MDS Insight is a purpose-built software platform designed specifically for Office Coffee Service (OCS), Vending, Pantry, Micro Market, and Breakroom operations. This page highlights our most recent enhancements across Online Ordering, Warehouse Management, Field Service, Inventory Control, Routing & Delivery, Accounts Receivable, Accounts Payable, and Contract Management — all focused on helping operators streamline workflows, reduce manual effort, and improve operational visibility.
Here’s what’s new — from faster online stores to smarter service management, every update is designed to help you work better.
The Billable Event feature in Field Service has been significantly enhanced. Instead of relying solely on a short predefined list of broad billable actions—such as filter changes or miscellaneous billable work—companies can now enable a searchable auto-complete field capable of handling hundreds of billing codes. This allows technicians to quickly locate and select precise billable items, opening the door for detailed part-level entries or complex billing code requirements used by larger organizations.
Add/Edit Customer now supports creating User-Defined Service Alerts on the fly, eliminating the need to navigate to separate setup screens. You can assign a custom text-based identifier to the customer and instantly define alert rules tied to any service ticket stage or status—including OPEN, ON SITE, PAUSED, Dispatch Ack, En Route, DGT, CLOSE, CANCEL, HOLD, Swap, Under Review, and more.
The A/R Aging report now includes invoice-level detail with a drilldown to the associated delivery information. This gives you clearer visibility into what was delivered, when it occurred, and how it ties to each outstanding invoice—all without leaving the aging screen.
These new permissions let administrators fine-tune what each user can see and do within the system, creating a more secure and personalized experience.The following new permissions were added:
| User can / can't access | ||||
| Purchasing Modue | Add / Edit Vendor Quotes | A/R Aging | ||
| Sales Tax Detail By Customer | Daily Sales Screen & Report | Add / Edit Product UPC Codes | ||
| Add / Edit Internal Product Categories | ||||
A new setting allows certain invoices to be confirmed immediately upon creation, bypassing the order-picking step when it isn’t required. This is ideal for items like 5-gallon water deliveries, where final quantities and pickups are determined on-site and recorded during the delivery. By eliminating unnecessary pre-picking paperwork, the workflow becomes faster and better aligned with real-world service patterns.
A new Region-based alert option allows you to automatically notify users whenever a service ticket is created or updated within selected regions. This gives teams tighter visibility into activity for specific regions and ensures that regional managers receive timely updates tied to their own operational areas. Alerts can be triggered by the same full set of service events, offering flexible and consistent control across your entire service footprint. This included all stages and statuses, such as: OPEN, ON SITE, PAUSED, Dispatch Ack, En Route, DGT, CLOSE, CANCEL, HOLD, Swap, Under Review, and more.
You can now create fully customizable service alerts driven by your own free-form criteria. Simply assign a text-based identifier to a customer, and Insight will notify designated users whenever that condition is met—unlocking an almost unlimited range of operational workflows. Alerts can fire on any major service milestone, including OPEN, ON SITE, PAUSED, Dispatch Ack, En Route, DGT, CLOSE, CANCEL, HOLD, Swap, Under Review, and more.
Add/Edit Customer Quoted Prices now includes a report that generates a complete list of all quoted items and their pricing for any customer. This provides an easy way to review, print, and share pricing details without navigating through individual records.
A new setting in Add/Edit Customer now allows you to mark customers who should receive their invoice at the time of delivery. This streamlines billing for accounts that prefer immediate invoicing, eliminating the separate delivery-ticket step and reducing delays between service and billing for the appropriate accounts.
We’ve expanded the Add/Edit Customer screen with new fields that let you define how each customer receives their invoices and statements—by email or print. These settings are managed separately for invoices and statements, giving you precise control over each customer’s delivery preferences. Whether you have clients who prefer digital billing or mailed copies, this enhancement ensures your documents are sent exactly the way each customer expects—streamlining communication and improving billing accuracy.
We’ve enhanced the Customer Contacts section with two new communication indicators—Receive Invoice Emails and Receive Statement Emails. These options make it easy to specify which contacts should automatically receive invoices or statements, ensuring important billing documents reach the right people every time. This update helps prevent missed communications, streamlines your accounts receivable workflow, and keeps customer correspondence organized and accurate.
