payment & Process. We will remember your selection for next time, so you will not need to click the triangle!
Models can be swapped out using the new machine purchase order vouchers. If a machine is incorrect, create a receiving voucher for the machine. From the detail view, click the Change Model button.
Using the search box, find the model that you would like to receive instead.
Then receive the machine as normal!
Vouchers can be used to book fees to a machine. If you would like to book fees, but not receive the machine, create a Fee Only Voucher. Fee only vouchers are just like receiving vouchers, but will limited functionality. You will not be able to receive machines or edit machine costing information from a Fee Only voucher.
If there is a QuickBooks error while trying to post a machine PO voucher, we will add the voucher to the failed list so that it can be fixed. If you click the link for the failed vouchers, it will include a column with resolution steps. We plan to do this with more postings in the future!
Rental Schedule templates can be added while you input pricing on a rental contract.
We have added a new address selector that should reduce entering addresses multiple times. You can choose from the customer's profile address, any of their shipping addresses, or search through your company address book.
If a vendor's markup is edited, all parts under that vendor will be updated to respect the new markup. Be Careful - this updates all of your item prices!
Adjusting the cost or MSRP on an item will automatically adjust the list price. This was previously working based on the vendor's default markup and now will factor in your pricing matrix.
Click on the job fields to edit!
Check-in work orders using your phone!
Change the status of a work order!
See the time remaining on each job!
Upload images to work orders using the upload button!
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
Check out the latest updates to the Flyntlok Equipment Dealer Management System.
When you sell a model, we will recognize that a purchase request needs to be generated. The workflow is very similar to selling items.
First, click the rocket icon. Then select the Quote Model tab. Remember to click the Generate Purchase Request checkbox.
Lastly, after you click the order button, a machine purchase request will be created.
If you have a lot of taxes, it can be time consuming to configure them. We have added a select all and a de-select all function to the tax editor. This can be found on the point of sale and also on the customer dashboard.
We want to make work order creation easy. A wrench has been added to the top bar. Click the wrench and you will be brought to the work order creation screen.
You no longer need to have an existing work order to transfer a job. Instead, if you click the Transfer to New Work Order option, a new identical work order will be generated with that job on it.
Jobs can be configured to change color based on percentage of completion. We are calculating percentage of completion based on actual time / estimated time. Currently there are two colors that can be configured, yellow and orange. You can configure when the colors change. By default, work orders will change to yellow when 75% of labor has been added and orange when 90% of labor has been added.
The Estimates Tab has been put behind a permission. If you would like to simplify your technicians dashboard or limit the users at your business can send an estimate, you can head over to the Access Control Page and turn that tab off.
You can edit which columns you see and the order you see them by clicking the Gear icon!
The machine income, asset, and expense account can all be set on the machine purchase order voucher.
We added a bulk actions button to help fill the most common fields. We currently have the following bulk actions:
This is in addition to the corner drag and fill function.
Upcoming Bulk Actions:
If you are using Bill.com, you can check the Send To Bill.com box to automatically send the attachment to your Bill.com email.
The detail view is ready for use. This works the same as the list view, but looks like a form.
Rental contracts can be reopened! To reopen a rental contract, delete the final sales order and you will be redirected to the rental dashboard with the rental in checked in status.
We have added a Billed and an EST Billable column to the rental contract line. Billed will tell you the amount that the line has already brought in. EST Billable is the remaining amount that should be billed during the rental based on the billable duration set on the rental contract line. In the case shown below, $20 has been billed out of the $200 expected total.
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
Check out the latest updates to the Flyntlok Equipment Dealer Management System.
We have added model information to the machine selection page.
Machine Purchase Order Vouchers now include machine options data. The cost and the list price of the model option will be added into the cost and list price of the machine.
Machine Purchase Order Vouchers support posting each machine on a separate bill in QuickBooks.
We have added more information to each line on a rental contract. Billable Duration is still the amount of time the machine will be rented. Est. Billable is the amount of income the line item is expected to earn. Billed, is the amount of income the line has generated so far.
