Please note: this guide is for new clients going through Onboarding only. If you are an existing client with data already in Fixflo, please contact support@fixflo.com for assistance
Fixflo integrates with QubePM so that any repair and maintenance issues created in Fixflo can be pushed back into QubePM. This allows you to keep a complete maintenance record for your tenancies and produce more accurate reports.
The advanced integration also provides the ability to sync data held in QubePM into your Fixflo system. For our guide on how to set up the integration, please click here.
The below guide refers to the integration built, developed and launched by Fixflo in 2023. If you require assistance on the Qube-developed integration, please click here.
As well as digesting the content throughout this guide, please do also download the attached PDF for reference on how the integration works.
TABLE OF CONTENTS
Data Syncing
The following pieces of data are synced from QubePM into Fixflo as part of this integration:
| Data entities | Notes |
|---|---|
| Blocks (Properties) | Traditionally, the 'Status' field in Qube must be one of the following to sync: Let, Live, Under offer, Vacating. However, this can be configured to your liking; please refer to the data mapping document in the setup guide. The block must have address lines and a postcode in order to sync. The following information will interface into Fixflo: - ExternalBlockRef - BlockName - Address lines 1-4 and a postcode |
| Units | Units will sync if they are attached to a Block/Property with correct sync criteria. The unit 'Status' must be one of the following: Let, Live, Under offer, Vacating. The following information will interface into Fixflo: - ExternalUnitRef - BlockName - Address lines 1-4 and a postcode |
| Occupiers/Tenants | The tenant must be associated to a unit that is syncing. The default statuses that will sync: Current, Previous, Vacating, In dispute. Please note, all tenants are synced as Leaseholder users in Fixflo. The following information will interface into Fixflo: - ExternalRef (tenant reference from Qube) - CompanyName (name field) - Address lines 1-4 and postcode - ContactNumber (Telephone[1]) - ContactNumberAlt (Telephone[2]) - Email (Email[1]) |
| Landlords | These are 'Owners' in Qube, and must be associated as the owner of a block that has synced to Fixflo. These landlords will sync even if there is no associated addressee - for more information on this please refer to the attached slide deck. The same information as occupiers/tenants will interface to landlord profiles. |
| Contractors (Suppliers) | Contractors will sync if they: - Are not locked for posting invoices - Are not locked for posting orders This field can be found in Qube titled 'Locked for posting' on the supplier 'Summary' tab. The following information will interface into Fixflo: - ExternalRef (supplier reference from Qube) - CompanyName (name field) - Address lines 1-4 and postcode - Email (specified by the supplier's Purchase Order Email setting found on the 'correspondence' tab in Qube) - EmailCC (only used if the Email field is populated with the same address existing against another supplier) - ContactNumber (Telephone[1]) - ContactNumberAlt (Telephone[2]) Please note: the 'Send to Fixflo' checkbox in Qube is not relevant for this integration. |
| Cost Codes (Fund schedule headings) | These are referred to as 'Fund-Sections-Headings' in Qube. In order to sync these entities, the 'Locked' field must not be ticked. Only funds associated to properties (see above) will sync. Only funds of the below 'Use' types will sync: - Expenditure - Income/Expenditure - Apportion/Income/Expenditure - Loans In Fixflo, you will see the fund/heading name, as well as the description fields concatenated. |
Addresses in Qube are very customisable! As such, when setting up this integration, the Fixflo team will ask you some specific questions regarding the address fields you would like to sync. This is captured in the field mapping document - please click here to download this.
Each piece of data will sync daily (overnight) from QubePM to Fixflo. As such, QubePM becomes your main source of truth; if you need to add a new property/landlord etc, add it to QubePM and it will sync to Fixflo overnight.
Data archiving:
The following will archive in Fixflo if changes are made:
- Blocks/properties and units if the sync criteria changes to something that is agreed not to sync
- Occupiers/leaseholders and landlords if the sync criteria changes to something that is agreed not to sync
- Contractors/suppliers will archive if they become locked for posting invoices or orders in QubePM
- Cost codes/funds - these will archive in Fixflo if the funds become locked in Qube. Please note, changing the 'Use' field in Qube will not archive the cost code in Fixflo
In order for your Fixflo system to remain accurate with Property data, you will need to configure your settings so that occupiers/leaseholders can only report against data that exists in your system. Please refer to our guide here, which outlines how to set up 'Only display uploaded properties'.