This report provides both a high-level summary of total sales tax billed and a detailed breakdown by tax code, allowing for precise reconciliation and reporting. Whether you’re preparing for monthly filings or conducting internal reviews, this tool ensures you have clear, accurate visibility into how taxes are applied and billed across all transactions.
Run it daily, weekly, or for any custom date range to instantly see total sales for that period. Whether you’re monitoring day-to-day activity or reviewing longer trends, this report delivers a concise summary of your company’s revenue you sales, identify patterns, and make informed business decisions faster.
We’ve added a powerful new option to Automatic Invoices—the ability to Finalize Invoice Upon Creation.This setting is especially useful for scenarios like equipment rentals or other services where invoices become billable immediately upon generation. Unlike standard invoices that must first be picked and delivered before billing, finalized invoices are instantly ready for posting and customer invoicing. This enhancement simplifies billing workflows, reduces manual steps, and ensures that time-based or recurring charges are processed accurately and on schedule.
We’ve enhanced the invoicing and delivery system with several new printable documents designed to support your daily operations from warehouse to customer delivery.
| You can now easily generate: | ||
| Pull Sheets | For efficient order picking and staging | |
| Delivery Tickets | For drivers to guide deliveries and leave with customers | |
| Route Sheets | Summarizing each driver’s stops for the day | |
| Invoices | Ready for printing, emailing, or leaving with customers for billing | |
We’ve introduced a new Tax Configuration tab within Add/Edit Product to support more flexible and complex tax handling across different regions and scenarios. Traditionally, tax behavior was determined by a simple taxable Y/N flag and the customer’s assigned tax rate. Now, you can define product-specific tax rules that go beyond that limitation. For example, a product that’s taxable in New York but exempt in New Jersey can now be configured precisely—no workarounds required. This new tab supports a virtually unlimited number of tax scenarios, giving you full control to align product taxation with state, local, or customer-specific requirements—all from one intuitive screen.
We’ve added a powerful new management tool—Products with Zero List Prices—to help you quickly identify and correct missing pricing data. This screen provides a consolidated view of all products without a defined list price, making it easy to spot gaps and take action. From here, users can: Set or update a product’s list price directly, Mark items where a $0 list price is acceptable, Hide products from the online store if needed, Set product status to inactive for cleanup and control. This enhancement streamlines product maintenance, improves pricing accuracy, and keeps your produt list clean and up to date.
We’ve taken access control to the next level with an expansion of user-based permissions alongside existing role and feature settings. These new permissions let administrators fine-tune what each user can see and do within the system, creating a more secure and personalized experience.The following new permissions were added:
| User can / can't access | ||||
| Invoice Entry | Pre-Delivery Invoice Management | Print Pull Sheets | ||
| Print Delivery Tickets | Print Route Sheets | Assign Routes To Invoices | ||
| Delivery Management | Print Finalized Invoices | No Buy Analysis | ||
| Automatic Invoices | SEED Menu Items | Par Level Menu Items | ||
Now you can control whether product bin locations appear on your invoice pull sheets—perfect for tailoring your workflow to how you manage inventory. When enabled, bin locations clearly show where each product is stored, helping pickers move faster and minimize errors during order fulfillment. If your operation doesn’t use the Inventory module or bin tracking, simply toggle the setting off for a cleaner printout. This enhancement gives you flexibility to match your current warehouse setup, while improving picking efficiency and accuracy when inventory locations are active.
We’ve reintroduced a robust Invoice Audit Trail within Accounts Receivable Aging to give you team complete visibility into every change made to an invoice: who made it and when. Instantly access a chronological log of invoice events—creation, edits, status changes, voids, and more. Each entry is stamped with date, time, and user credentials so you can trace the full lifecycle of any invoice.
We’ve expanded our online store with the all-new Express Store — a streamlined, custom-tailored shopping experience designed for speed and simplicity. Unlike the full store, which offers a wide range of browsing and filtering options, the Express Store presents a clean, single-page layout that displays only the quoted items assigned to that customer, grouped by category. Alongside each item, the customer sees their typical order quantities to help guide reordering decisions. Large Checkout buttons at both the top and bottom of the page make the process quick and intuitive. Each user’s Express Store can also be branded with their company logo, giving the experience a personalized touch that feels like it was made just for them. No extra setup is required — both the Express Store and Full Store share the same product catalog and pricing data. Better yet, both store types run simultaneously, allowing you to direct each user to the version that best fits their needs. Whether they prefer a comprehensive shopping experience or a lightning-fast reorder interface, you’re covered with just one system.
