You can do this yourself, quickly and easily, using our bulk import feature.
Otherwise we will send you a request for this information once we have consulted with you about your business requirements. You can then send the files to us.
Set up work order email imports
If your clients email their job requests in a consistent format, or you have a web enquiry form that generates an email, we can configure AroFlo to read these emails and automatically create jobs using the key details.
If your client changes the format of their work order, please notify our Customer Service team. The import settings are unique to the original work order format and any changes will result in a new work order set-up.
The user in AroFlo (user's name) that should be notified on import of success or failure.
The default Task Type the automated task should be assigned to.
If you have multiple business units, please nominate the Business Unit the automated task should be assigned to.
2. Attach a minimum of 4 samples of the work order email and attachments. These should include:
Samples with different location details (if applicable).
Samples with multiple pages.
Any other attachments that are included in the emails.
The body of the email that has the attachments.
If the work order details are in the body of an email, please contact our Customer Service team for assistance.
What types of files are supported?
Work orders must be one of the following file types: PDF, CSV, TXT, RTF, DOC, DOCX or part of the email body.
Please note AroFlo is unable to read PDF files generated from a scanned document.
What fields should be included in my web enquiry email?
To ensure the maximum number of fields are captured when importing, please use the following format for the email body:
Task Description: (This is the task identifier in AroFlo - usually the job address) Task Type: Cust Order Number: Due Date: (Please use a consistent format, best is: yyyy-mm-dd. Avoid using American format.) Priority: (If you use this, please ensure the priority descriptions are the same as you have set up in AroFlo) Contact Name: Contact Phone: Location: (Job address - may be the same as task description) Location Phone: (Location contact) Job Description: Note1: (These will be notes on the task) Note2: Note3:
Get a head start
Take advantage of our Training Centre and get your AroFlo site off to a flying start.
All you need is the username and password provided in our welcome email. Click hereto get started!
What is the Training Centre?
Our Training Centre groups essential learning into interactive courses. These feature a combination of short videos and step-by-step instructions designed to help you learn in your own time, and at your own pace.
You may choose to get started right now with the 'click here' link above, or complete introductory courses individually using the links below:
One of our friendly consultants will work closely with you to find the most effective way to implement AroFlo into your business.
Your AroFlo consultant will develop a flexible learning plan based on your business requirements.
What do I need for my training sessions?
In order to be prepared for your pre-booked training and consulting sessions, please ensure you have your computer (PC/Mac/laptop) connected to the internet and ready for use. If more than one person will be attending the session, please ensure all participants are:
in attendance at the pre-booked date and time,
can hear the telephone conversation clearly, and
are able to see the computer screen.
All of our consulting and support services are delivered over the phone and online via our secure remote support portal.
When can I start using AroFlo?
You can start using AroFlo as soon as you have your username and password. Depending on the complexity of your business, it will take a period of time to configure the system, apply practical workflows and make the most efficient use of AroFlo.
Most of our customers have the system configured and are confidently using AroFlo within 4 to 6 weeks. This may be shorter or longer depending on your business model, individual requirements and the amount of time you dedicate to training.
If at any time the transition to AroFlo becomes difficult, please let us know and we will do our best to assist with the process. We have set up thousands of users, so we can provide plenty of tips and tricks and practical guidance to help you successfully implement AroFlo into your business.
AroFlo's unlimited document storage allows you to upload, search, view and email all types of documents from the office or out in the field.
What areas of AroFlo feature documents and photos?
Documents and photos are available in the following areas of AroFlo:
Tasks – store job related documents and photos for easy access when out in the field.
Projects – store project documentation for quality, traceability, and history.
Assets – store manuals, warranties and photos for a complete service history.
Inventory – store product photos, specifications and installation guides for reference purposes.
Expenses – store supporting documents such as receipts for easy verification of expense claims.
Users – store certifications, licences and profile pictures for staff, contractors and clients with system access.
Clients – store contracts, correspondence and client activity reports along with contact information.
To ensure optimal system performance, we have a 250mb limit on uploading single files.
How much does document storage cost?
Access to document storage is free until your AroFlo subscription billing period commences.
After the trial period, document storage is an additional monthly charge per subscription. Please see our pricing schedule and let us know if you wish to continue using document storage after the trial.
AroFlo integrates with most popular accounting packages to enable you to transfer your financial data from AroFlo directly into your accounting system when you need it.
What accounting packages does AroFlo integrate with?
AroFlo offers several integration points to various leading accounting packages for both desktop and cloud. Please refer to Accounting Integration for a list of supported accounting packages and versions.
What data can be transferred?
Please refer to the Comparison of Accounting Integrations help page for information on the types of data that can be transferred, and a comparison of how data is presented in AroFlo and how it appears when transferred to various accounting packages.
How much does an integration link cost?
There is a one-off fee (per company file) for an accounting integration link set-up, plus an annual maintenance fee. Please see our pricing schedule.
Your AroFlo consultant can provide a quote for setting up an integration link for your accounting package.
When do I need to set up integration?
Your AroFlo consultant will advise the best time to set up your accounting integration, which is generally just before you start invoicing out of AroFlo.