As each data entity syncs from QubePM into Fixflo, it will also pull across the system reference into Fixflo as an external reference. Below is an example of a property profile in QubePM - note the reference 002-002 towards the top-left:
And how it looks in Fixflo as a Block:
Similarly, a contractor/supplier profile will sync from QubePM, pulling its ID into Fixflo as an external reference:
In Fixflo, this will manifest as the below:
Issue Syncing
As well as syncing data from QubePM into Fixflo, the integration will also sync jobs reported via Fixflo into your QubePM system as a Purchase Order once the job is instructed to a contractor. This provides other members of the team who may need oversight of ongoing maintenance a view of what is ongoing in Fixflo. These maintenance issue syncs happen near instantaneously, with the first trigger being instructing a contractor.
What is included in the Purchase Order?
Fields in Fixflo | Fields in QubePM |
| Contractor details | Supplier details, eg Company Name. The Purchase Order is sent to the Ledger of the selected supplier, found in Purchase Ledger > Suppliers > Supplier Profile > Orders. |
| Works authorisation limit | Monies - Invoice expected. Please note, if the job is awarded from a quote, the quote amount (Agency payable gross) will be used instead of the works authorisation limit. This data reserves the funds from the Fund-Schedule-Heading associated with the issue. |
| Issue title | Works order 'Description'. |
| Instruction notes | Works order 'Additional details'. |
| Cost code | Fund-Schedule-Heading |
For example, the below screenshot shows a maintenance report in QubePM at the status of 'Active'; this means that the job is in AwaitingJobCompletion if Fixflo:
The Order is also added to the selected Heading. You can access this by going to:
Property Management module > Property > Funds > Selected Fund > Setup > Selected Heading > Orders:
Below is an example of a completed 'issue' in Fixflo that has been marked as closed. The issue contains a cost breakdown provided by the contractor, as well as an invoice document on the job:
Within QubePM, this information is visible within the Journal for the relevant item, showing the relevant dates and monies ('Summaries' tab, first image below) as well as the invoice document itself ('Documents' tab, second image below):
A full chart of the issue statuses in Fixflo and their comparison status in can be found below:
Fixflo Status | QubePM Works Order status |
| Reported | Nothing is created |
| AwaitingInstruction | Nothing is created |
| LandlordInstructionsRequested | Nothing is created |
| LandlordInstructionsReceived | Nothing is created |
| RequestForQuotesEnded | Nothing is created |
| AwaitingReview | Nothing is created |
| QuotesReviewed | A purchase order is sent to the Purchase Ledger against the selected contractor. This is in the status 'Active' |
| JobAwardedAwaitingAppointmentDate | Active |
| JobAwardedAwaitingTenantAcceptance | Active |
| JobAwardedAppointmentDateDeclined | Active |
| AwaitingJobCompletion | Active |
| JobCompletedAwaitingFeedback | Active |
| JobCompletedNegativeFeedback | Active |
| JobCompletedReadyForClosure | Active |
| Closed | Active |
If an instructed job is cancelled before invoicing, Fixflo will cancel the purchase order. This will 'unreserve' the funds in QubePM.
Cost code splitting
Fixflo allows users of this integration to allocate the works authorisation limit of a job to be split across multiple cost codes / funds. This allows you to have a single job within Fixflo, but associate the expenditure to more than one fund in Qube as necessary.
In order to use this functionality in Fixflo, a works authorisation limit must be provided as you 'Instruct works':
You can then select the cost code associated to the cost, as well as add new lines for additional cost codes. The software will identify whether 100% of the allocated works authorisation limit has been split out, and what percentage each fund will cover:
Once the cost codes have been identified, you can go ahead and 'Proceed to the next step'. Here, the integration will run pre-instruction checks against the available funds; see the section below.
Pre-instruction checks
Fixflo will perform a pre-instruction check on available funds in Qube, prior to allowing users to instruct a Contractor to a Fixflo issue. This is to ensure there is enough budget to pay for the works.
This check takes place against the 'Current Year Budget' of the fund heading that has been selected. As such, the Works Authorisation Limit or Quote used for the job should not exceed the budget of the relevant heading:
- If funds are available, the 'Sufficient funds' pop-up will show when instructing a job:
- If funds are not available, the 'Insufficient funds' pop-up will show when instructing a job:
Alternatively, it could be that multiple cost codes have been allocated to the works authorisation limit; in this scenario, one fund may have have sufficient amount but another not:
Please note, all agents are able to proceed and instruct the job whether they have sufficient funds or not.
The outcome of the funds check will be displayed in the 'Audit' tab of the relevant job:
Within Qube, the details of the works order funds split are exposed on the Works Order itself under the 'Details' tab:
Additional Information
It is important to note that Qube is a highly configurable piece of software. As such, when looking to set up your integration, it is recommended you discuss your requirements in advance with your Onboarding Executive or Support Team member accordingly. For more information about setting up your Qube PM integration, please click here.
For a comprehensive break-down of the field mapping between Fixflo and QubePM, please click here.