We’ve added a powerful new tool to the Field Service module: Equipment Verification. This feature gives service technicians the ability to view a list of installed equipment while on site and confirm its accuracy. They can verify existing records, flag equipment that’s no longer present, and easily add new equipment as needed — including uploading photos and specifying exact locations (e.g., Lobby vs. Breakroom). Dispatchers and service managers have a dedicated screen to monitor and manage verification activity. They can even pre-mark equipment that needs verification, so technicians are automatically prompted to check it during their visit. To keep everything organized, the system also generates an automated nightly Equipment Verification Report summarizing all verification activity for the day.
We’ve introduced a streamlined, mobile-friendly dispatching screen built specifically for today’s on-the-go service managers. The full service module contains a wealth of information, but not all of it translates well to smaller screens. That’s why we created a dedicated mobile version — optimized to show only the most essential dispatching details. Perfect for nights, weekends, and holidays when dispatchers aren’t near their work computer, this new tool allows technicians to be dispatched directly from a service manager's phone — anytime, anywhere. Whether you're away from your desk, out in the warehouse, or on site at a client, you can keep the service schedule moving without interruption. It’s a practical solution for modern dispatching — delivering flexibility without sacrificing control.
Introducing Suggested Dispatching — an intelligent new feature that takes the guesswork out of daily service planning. By analyzing historical service ticket data and technician assignments, the system automatically recommends which technician should be dispatched to each open ticket. Designed to mimic the logic of an experienced dispatcher, this tool delivers suggested assignmentsons in seconds. Whether you’re planning the day first thing in the morning or wrapping up the schedule the night before, Suggested Dispatching makes the process dramatically faster and easier. All assignments remain fully editable, giving the service manager complete control. It's a smarter, faster way to handle daily dispatching — reducing planning time and improving operational efficiency.
Boost online store conversions with our new Automated Abandoned Cart Email feature! When a customer adds items to their cart but doesn’t complete the checkout, the system now sends a follow-up email reminding them of what they left behind — a proven method used by top eCommerce platforms to recover lost sales. This enhancement also includes a dedicated screen where staff can view all abandoned carts, giving you greater insight into customer behavior and opportunities for follow-up. It's a smart, hands-off way to increase orders and keep your online store working for you.
The Customer No Buy Report just got smarter. This automated report, emailed on the 5th
of each month, identifies customers who placed no orders in the previous month — helping you
stay proactive with account engagement. Now, we’ve added two powerful enhancements:
Snooze Accounts – Temporarily exclude specific customers from the report, perfect for seasonal
clients like schools that don't order during summer months.
Highlight Accounts – Flag key accounts to monitor more closely. Highlighted customers appear
at the top of the screen in yellow and are listed first in the emailed report for easy visibility.
These updates make it easier to focus your follow-up efforts where they matter most, while
filtering out accounts you already know are inactive for good reason.
Introducing the new Daily Delivery Report — an automated report that runs on a scheduled basis, typically at the end of each day. This report captures deliveries made by field service technicians, offering visibility into a key area not covered by the standard routing and delivery module. Whether it’s a matter of convenience—such as a technician already heading to a nearby location or a necessity due to specialized skills (like BEVI flavor refills requiring machine access), this report ensures those deliveries are accurately tracked and documented. Gain better insight into technician-driven logistics and maintain complete delivery accountability across your operation.
We’ve reengineered the Contract Management module from the ground up for speed and scalability. Previously, managing a few hundred customer contracts could result in minor, but noticeable, delays — not anymore! With the latest update, the system now handles many thousands of service agreements, equipment rental agreements and any other contracts with ease. The screen loads in seconds, and performance remains fast and responsive no matter how many contracts you're working with. It's a powerful update that makes high-volume contract management smooth, efficient, and frustration-free.
We’ve optimized the backend process for generating service tickets tied to scheduled filter changes! The programming behind Automatic Filter Change Ticket Generation has been streamlined to make unattended ticket creation faster and more efficient. This enhancement reduces system load and improves reliability, ensuring that recurring service tickets are created smoothly and on schedule — with no manual intervention required.
Approval emails for Accounts Payable invoices now include a secure link that brings approvers directly to a mobile-friendly screen where they can review and update GL distribution lines and approve the invoice — all without needing to log in on a desktop.
