03.1 Process contractor expenses directly to a job in SimPro

Summary

When to use: Use the SimPro Contractor Job Cost workflow when the cost is labour/contractor-related, not materials.

The key difference is that this workflow is built for Contractor Job Cost documents, while the standard Job Cost workflow is for material costs and uses a PO flow instead.

Workflow to use

“Simpro Contractor Job Cost”

I. How to create the Contractor Job Cost workflow

1. Login to EzzyBills.
2. In the navigation bar, click Solution.
3. Search for “SimPro Contractor Job Cost” in the list of Solutions available (screenshot)
   Please note: This workflow is for E10 subscriptions and above
4. Click “Merge Solution” if you’d like to add this to your current array of workflows
   Otherwise, if you’d like to create a completely new set of workflows, click “Activate“
   If you’d like this workflow to be set as your active workflow, please indicate so on the navigation panel (screenshot)
5. View the newly created workflow on your Workflows tab (screenshot)

II. How do I use the Contractor Job Cost workflow?

Upload a document

• Email invoice to the special email address for this workflow (find this in the Workflows tab), or
• Login to EzzyBills, go to Dashboard > (click) Advanced Upload. Choose the “Simpro Contractor Job Cost Workflow” workflow, upload a file by drag/drop or select.

After the invoice data has been extracted, the invoice will be waiting for you to assign a contractor and a job to this document (this happens during the “Assign Job” work task).

Assign a job

To assign a job,

• go to Dashboard, find the document, then click on the “assign job” link.
• A new browser window will open up with a form:

1. Find the field for “Contractor” and choose the correct contractor
2. Find the “Tracking/Job” and choose the Job from the list (which contains all recent jobs
   Please note: If the Job is not shown, then you can enter the job using the convention “jobid-costcenterid” (eg. 54510-12000) as the new tracking (screenshot)

• After setting the contractor and the job, click Save.
• The document will now be exported to SimPro assigned to the particular job selected for the specific contractor

Check the receipt created on the job

After the document is processed to the contractor job, on the Dashboard, the invoice detail for this bill will contains something like this example: “Successfully exported Contractor JOB COST to Simpro CONTRACTOR:xxx INV#xxx $xx.xx Tax $xx.xx on dd/mm/yyyy (CO:xxx) from xxxxxxxx“

• Click “SIMPRO” on the dashboard or “Go to Simpro” link on the document
• This will take you directly to the receipt created in your SimPro if you have already logged into SimPro in the same web browser.
• Or you can directly go to the job in Simpro

EzzyBills should have created a contractor invoice on the job and added an attachment with the invoice.
See the example below:

[Example screenshot for the EzzyBills upload: the contractor invoice created in Simpro]