We have added a way to switch the location of a rental contract during creation. After you have selected the machines that are going out on rent. The next page, will have a location selector at the bottom of the form.
We have added a "Same As" feature to the pickup and delivery inputs on the work order creation page. If you add a pickup address, then check the delivery box, we will use the same address that you put into the pickup field unless you change it.
When you add labor to a job, we will autofill the labor type that is on the job.
Along with receiving MFA Codes in your email, you can receive them on your phone. To set this up, go to Login & Security section on your Preferences page.
Then add/change your phone number.
We have added a way to search and filter your conversations!
If you have an account customer with terms, please set their terms on their customer profile in QuickBooks! Once you reload your customers in Flyntlok, customers' terms and due date will appear on their invoices.
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
Check out the latest updates to the Flyntlok Equipment Dealer Management System.
Flyntlok is automatically tracking and billing over-usage on rental contracts! If you do not want to bill for overages, leave the hours field blank.
If you want to bill overages, make sure that an Overage Rate is set. The Overage Rate is set on the models' rent schedule template or on the contract! In the case shown below, we are renting this equipment out for 1 week. During that week the customer is allowed 40 hours. Every hour over 40 hours will be billed at $10.
Remember to set the machine hours during checkout! In this case, the machine was checked out with 100 hours.
At this point, the rental has taken place and the machine has returned to your location. The customer has returned the machine with 42 hours, 2 hours over the 40 hours allowed.
The overage is communicated to the customer on the final sales order. The explanation can be found in the line item description!
We have added more machine information to all work order PDF's. It will be much easier to tell which machine was worked on! This only applies to multi machine work orders.
When sending an estimate with both recipient and cc'd email addresses, only certain emails would contain the message body. Now, everyone on the email chain will receive the message body. This should keep all interested parties in the loop!
Your business has the option of itemizing labor on the work order pdf. This can be set as a default for your company, or set on the work order itself. This can be helpful when submitting warranty claims.
Below is what the labor looks like on the pdf.
When taking a trade in, it is important to be able to add the equipment's manufactured date. We added a Date Manufactured field on the trade-in payment type to make this easy!
Instead of inputting customer tax id's into the customers comments field. Tax ID's can be added to the new Tax ID field on the customer dashboard. If a customer has a tax id it will also show on invoice PDF's.
We added a quantity field to the Quote Model screen. If a customer wants 13 machines of the same model, add the model, then adjust the quantity to 13!
If an exception is reported on a purchase order, it is important that you are able to notify the correct customer contact. We have expanded the Notify Customer contact list to include all of the customer contacts.
We will be running a click reduction contest! If you have an idea that would save clicks somewhere in the application; please submit a support ticket outlining your idea! We will review all of the ideas, and pick the 2 ideas that will help our application the most. The winners will be announce in the May 11th release notes. Each will receive a $25 Visa gift card!
April 16th, 2021 Release Notes
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
Check out the latest updates to the Flyntlok Equipment Dealer Management System.
We want to help you set the customer contact on sales orders, rentals, and work orders. The primary customer contact will solve this problem! Notice that the contacts editor has changed. If a contact is marked as primary, it will have a green check beside it.
To set a contact as primary, edit the contact and check the Primary Contact box.
Remember, there can only be one primary contact assigned to the customer. Once a primary contact has been selected, we will auto-fill that contact on all sales orders, rentals, and work orders. This is only a default and can be changed if needed.
Models can be added to a sales order, quoted, then easily swapped for a machine.
To add a model to a sales order, click the Rocket and select the Quote Model tab.
Next, type in the model that you would like to add. We will autofill as much information as possible, but you can always edit any information as needed. Then click Quote.
At this point, lets say that a quote has been given to the customer and they have accepted. Its time to associate a machine to the model. Instead of the Fulfill button you will see a Rocket.
Click the Rocket, and search for the machine that you would like to link to the sale.
Once you click Associate Machine, the machine will be added to the sales order and the model will be removed automatically. At this point, you can sell that machine following your normal workflow!
You can customize the Terms & Conditions on individual sales orders.