Gain greater control over customer pricing with our new "Allow Price Overrides" setting! Found in the customer screen, this powerful option gives order entry presonnel the flexibility to override prices during order entry — either as a one-time exception or to save as a new quoted price for future use. When the setting is turned off, the system enforces price protection, ensuring that quoted prices remain locked and consistent. Whether you need flexibility or strict pricing enforcement, this feature puts you in control.
Enhance service flexibility with the new "Allow Substitutions" setting in the customer screen. This option determines whether equivalent items can be provided when a requested product is out of stock or discontinued. For customers who require exact products only, simply disable the setting to enforce strict fulfillment. For others, enabling it empowers staff to select suitable substitutes — potentially with higher margins or better availability — ensuring smoother order processing and continued customer satisfaction.
Added a new checkbox in Add / Edit Customers which allows users to specify weather or not the customer account is available in RouteSel. This provides the ability to work with a much more focused list of accounts when using RouteSel making it quicker and easier for users to find the account they are looking for.
Introducing UPC codes for each product unit of measure! With this new enhancement, each unit now has a unique UPC barcode, ensuring seamless universal product identification. This powerful addition streamlines product lookup and broadens cross-referencing capabilities, allowing the system to effortlessly access detailed product information. Enhance accuracy, efficiency, and connectivity across your operations with our latest addition.
Streamline your accounts payable process with our latest update! We've added a new "Save & New" button right next to the traditional Save option. This convenient feature automatically saves the current invoice and instantly resets the entry screen, allowing you to begin entering a new invoice immediately. Designed for efficiency, this addition is perfect for users who handle multiple invoices, significantly speeding up your workflow
Enhance your online store's usability with our new feature that allows you to set the default unit of measure for products available in multiple units. This setting controls which unit appears first in the unit of measure dropdown list, streamlining the customer's shopping experience. For instance, Cups can default to a Case, while Stir Sticks can default to a single box. This not only prioritizes the unit you prefer to sell but also minimizes the chances of customers mistakenly ordering the wrong quantity.
Enhance your customer experience with our new, tailored product visibility feature! You can now selectively exclude specific products or entire categories from particular accounts. When those users log in, the excluded items will be completely invisible, even in search results. For example, you can prevent a company with Flavia machines from seeing K-Cup products, ensuring they only browse and order items that are compatible with their equipment. This customization not only simplifies the shopping process but also eliminates the risk of ordering incorrect products.
There is now a permission under Add / Edit Users which grants or denies access to Contract Management and the Contract Management Reports to specific users. There is also a permission which can grant a user Read Only access to Contract Management.
Add / Edit Customer now includes the ability to set an order cutoff time. This allows users to specific time by which an order must be placed in order for it to be delivered on the customer's next delivery date. The order cutoff time comes into play when an order is being placed on the day prior to the customers' next scheduled delivery date. If an order is received after the order cutoff time, the delivery will be scheduled to the customer's next, next delivery date. If specified, this setting will over-ride the global order cutoff time if that is in use. This feature also works if the system is set to use the next bisness day as the delivery date. The order cutoff time is obeyed by the Online Store as well as by RouteSel. It is not considered for Automatic Recurring Orders and Order Entry.
Our latest update introduces a dynamic new feature that empowers users to configure one or more warehouses, setting the stage for warehouse management and product inventory control. This section is the cornerstone upon which our inventory and WHMS modules are constructed.
Expanding upon Add / Edit Warehouses, we're excited to have completed an additional layer of functionality that allows for the defining and management of warehouse bin locations. This feature serves as a master directory for all bin locations within your warehouse(s), which will detail precise storage and order picking locations. By integrating detailed bin management, we're enhancing the core capabilities of our warehouse management module, offering you an even more powerful tool to maximize efficiency and accuracy in your inventory management practices.
Building on our comprehensive suite of warehouse management features, we are proud to release Add / Edit Warehouse Products. This feature allows users to precisely designate which products are stored in specific warehouses, including the exact bin locations. It caters to the versatile needs of inventory management by allowing a single product to be stored in various units of measure across one or multiple warehouses, and in single or multiple bin locations within those warehouses. Whether it's single boxes, cases, or pallets of a product, users can now indicate the exact unit of measure. This granularity not only streamlines the process of inventory management but also facilitates more efficient picking and packing processes, directly impacting order fulfillment speed and accuracy.