02. Single-line Job Cost Workflow to WorkflowMax

EzzyBills simplifies the process of assigning costs to specific jobs in WorkflowMax (WFM) by offering a “Job Cost: Single Line” workflow. This feature allows you to export bills as single-line costs directly linked to a specific job in WFM.

How to Set Up in EzzyBills

(i) Access Workflow Settings

• In EzzyBills, go to Workflow from the main menu.
• Find the default WorkflowMax workflow and click View/Edit. (Note: If you need the default workflow, you can duplicate it and modify the new workflow)

(ii) Edit setting for workflow task “WorkflowMax Export”

• Click the Settings icon on the WorkflowMax Export task and copy the text below and paste it in Setting box. Click Save Settings.

• Here is the text that need to be copy into the setting box on the screenshot above.

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

Advanced Settings

1. Other task settings for “WorkflowMax Export”

You can browse all the available settings during the Step ii above.

For example, for the export layout, you have multiple “CostLayout” options to choose from to customize data export WorkflowMax. The “Cost Name” data field can be

• Default: invoice number + approval note (screenshot – the supplier name is displayed there, but not part of the “Cost Name”)
• IncludeSupplier: invoice number + approval note + supplier (useful when billing this cost to your client)
• ReplaceDescriptionWithNote: first line of approval note, and the remaining lines of approval notes will be in the “Cost Note” data field, which is visible when editing the cost line. Screenshot

2. If your workflow includes “Xero Export” task

Edit settings for workflow task “Xero Export” following the step 2 in this linked page

3. If you need to assign a Xero tracking to the bills, following all other steps in this linked page

Upload Bills & Assign Jobs in EzzyBills

1. Upload and Process Bills

• Go to the Dashboard and upload a bill, either by selecting a file from your computer or emailing it to your unique EzzyBills email address.

• Once uploaded, EzzyBills will extract the data, and a new document tile will appear on the Dashboard. 

2. Assign Job and Approve

• In the Link column, click Approve (Screenshot).
• On the approval screen, choose a job from the Job Tracking field (populated from WFM). Modify any invoice details if needed, then click Approve. (Screenshot)

The bill will be exported to WFM as single-line costs linked to the selected job. You can find the corresponding cost line on the job in WFM.