From a sales order, Click the details tab:
Then, Click Settings:
Make any changes needed to the Terms & Conditions
Click close
When you select Multiple on the work order creation page we will hide unnecessary information like machine hours and miles.
If a machine has miles and/or hours, we will auto populate that information on the work order.
When you update a labor type on a job, you will have the option to update all previous labor on the job to the new type.
We have updated the estimate email to contain the view/sign option and a PDF copy of the estimate. Previously, these came in separate emails.
Over the past couple of weeks have been adding links to Google Maps within Flyntlok, specifically in the work order and rental systems.
If you click this icon 
you can go directly to google maps where you will be given directions to your destination.
If you have a large amount of open work orders, you can use the new filter button to consolidate the list.
We are making it easy to import lead lists that you have purchased or built. When you are ready to import a list, head over to the CRM Hub!
Click actions then Import Leads.
From the modal, you can download the template needed to import the lead list. Once you have converted your list to our format, you can add the file and click Import.
We have added two additional permissions to the Access Control page.
When a new model is created, Allow Rent and Allow Sale can be defaulted to the value you choose. The default value is no for Allow Rent and yes for Allow Sale for both fields. The default values can be changed on the Flyntlok details page.
March 16th, 2021 Release Notes
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
Check out the latest updates to the Flyntlok Equipment Dealer Management System.
Customers visiting your website can send your team messages through Flyntlok. This feature requires our development team to implement. We are starting to build a backlog of interested customers and will begin scheduling implementations in the following weeks.
Again, this feature is in beta and slated for full release in the coming weeks. If you are interested in using this feature please contact consulting@flyntlok.com
Days Since Creation, Days Since Last Labor, and Days Since Last Comment have all been added to the Performance tab.
Our new work order system was missing the cost metrics found in the old system. We have added them back! To view cost metrics on the performance tab, click the incognito man! Sensitive cost information is always hidden by default in case you are presenting information to a customer.
When you invoice a work order, and the jobs have been marked as approved or rejected, we have added a line to the invoice stating who approved the job and the date it was approved.
Hot Keys have been added to the estimates, labor, and performance tabs. To set custom hot keys, click Actions -> Edit Keyboard Shortcuts.
When requesting a signature for an estimate, you can send the request to multiple recipients. You can also CC other interested parties! The internal field will send a notification to a Flyntlok user. Emails listed in the CC or Internal field will only be able to view the estimate. Remember, input boxes with tiles can have multiple selections! See the CC section below.
When creating a return of a sales order, we were setting the salesperson to whoever created the return. This caused errors on reporting. Going forward, when a return is created, the salesperson will be the same as the original invoice by default.
We updated the look of our customer searcher on the point of sale. This allows us to show more information, such as contact data, when searching.
The C? search result has more information. We have added the following columns:
Company name
First & Last name
Company Phone Number
Contact Phone Number
Email Address
Customer Contacts
Contact Name
Phone Number
Previously it was unclear what the volume section of the vendor dashboard was telling you and with a new year upon us, more customers were asking. We adjusted the header and “view more” links to say what it actually is; parts ordering volume over various timeframes grouped by order date (“show more” allows you to set a specific time range). We also changed the criteria for what it totals to include all purchase orders of any status as long as they have not been canceled. Previously, it only included “Closed” purchase orders.
This is a great place to keep up on your overall part ordering volumes. But it is also important to note that this will not foot with your financials as it shows orders that have not yet posted. Given the current climate with long lead times and back logs, these numbers are a better representation of overall volume for a given vendor than your financials – especially when talking in annual
Flyntlok has created a new customer type to facilitate interdepartmental billing where the dealer wants to record revenue as well as the costs of an internal transaction. These transactions are recorded as Sales Orders and Invoices in Quickbooks Online (QBO) allowing for revenue AND expense to be recorded into your financials for internals. The use case is a dealer who is using classes to represent different departments (parts, sales, service, etc.) of the dealership for internal goal and variable compensation purposes and wants to share the profit and not just the cost of certain transactions inside the dealership.
