Industry type - Lettings


Available with - Essentials

Fixflo integrates with Alto so that your property, landlord, tenant, and supplier data can be pushed into Fixflo, saving you time in data entry. Invoices and charges added to Fixflo will also sync back into Alto.

TABLE OF CONTENTS

  • Set up
  • Data Syncing
  • Invoice/charge workflow
  • Additional Information

Set up

Please check out our guide here on how to set up the integration. 


Data Syncing

Each piece of data will sync daily from Alto to Fixflo. As such, Alto becomes your main source of truth; if you need to add a new property, add it to Alto and it will sync to Fixflo overnight. 


The following pieces of data are synced from Alto into Fixflo as part of this integration:

Data entitiesNotes
PropertiesFixflo will only pull through properties with
  • the record type: Rent
  • the management type: Managed or Part managed
  • the maintenance value: Handled by Us


The integration syncs properties with active and inactive tenancies.


You can choose to sync residential and/or commercial properties, please let us know your preference and we will ensure the set up is correct for you.


We can also customise which property statuses are syncing, here are the options: 

  • Unspecified 
  • Available 
  • UnderOffer 
  • Completed 
  • Let 
  • LetAgreed 
  • LetMarketing 
  • Archived 
  • Suspended 
  • Withdrawn 
  • Instructed 
  • NotInstructed 
  • ExternallyLet 
  • UnderOfferMarketing 
  • UnderOfferAvailable 
  • Exchanged 
  • ExternallySold 
  • Reserved

Fixflo pulls through the property ID and OID as the external reference, the flat or room number if available, address lines 1-3, postcode, town and county.
Occupiers/TenantsFor Occupiers to sync from Alto they need to:
  • Have a tenancy at a Property that we sync, either active or periodic
  • Be active (not archived or deleted)


For their profile we sync their tenant ID, Title, First name, surname, company name, both phone numbers, email address and tenant address 

If an occupier is archived on Alto, it will be automatically archived on Fixflo as well.

When a tenancy becomes inactive, the occupier will be archived in Fixflo.

LandlordsAll users with the user type Client - Landlord on Alto will be added onto Fixflo as Landlords.

This doesn't include Client - Potential landlord

Landlord whose property we no longer sync will not be archived to ensure we don't archive landlords who have multiple properties by accident.

If a landlord is archived on Alto, it will be automatically archived on Fixflo as well.

For their profile we sync their name, email, phone number, landlord address, company 
ContractorsContractors are known as Suppliers in Alto.
To be pulled through to Fixflo, they need to be marked as active.

They need to be at one of the following trades:
  • Plumbing, window cleaning, gardening, gas, electricity, oil, water, bulk lpg, carpentry, pest control, building maintenance, contents insurance, building insurance, public liability insurance, council, sewerage, board contractor, external printer, builder, landlords insurance, rent indemnity insurance, utility, electrician

We sync their contractor ID and OID as their external reference, their contractor title, first name, surname, company name, email address, contact numbers.

A contractor profile is archived when they stop meeting the sync criteria or if they are archived on Alto
Charges and invoicesAll charges will be classified as Maintenance on Alto.

Charges can be posted to tenants or landlords. This is selected in Fixflo.

Fixflo sends the charge amount, which is the total amount of the invoice including tax, as well as the invoice document. 
 


Please note that only users with an email address will sync. 

As each data entity syncs from Alto 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 Alto:


And how it looks in Fixflo:

Record type can be set here, anything marked as for sale won't sync.


Similarly, a contractor profile will sync from Alto, pulling its ID into Fixflo as an external reference:


Branches
You can associate a Fixflo agency with multiples branches, or link one branch to multiple Fixflo agencies.
Please contact support@fixflo.com or your account manager if you need branches set up. We'll add the branch IDs to your integration configuration. 


Invoice/charge sync workflow

For the charges to sync correctly, contractors will need to provide costs. To ensure they do, at the agency level, within Setup > Settings > Issue settings > General > the setting Default contractor costs option needs to be set to Provide costs.


In addition, to costs, charges will only be sent to Alto if an invoice document is present, so please set the Default contractor invoice options as below. An invoice document won't sync if the amount is zero. 



Finally, on the Fixflo side, you will be able to choose who the charge is being set against on Alto when instructing the job.

Fill in all the details and scroll down to the payment section, the Paying for work field is what you'll be looking for. Once happy click on Proceed to next step.



Charges will interface on Alto in an unraised state.
You can either raise them manually via the supplier profile, or they will be held in a pool before being added over night. (This is an Alto side process).


While the charges are in an unraised state, the Invoice Document will be visible, we recommend to download it at this stage.
Once a charge has been raised, the invoice document will no longer be visible. 
The document will be sent as a part of the landlord period statement.
Once the charge has been raised it will apear under landlord or tenancy transactions.


Please click here for an overview of this process in Alto.


Additional Information

In order for your Fixflo system to remain accurate with Property data, you will need to configure your settings so that occupiers can only report against properties that exist in your system. Please refer to our guide here, which outlines how to set up 'Only display uploaded properties'.


If a user record already on Fixflo shares the same email address as the user record on Alto OR if the Fixflo record bears an Alto reference THEN these profiles will merge together. If this is not in place, the old data will need to be archived manually.


If an address shares the exact same format on Fixflo and Alto OR if the Fixflo address bears an Alto reference then the properties will merge. If this is not in place, you will need to merge the duplicates (guide here).


Please note that welcome emails are not sent automatically from Fixflo. The first time the integration syncs the data, we recommend that you proceed with the promotion of your Fixflo system (including sending welcome emails).