Fixflo

Acquaint can integrate with the Fixflo Repairs & Maintenance software, supporting Basic, Essentials and Professional Fixflo accounts.

For Fixflo Essentials and Professional accounts, once the integration has been set up, Landlord, Property, Tenant and Contractor information is sent from Acquaint to Fixflo (Essentials and Professional only). Maintenance jobs can then be raised in Fixflo, and once completed, automatically downloaded back into Acquaint.

For Fixflo Basic accounts, once the integration has been set up, issues reported in Fixflo will be automatically downloaded into Acquaint.

Setting up the Fixflo Integration - all plans

You will first need to obtain your authentication details which are obtained from the Fixflo software.

1) An Administrator Fixflo user will need to get an authentication token from your Fixflo account. This can be completed in Fixflo via Setup -> Integrations:

At the top of the page, select 'Add token' and enter 'ACQUAINT' into the 'App Id' field. Please note this is case sensitive so must be written as 'ACQUAINT'.

Once you hit 'Add', the token will generate:

2) Keep this tab open, as you will need to reference the 'Agency custom domain field' in a minute.

Use the copy icon to copy the token from Fixflo to use this in Acquaint.

3 ) Now set up the integration in Acquaint, enter your Fixflo Authentication Token and Account URL in File -> 3rd Party Integration -> Property Management -> Fixflo Authentication.

Here, paste your token and your account URL (agency custom domain).

In Account Type select your Fixflo 'Account type' - if you are unsure of any of these pieces, please contact support@fixflo.com:

The Management Type field allows you to filter which Properties and Landlords you send based on their Management Type.

Managed is for Fully Managed only
Managed Rent Collect is Fully Managed or Rent Collect
Managed is Fully Managed, Rent Collect or Let Only

Note: if no Management type is set against the Property it will be treated as a Fully Managed.

4) When clicking the Save button, Acquaint will verify the authentication details. An error message will be displayed if these details are incorrect.

Fixflo Essentials & Professional Integration

Uploading data to Fixflo

For Fixflo Essentials and Professional accounts, a background process will run every hour to upload Properties, Tenants, Contractors and Landlords to FixFlo. To avoid duplication, during the upload Acquaint will attempt to match existing Fixflo Tenants, Contractors, Landlords and Properties to Contacts and Properties in Acquaint.

Downloading Maintenance Jobs

When a Maintenance Job is raised in Fixflo, the background process will create an Outstanding Work Order in Acquaint.

These Outstanding Work Orders are for information only and should not be edited directly in Acquaint. Any modifications to the Work Order in Acquaint will be overwritten when the Maintenance Job in Fixflo is closed.

When a Maintenance Job is closed in Fixflo, the background process will create a Work Order in Acquaint. Images attached to the Maintenance Job in Fixflo will be downloaded and stored against the Work Order. Any documents, including the Contractor's invoice, attached to the Maintenance Job in Fixflo will be downloaded and attached to the Correspondence of the Work Order.

If a Contractor has supplied invoice and cost details, the Contractor's invoice number will be stored in the Reference field of the Work Order and the total cost will be stored in the Amount field of the Work Order.

The status of the Work Order will be set to Completed in Acquaint if the Fixflo close reason is set to any of the below:

- Work Completed

- Completed

The Work Orders To Be Billed Home Page Reminder will remind you to bill for them.

If the Fixflo job is closed with any other reason such as Contractor Not Required this will create an Archived Work Order in Acquaint.

Maintenance Jobs with a different close reason will create an Archived Work Order in Acquaint.

Please note that once a job has been closed in Fixflo, Acquaint will not re-sync it again even it it re-opens. As such, if further works are required, it is suggested that you duplicate the job and progress a new Fixflo issue.

Troubleshooting

If you experience any issues with the data sync the troubleshooting guide may provide you with some assistance.

Contractor in Acquaint not uploading to Fixflo

Please ensure:

The Contractor has a unique email address
The Contractor is assigned to the correct Branch
The Contractor has a Current status

Tenant in Acquaint not uploading to Fixflo

Please ensure:

The Tenant has a unique email address
The Property the Tenant is renting is assigned to the correct Branch
The Property the Tenant is renting has a full address including street, town and postcode
The Tenant is in a Tenancy with the status of Current, Notice Served, Tenant Leaving or Tenant Renewing

Linked Tenants do not get uploaded to Fixflo.

Landlord in Acquaint not uploading to Fixflo

Please ensure:

The Landlord has a unique email address
The Landlord's Properties are assigned to the correct Branch

Property in Acquaint not uploading to Fixflo

Please ensure:

The Status of the Property is either Instructed, Available, Under Offer, or Completed
The Category of the Property is set to To Let
The Property has a full address including street, town and postcode
The Country of the Property is not set to Unknown
The Property is assigned to the correct Branch

Closed Maintenance Job not downloading from Fixflo

Please ensure the Contractor and Property assigned to the Maintenance Job have been added to Acquaint.
Please ensure the Maintenance Job hasn't been downloaded previously.

When uploading telephone numbers such as the tenant's number their mobile number will be used. If this doesn't exist their home telephone number will be uploaded instead.

An error occured

If an error occurs whilst uploading data to Fixflo or downloading maintenance jobs from Fixflo, a Desktop Alert will be displayed in Acquaint. When clicked, an error log will be loaded. If you would like any help with these errors, please contact the Acquaint Support team on +44 (0)1491 824800.

Watch a video on the Essentials & Professional Integration here

Fixflo Basic Integration

Downloading Reported Issues

For Fixflo Basic accounts, a background process will run every hour and create a Maintenance Request for any new issues raised in Fixflo. A Desktop Alert will be displayed to inform users that new issues have been imported.

Newly imported issues will also be displayed in the Maintenance Requests Home Page Reminder.

Watch a video on the Fixflo Basic integration here

Housekeeping operations

If a Property is manually deactivated in Fixflo that has previously been synced with Acquaint the start of day process with check for these and reactivate them in Fixflo.

Housekeeping operations are not performed for where Fixflo basic integration is being used.