Note that this type of revenue recording is not GAAP and is usually not part of your final financial reporting. Nevertheless, it can be helpful to dealerships that want to go deep on the department-by-department performance reporting in their financials. Because this method will require a new payment type to be used which is fictitious and interdepartmental, we have also added support for different payment clearing accounts by type of customer account. The payment clearing account on these fictitious payment types should be pointed to the same clearing account you set for the interdepartmental billing customer type.
The use of this enhancement requires extensive business and change management on the part of both the dealer and flyntlok. If you are interested in using this feature, please contact our consulting team using the question mark in Flyntlok or email consulting@flyntlok.com
February 2nd, 2021 Release Notes
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
Check out the latest updates to the Flyntlok Equipment Dealer Management System.
The Management tab has been split into two tabs, Labor and Job Performance. The Labor tab contains all of the labor associated with the job. Job Performance contains the financial information.
On the info tab, we have added a fees section. This will show all of the fees that are being charged on the work order by default. It will also allow you to delete and add fees. Any default fees will remain in place.
If you already using fees, they have been added to the new system. If you would like to start using fees, or if you would like to add additional fees, please submit a ticket. The consulting team will configure this for you!
Sometimes, mistakes are made on work order estimates. We have added the ability to delete estimates that have not been emailed. You will find this option under the Actions dropdown.
We found that users that send a large number of estimates were having problems finding the signed copy in their inbox. In response, we added the work order number to the email subject. This will make it much easier to search your inbox for a signed estimate.
Certain users prefer to search for customers using the customer number. We added this ability to the work order creation screen.
Instead of putting the Work Order Notes in the Sales Order External Note section. We will add the note as a line item.
Some users have received the below warning after they entered a long note. We now support notes up to 64,000 characters.
In order to bill a work order, all deposit invoices must be in delivered status. This is also the case with parts invoices.
Job templates now support fractional quantities. Making it easier to bill for consumables.
You can add an automated equipment condition report to your rental process. Once a machine is checked in, Flyntlok will automatically generate a preconfigured equipment condition report in the form of a work order. This features is in addition to our Record360 integration. You can choose which feature set fits your company process best!
To take advantage of this system, you will need to create job templates for the jobs that will be on the condition report. You can have multiple job templates on the same report.
Once you have created all of the jobs that you want on the report. Submit a ticket to the consulting team referencing the job templates. They will take care of the rest! Once configured, every time a machine is reserved or checked in, an equipment condition report will be generated and can be assigned to a technician or rental associate for completion.
In the past, models had to be quoted one at a time. A new system has been added that allows for multiple models to be quoted at the same time. To start this process, go to the model dashboard and click Create Quote. You will be brought to our new page. Select a customer, add as many models as you need, then click Generate Quote.
Customers in Washington State have a long list of tax codes that need to be filtered though at the time of sale. We have added a search bar to the tax modal and made it faster to select the tax type.
We wanted to make editing the consignment location as easy as changing the physical location. So we added a consignment selector to the invoice top panel.
We have move the Copy Invoice button to the payment tab. You can no longer copy invoices from the details tab.
We have changed the look of our actions menu!
The Audit Logs have moved to the Activity Panel!
We require less information when quick adding a customer from the invoice screen. Just input the company name, if you would like to add additional information, click the Advanced button.
January 5th, 2021 Release Notes
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
Check out the latest updates to the Flyntlok Equipment Dealer Management System.
Flyntlok now integrates with a third-party equipment inspection company called Record 360. If you are signed up with Record 360, Flyntlok can create Equipment Condition Reports in Record 360 for rental equipment that is being checked in and out, or for Arrival Condition Reports for equipment being purchased. Please reach out to Flyntlok if you are interested in this integration and we can give you a demonstration!
Once Record 360 has been added, your reserve button will turn red
When reserving the contract you will prompted to add a workflow id and a user.
We are very excited about this feature and look forward to meeting with the interested companies.
We have brought back the banner that shows at the top of a machine's dashboard when it is reserved for rent or out on an active rental contract!
