WorkflowMax Integration

EzzyBills integrates seamlessly with WorkflowMax (WFM), enabling automatic data extraction from bills and receipts and linking them directly to your jobs in WorkflowMax.

I. Watch tutorial videos

Sign up an EzzyBills account (make sure to choose integration with WorkflowMax)

Connect to WorkflowMax and Process Document (To connect: either directly from the pop-up screen at the end of the last video, or follow instruction in this video)

II. User Guides

III. Standard workflows for WorkflowMAX

EzzyBills offers three main workflows to help manage different billing tasks in WorkflowMax. Each one is designed for a specific type of document and process:

1. Match PO and Create Bill (new as of January 2026)
   • Process and export bills to WFM as a bill
   • For each bill, we will match it with an existing purchase order in WFM.
2. PO Workflow (Default Workflow)
   • Process & export bills to WFM as multi-line Purchase Orders (PO).
   • These POs can either be exported as “Issued PO” or “Draft PO.”
3. Job Cost: Single Line
   • Exports bills to WFM as a single-line cost associated with a selected job.
   • Note: this simplifies cost tracking when item-level detail isn’t required.
4. Job Cost: Multi-Line
   • Exports bills to WFM as multi-line costs, with each line item linked to a different job.
   • Note: this is perfect for allocating specific costs across multiple jobs.

IV. Xero/MYOB/QuickBooks, WFM, and EzzyBills Integration:

If you use both Xero and WFM, you may have the following workflows

1. Export to WFM only: This workflow contains only the export task of “WorkflowMax Export”. With this workflow, once the bill is exported to WFM, you will rely on WFM to send the bills to Xero.
2. Export to both WFM and Xero/MYOB/QuickBooks: This workflow contains both the task of “WorkflowMax Export” and “Xero Export” (“MYOB Export” or “QuickBooks”). With this workflow, once the bill is exported to WFM using any of the workflows above, it can be further exported to Xero/MYOB/QuickBooks as either a draft bill or a spend money transaction, depending on your needs. Important note: if you use any of the Job Cost workflows above, you need to change both general & workflow settings – following instruction here: Settings for Workflow with both WFM and Xero Export.
3. Xero (MYOB/QuickBooks) Only Workflow: You can have additional workflow that only exports to Xero (MYOB/QuickBooks). For overhead expenses, upload them directly to this workflow.

V. Other Features and Customizable Options in EzzyBills Integration

1. Newly Released Features

• Source Document Attachment: Automatically attaches the source document to the relevant job in WorkflowMax.
• Xero GL Codes in Approval Screen: View and allocate Xero GL codes directly in EzzyBills during the approval process.
• Credit Note Processing: Easily process credit notes and export them to WorkflowMax (15 Oct 2025: currently we only support the creation of PO and then receipt it – it will be line by line. But we will support the single-line Job Cost soon.)
• Automatic Tax Codes: Tax codes are automatically applied when creating Purchase Orders.
• Item Markup: You can set a Markup Margin to increase invoice amounts by a specified percentage. For example, if you want to increase the cost by 40%, set “Margin=40” in the WorkflowMax Export task setting. This feature works for both single-line cost (Screenshot) and multi-line costs (Screenshot) workflow. [Note that the Item Markup doesn’t applicable to “PO Workflow” which default workflow.]

2. Customizable Options

1. During approval & job selection, users may want to pick a GL account code, or a job. Some users would want the GL account codes list contain both those from WFM and Xero. Some may want the list only from WFM.

EzzyBills has a setting for this, Settings > Advanced Options > Disable Job And GL Filter. The options for this setting are:

• “true” (the lists will contain both jobs and account codes from Xero & WFM)
• “Accounts” (the GL account codes will contain both from Xero & WFM, and the jobs will come from the next export target)
• “Jobs” (the job codes will contain both from Xero & WFM, and the GL account codes will come from the next export target)

2. Add ABN for Supplier Matching:

• Navigate to Lists (in EzzyBills) > WorkflowMax Contacts.
• Select a contact and enter the ABN in the Business Number field.
• Click Save.

3. Export Non-Billable Costs to WFM:

EzzyBills allows you to export costs as non-billable in both single-line and multi-line workflows.. Follow the steps below to set this up:

• Go to Workflow > Edit Workflow.
• Find the “WorkflowMax Export” task
• Add the following text to the Settings box (screenshot) and click Save

{
  "state": 130,
  "keywords": [
    {
      "name": "ExportAs",
      "value": "Cost"
    },
    {
      "name": "Billable",
      "value": "False"
    }
  ]
}

• You can view non-billable costs under the corresponding assigned job in WFM. (Screenshot)

4. You can add a “Duplicate Check” task to your workflow (Screenshot). This task enables duplicate checking for invoices by comparing the current invoice data with all previously uploaded invoices (excluding deleted ones). If a duplicate is detected, an error will be returned. (Screenshot)