Provider Reference Sheet – Fexa

Workflow Process

Step 1: Accept or Decline New Work Order (two ways)

Via Email - Within the new work order email, click the green “Accept” or the red “Decline” button on the email
Via Web - Log into Fexa, scroll down to the Service Assignments section, click the Workflow button and choose “Accept” or “Decline”

Step 2: Adding a Visit (must be done Via Web)

Step 3. Check-In (two ways)

Via IVR - When the technician arrives onsite, call the client's IVR number and follow the prompts to check-in. The technician will need your company ID and the assignment ID for the work order which is on the work order email
Via Web - Open Work Orders, scroll down to the Visit section, click the workflow button, and choose “Check In”

Step 4. Check Out (two ways)

Via IVR - When the technician is ready to check out, call the clients IVR number and follow prompts to check out. Technician will need the your company ID and the assignment ID for the work order which is on the work order email
Via Web - Open Work Orders, scroll down to the Visit section, click the workflow button and choose “Check Out XXXXX”. There are a number of check out reasons which can be configured by the retail client. For example, “Check Out Work Complete”.

Submitting a Proposal

Must be done Via Web
Open Work Order
Scroll down to the Service Assignments section
Click the collapsed menu icon (aka hamburger menu)
Click on “+ Create Proposal”
Enter the proposal number and verify the submit date, click Save
On the Proposal template, enter the Proposal Description
Click the “+” button to enter the Proposal line items
Choose the type of line item
Enter the line item description
Enter Qty and Cost
Click “Save”
Once all Proposal information has been filled out, click the save image (image of a floppy disk)
TO SUBMIT the proposal to the client, click the Workflow button and choose “Submit”
To upload an attachment to the Proposal, click the cloud image and find the document you wish to attach.

Submitting an Invoice

Must be done Via Web
Open Work Order
Scroll down to the Service Assignments section
Click the thumb icon (aka hamburger menu)
Click on “+ Create Invoice”
Enter the invoice number and verify the invoice date, click Save
On the invoice template, enter the Invoice Description
Click the “+” button to enter the invoice line items
Choose the type of line item
Enter the line item description
Enter Qty and Cost
Click “Save”
Once all Invoice information has been filled out, click the save image (image of a floppy disk)
TO SUBMIT the invoice to the client, click the Workflow button and choose “Submit”
To upload an attachment to the invoice, click the cloud image and find the document you wish to attach.

Adding a Note to a Work Order

Notes are used to document information on a work order. Notes are not meant to be communications that are sent out of the system.
Open Work Order
Click “Note” on the navigation bar to the left of the work order details
Enter the note into the text section
Click “Add Note”

Sending a Message on a Work Order

Messages are used to communicate information outside of Fexa. This is done by simply emailing a Note.
Open Work Order
Click “Note” on the navigation bar to the left of the work order details
Enter the note into the text section
Click the “Send Email” toggle
Choose “Action Required” if you require a response.
Select the email addresses for the users you would like to send the email to
Click “Add Note”

Adding an Attachment to a Work Order

List Creation

Supported Browsers

Updating Company Information

Open the Vendors menu
Double-click on your provider record to open.
Review your company information to ensure that it is current.
Click on "Files" and Import your W9
Go to "Insurance Policies" under the Vendor menu
Click the "+" button and begin to add the relevant insurance information:
- Automotive,
- General Liability
- Excess Liability
- Workmans Comp