How LMN works with Protiv: Complete Integration Guide

LMN remains the main source of information. Protiv reads the information available in LMN and translates it into labor budgets, actual labor costs, crew routes, job milestones, and ProPay bonus opportunities.

Information flows in one direction:

LMN → Protiv

Changes made in Protiv do not update or change your LMN account.

The integration is not real-time. Protiv generally checks LMN about once per day for new or updated information.

How the Integration Works From Start to Finish

The integration follows the same general process from the time a job is estimated until its ProPay is ready for review.

1. The Job Is Estimated in LMN

The process begins with the estimate in LMN.

The estimate contains the information Protiv needs to understand the job’s labor budget, including:

• Labor hours
• Labor costs
• Services
• Work areas
• Estimate Elements
• Expected visits
• Pricing

The estimate is especially important because Protiv uses the estimated labor information to determine how much labor is available for the job.

The scheduled duration of a visit does not create the labor budget.

2. The Estimate Becomes a Job or Contract

Once the estimate is sold, it becomes either:

• A one-time job, such as an installation or construction project
• A recurring contract, such as weekly lawn maintenance

Protiv handles these job types differently.

3. Visits Are Scheduled in LMN

The company schedules the work in LMN.

Each scheduled visit should remain connected to the original job, service, and sold estimate.

This connection is important because it allows Protiv to match the hours worked with:

• The correct job
• The correct estimate
• The correct Element or service
• The correct labor budget
• The correct bonus period

If a visit must be moved, it should be rescheduled in LMN instead of replacing it with an unrelated task.

Step 4: Employees Clock In

Employees clock in and out through LMN.

They must clock in to the actual scheduled visit connected to the sold estimate.

When employees use the correct visit, Protiv can match the crew’s hours to the correct budget and ProPay.

Step 5: Protiv Syncs With LMN

Protiv generally checks LMN about once every 24 hours.

During the sync, Protiv may retrieve updated information about:

• Estimates
• Jobs
• Element records
• Services
• Scheduled visits
• Divisions
• Employees
• Supervisors
• Clocked hours
• Wages
• Job status

Because the connection is not real-time, recent changes may not appear in Protiv immediately.

6. Protiv Translates the LMN Information

After the sync, Protiv translates the LMN records into information used for incentive calculations.

For example:

LMN information	How it appears or is used in Protiv
Estimate labor hours and costs	Labor budget
LMN records	Job milestones or phase-based ProPays
Service estimates	Recurring job budgets
Scheduled visits	Individual recurring work records
Clocked hours	Actual labor hours
Employee wages	Actual labor costs
Timesheet supervisor	Crew lead and route
Division	Division assignment and reporting
LMN job status	Pending, In Progress, or Completed
Work date	ProPay or Group ProPay period

7. Protiv Creates the ProPay

A ProPay is created once two conditions are met:

1. The crew has logged actual time.
2. The job has a labor budget greater than zero.

For example:

• Budget with no hours: no ProPay yet
• Hours with a $0 budget: no calculated bonus
• Hours and a positive budget: ProPay can be created

8. The Job Is Completed in LMN

When the entire job is finished, the overall job record must be marked complete in LMN.

Marking every visit complete is not the same as completing the overall job.

Protiv follows the status of the LMN job itself. Until the job is marked complete in LMN, it may continue showing as Pending or In Progress in Protiv.

How One-Time Jobs Translate Into Protiv

One-time jobs may include:

• Installations
• Construction
• Design-build projects
• Renovations
• Enhancements
• Large cleanup projects

For a one-time job, Protiv reads the labor hours and labor costs entered on the LMN estimate.

Each eligible estimate Element may become a separate milestone in Protiv.

For example:

LMN estimate

• Preparation: 40 labor hours
• Installation: 100 labor hours
• Cleanup: 20 labor hours

Protiv

• Preparation ProPay
• Installation ProPay
• Cleanup ProPay

Each phase can be tracked and reviewed independently.

How Recurring Jobs Translate Into Protiv

Recurring jobs may include:

• Lawn maintenance
• Weekly mowing
• Property maintenance
• Seasonal services
• Recurring landscape work

One Scheduled Visit

If a service has one visit, Protiv may create one bonus opportunity for that visit.

Multiple Scheduled Visits

If a service includes multiple visits, Protiv may group visits that occur during the same calendar week.

Protiv uses a Monday-through-Sunday week.

For example:

Visit	Work date	Protiv result
Visit 1	Monday	Weekly bonus
Visit 2	Wednesday	Same weekly bonus
Visit 3	Friday	Same weekly bonus
Visit 4	Following Monday	New weekly bonus

A visit moved into a different week may appear in a separate ProPay or Group ProPay. This is expected behavior.

How Labor Budgets Are Calculated

It does not come from:

• The scheduled visit duration
• The amount of time shown on the calendar
• The actual hours worked
• A manually created task without an estimate connection

If a job has a $0 budget in Protiv, first check whether the LMN estimate includes labor hours and labor costs.

Recurring Budget Example

Assume a maintenance contract was sold with:

• 26 visits
• 17 labor hours per visit
• 442 total labor hours

If the company schedules 30 visits, the same 442-hour budget may be spread across all 30 visits:

442 ÷ 30 = approximately 14.7 hours per visit

The total contract budget has not changed. It is simply divided across more visits.