We now support taking fillable PDF forms, prefilling them with Flyntlok data, then downloading them to your computer. A use case for this is vehicle registration forms:
Please reach out to our consulting team if you would like a form added.
When making changes or editing time punches on a work order, we required you to put in the start and end times of the labor punch, then add in the billable hours of that labor punch. Now, there is a button to the right of the billable hours field that will prefill the billable hours with the hours set for the actual worked time.
When clicking the Order button on an internal parts order, we would immediately redirect you back to the work order. You can now set whether or not you would like to be redirected to the work order or remain on the internal parts order from your profile.
When changing the location of an invoice, we will not also update the custom ID of that invoice.
When adding an item to a sales order that had a package or minimum quantity, we were not alerting the salesperson. Now, when an item added to a sales order doesn't meet or exceed that minimum we will give you a warning.
When creating a sales order, the customer field will be set to your business's "Sales Order Default Customer". You can change this setting on the Flyntlok Details page. This will help business's that use a "Cash Customer" to handle most of the sales.
We were misplacing a comma in the address on the sales order PDFs. We have fixed this comma placement!
When splitting a sales order, if the customer was tax-exempt, we were still charging tax on the split. Now, we will respect the customer's tax rules when splitting their sales orders.
In the past, the payment date on invoices were always adjustable. Now, if the invoice has been posted to your books, you cannot edit the dates.
If you use Flyntlok to help generate your monthly equipment depreciation, we now support using a percentage of your monthly rental revenue to be depreciated against the piece of equipment.
When requesting the purchase of a model from the model page, we will prefill the form with as much model information that we can!
When looking at the location and quantity information of an item's dashboard, you will notice that your location will be highlighted. This will make finding your location and the information about your location easier.
Setting a primary salesperson on the customer dashboard use to require 4 actions. We have lowered this to one. If your customer has one sales person, Flyntlok will assume that he/she is primary.
December 15th, 2021 Release Notes
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
Check out the latest updates to the Flyntlok Equipment Dealer Management System.
Customers can approve or reject estimates via email. First, send them an estimate!
Once Send Request is clicked, the customer will get an email where they can approve or reject each job on the work order. If the estimate it Approved, the approve icon will appear on the estimate.
The customer can also Reject the estimate, and they now have the option to provide you a reason for rejecting.
Once a customer has taken action on an estimate, the user that sent the estimate will be notified.
We have introduced icons to the estimate list.
Each individual estimate also has icons:
It is easier to add a customer during work order creation!
You can change service department goals on the dashboard.
Recovery Rate, an important metric, has been added to the Service Dashboard. The calculation: Billable Hours / Actual Hours
For a work order to count as rework, set the job category as rework. Rework percentage is shown on the service dashboard!
A total section has been added to the bottom of the service dashboard. If your business has multiple locations, a company average will be shown in this section.
The note field headings have changed. We are working to standardize our names and add better descriptions!
The general section has been rearranged. It will be easier to view on small screen. Scheduled Start, Scheduled End and Work Period have been combined into one line: Scheduled. The rest of the section has been split into two columns.
When you edit the information. The box will expand, allowing you to enter the data!
When a work order is generated from either the machine or customer dashboard, we will prefill as much form information as possible. Creation will now take place on the new work order form instead of the pop-up.
If you are renting items, you will see a badge on the item dashboard letting you know how may items are currently on rent.
The Actions Tab has an icon showing you unread notifications. Once you open the tab, this icon will disappear.
Text2Pay will default to the contact on the sales order.
The SMS field will also default to the contact on the sales order.
An All Offers tab has been add to the bond loyalty tab. The search bar can be used to filter results.
Labels printed from a PO will print a label for every part on the PO. Labels printed from a voucher will only print labels received on that voucher!
A returnable column has been added to the stock order form. If an item is not eligible for return, select no! If an item has been set as Non-Returnable on the item dashboard, the field will will default to no.
Item number editing requires special permission. If you see a greyed out box, you do not have permission to edit item numbers.
December 1st, 2021 Release Notes
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Check out our Flyntlok YouTube channel for more highlights of the application!
