Training User Manual - Help Documentation

This guide is designed to help you master the essential functions of the Nexus Service Manager, ensuring you can efficiently manage your daily operations. From handling customers and quotes to scheduling jobs, generating invoices, and tracking receipts, this manual provides clear, step-by-step instructions to navigate the system with ease.

Before starting the training it’s good to understand the different objects within the system: View the Object Definitions.

Customers

How to add a new customer

Click “New Customer” from main menu.
Enter in all required fields.
Click “Save”.

How to find an existing customer

Click “Customers” from main menu.
Enter in the company name, address or any other field you want to search by.
Click “Search”.

How to update a customer’s details

First find the customer you want to update.
Click on “Contacts” and open the contact you want to update.
Update the contacts details.
Click “Save”.

How to add a new contact to an existing customer

First find and open the customer.
Click on “Contacts”.
Click on “New Contact”.
Enter the new contacts details.
Click “Save”.

How to change the billing contact for a customer

First find and open the customer.
Click on “Contacts”.
Place your mouse over the “Open” link and a dropdown will display.
Click “Set as Billing” and that will change the billing contact to the selected contact.

How to add a new property to an existing customer contact

First find and open the customer.
Click on “Properties”.
Click on “New Property”.
Select the site contact that you want as the related contact for the new property.
Enter the new property details.
Click “Save”.

How to set a customer as Service Declined

First find and open the customer.
Click on “Customer Setting” which is on the left of the printer icon.
From the Credit Terms menu select “Service Declined”.
Click “Save”.

How to merge one customer into another

First find and open the customer that will be merged into another customer.
Copy the Customer ID number which is the number on the top left hand side.
Find and open the customer that you want to keep and merge it into.
Click on “Customer Setting” which is on the left of the printer icon.
Click “Merge Customer”.
Enter or paste the customer ID into the textbox on the left.
Make sure the right customer is selected and click “Merge”.

Quotes

How to create a new quote

Open up the customer that you want to add the quote to.
Click on the “quote” tab.
Click “New Quote”
Select the "Job Quote ".
Enter any order details in.
Select the "Visit Property".
Select the "Category".
Select the "Service".
Change any default service values as required.
Click "Add" and repeat for any other service for this job.
Enter in any “Quote Notes”.
Add any required parts.
Click “Save & Generate”.

Jobs

How to create and schedule a new job

Open up the customer that you want to add the job to.
Click on the “Jobs” tab if you’re not already in it.
Click “New Job”
Select the "Job Type".
Enter any order details in.
Select the "Visit Property".
Select the "Category".
Select the "Service".
Change any default service values as required.
Click "Add" and repeat for any other service for this job.
Enter in any "Job Notes".
Add any required parts.
Click "Save"
Click on the cell that lines up with the technician, date and time that you want to schedule it for.
Click “Yes” to confirm the booking.

How to edit an existing job

Open up the customer that the job was booked for.
Click on the “Jobs” tab if you’re not already in there.
Click “Open” on the desired job.
Edit any field.
Click "Save"

How to reschedule a job

Find the job on the main schedule or in the customer jobs.
Click “Reschedule”.
Click on the cell that lines up with the technician, date and time that you want to schedule it for.
Click “Yes” to confirm the booking.

How to upload files to a job

Open up the customer.
Click on the “Jobs” tab if you’re not already in there.
Click “Open” on the desired job.
Click on the “Job Files” tab.
Select the file or drag and drop the file over.
Click Upload, the files will be uploaded and connected to that job.

How to upload files to a property

Open up the customer.
Click on the “Properties” tab.
Click “Open” on the desired property.
Click on the “Files” tab.
Select the file or drag and drop the file over.
Click Upload, the files will be uploaded and connected to that property.

Invoices

How to create a new invoice for a job

Find the job on customer jobs.
Click on “Invoice”.
The fields should be automatically filled else change the values.
Enter an invoiced description if required.
Click “Save & Generate”.

How to invoice multiple visits on one invoice

One invoice can be connected to one or many visits within the same job.

Find the job on customer jobs.
Click on “Open” to open the job.
Tick the selected visit that you want to include within the invoice.
The fields should be automatically filled else change the values.
Enter an invoiced description if required.
Click “Save & Generate”.

How to edit an existing invoice

Open the invoice on customer invoices.
Change the values.
Click “Save”.

How to create a customer statement

Open up the customer.
Click on “Invoices”.
Click on “Customer Statement”.
Click on the Word icon to generate the Customer statement.

Receipts

How to enter a customer’s receipt against an invoice

Find the invoice on customer invoices.
Click “New Receipt”.
Select the “Payment Method”.
Select the “Date Paid”.
Check the dollar value.
Click “Save”.

Enter mass receipts for a customer

Open up the customer.
Click on the “Receipts” tab.
Click “Mass Receipts”.
Check that the date range of invoices you want the report to display is set correctly.
You will now see a list of unpaid invoices for that customer.
For each invoice you can set the payment method, the Date and the amount. The amount will default to the owning balance on that invoice.
Then click save.

Employees

How to add a new employee

Click “Employees” from main menu.
Click the “New Employee” on the top right.
Enter first name, last name and Employee Code.
Enter address and Telephone numbers.
Enter any other field.
Click “Save”.

How to update an employee details

Click “Employees” from main menu.
Open up the employee.
Change the values.
Click “Save”.

How to create a user account

Click “Employees” from main menu.
Find the employee and click “User Account”.
Enter a Username and Password.
Select an “Access Rights”.
Select the all user shortcuts required and click add.
Click “Save”.

How to change user’s password

Click “Employees” from main menu.
Find the employee and click “User Account”.
Change the password field
Click “Save”.

Assignments

How to add in a new employee assignment

Click “Assignments” from main menu.
Select the assignment type.
Enter the hours and a note is desired.
Click “Add”.
Click the cell in the schedule that you want book it for.

Administration

How to add a new Service Category

Click “Admin” from main menu.
Click “Service Categories" under the "Service Settings" heading.
Enter a category name and description.
Click “Save”.

How to add a new service

Click “Admin” from main menu.
Click "Services" under the "Service Settings" heading.
Click "New Service".
Enter a Name, Service Code.
Select a "Category".
Enter any other field.
Click “Save”.

How to add a new Job Types

Click “Admin” from main menu.
Click “Job Types" under the "Service Settings" heading.
Enter a job type name.
Click “Save”.

Updated: 27 May 2025