How Crew Routes Translate Into Protiv

For example:

LMN timesheet supervisor	Protiv result
Crew Lead A	Route for Crew Lead A
Crew Lead B	Route for Crew Lead B
New Crew Lead	New route created

How Group ProPay Works

Instead of reviewing a separate bonus for every property, eligible weekly jobs for the same crew lead are combined into one grouped bonus.

For example:

Crew Lead: Miguel

• Property A
• Property B
• Property C
• Property D

These jobs may be combined into one weekly Group ProPay for Miguel’s route.

For work to appear in the group:

• The job must be eligible.
• The job must have a positive labor budget.
• Actual time must be recorded.
• The correct supervisor must be listed.
• The crew lead’s route must be included in the Group ProPay setup.
• The visit must fall within the group’s work-date period.

If the supervisor changes, Protiv may treat the work as belonging to a new route.

The Most Important Clock-In Rule

They should not clock in to:

• A similar-looking job
• A manually created replacement task
• An unrelated service
• A general task when job-specific work is available
• An unscheduled visit that is not connected to the estimate

When the wrong task is used, Protiv may not be able to identify:

• The correct job
• The correct Element
• The correct budget
• The correct visit
• The correct bonus period

The hours may still exist in LMN, but the correct ProPay may not be created.

In some cases, the connection cannot be repaired after the time has already been recorded. Prevention is the most reliable solution.

Rescheduling Visits Correctly

Visit Moved Within the Same Week

A visit moved from Monday to Friday of the same Monday-through-Sunday week will generally remain part of the same weekly bonus.

Visit Moved to Another Week

A visit moved from Friday to the following Monday may become part of a different ProPay or Group ProPay.

That is expected because the visit occurred during a different calendar week.

Visit Not Scheduled

If employees clock in without a scheduled visit, Protiv may not have a clear way to connect the time to the correct estimate or bonus.

It is best to schedule or reschedule the visit before work begins.

How Job Statuses Translate Into Protiv

Protiv reads the status of the overall LMN job.

LMN job status	Protiv status
Job not started	Pending
Job active	In Progress
Job marked complete	Completed

Completing the visits does not automatically change the status of the overall job.

For example, a job may have:

• All visits completed
• All crew hours submitted
• All ProPays approved

However, if the job itself is still open in LMN, it may continue displaying as In Progress in Protiv.

Drive Time

Where drive time comes from

When one of your crew members clocks in and out for their overall shift in LMN, LMN compares that total shift time to the time they logged against specific jobs. The leftover time — the gap between the two — is what LMN records as drive/travel time. Protiv imports that exact figure. Protiv doesn't independently estimate drive time from GPS pings or the gap between one job and the next — it relies entirely on how LMN has already categorized the time.

Because it's tracked separately from job work, drive time never carries its own labor budget — it isn't treated as billable time on a job.

Choosing whether it counts toward budgets and bonuses

You control whether that drive time affects your labor costs and ProPay bonuses. Under Settings → Payroll & Time → Drive Time, you can choose:

• Include drive time — travel time is added to job labor cost and factored into bonus calculations. Choose this if your estimates and contract pricing already account for travel between jobs.
• Exclude drive time — travel time is still tracked for visibility, but never affects job cost or bonus payouts. This is the safer default if your estimates are based on on-site work only.

This can be set for your whole organization, or scoped to specific jobs or divisions if only some of your teams should be handled differently.

How Employee Wages Translate Into Protiv

 

However, the wage displayed on an employee’s People profile may not always match the wage used on an older ProPay.

Current Wage vs. Work-Date Wage

The People page generally shows the employee’s latest wage.

A ProPay uses the wage that was effective when the work occurred.

For example:

• Previous wage: effective before July 1
• New wage: effective July 1
• Work completed June 29 through July 2

The hours completed before July 1 may use the previous wage, while the hours completed on or after July 1 may use the new wage.

A ProPay covering both periods may display an average labor cost.

Manual Wage Overrides

This means the wage in Protiv may differ from the wage currently shown in LMN.

Manual overrides should generally be used for specific exceptions. Permanent wage-history corrections should be made in LMN whenever possible.

What to Manage in LMN

The following information should normally be maintained in LMN:

• Estimates
• Labor hours
• Labor costs
• Element records
• Services
• Job pricing
• Schedules
• Visit dates
• Rescheduled visits
• Employee clock-ins
• Timesheet supervisors
• Divisions
• Employee records
• Wage history
• Overall job status

What Protiv Manages

Protiv uses the LMN information to manage:

• Labor budgets
• Actual labor hours
• Actual labor costs
• Job milestones
• Phase-based ProPays
• Recurring ProPays
• Crew routes
• Group ProPays
• Bonus projections
• ProPay approval
• Payout tracking
• Job-performance reporting
• Wage and burden overrides when needed

Best Practices

To keep the LMN and Protiv integration working correctly:

• Add labor hours and labor costs to every estimate.
• Structure Elements around meaningful phases of work.
• Keep scheduled visits connected to the sold estimate.
• Schedule work before employees clock in.
• Have employees clock in to the correct visit.
• Reschedule existing visits instead of creating unrelated replacements.
• Keep supervisors and crew assignments current.
• Add new crew-lead routes to Group ProPay.
• Maintain accurate wage-effective dates.
• Mark the overall job complete after all work is finished.
• Make permanent corrections in LMN.
• Allow time for the daily sync.
• Provide exact job, estimate, Element, employee, and ProPay details when contacting support.