04. Process contractor invoices to Simpro

Overview

You have created a work order for a contractor job. When the work is complete and the contractor has emailed their invoice to you, you forward the invoice to EzzyBills. EzzyBills automatically matches the invoice to the corresponding work order in Simpro, and automatically records the invoice against the work order and hence the job.

Workflow to use

“Simpro Contractor Workflow”

I. Enable Simpro Contactor workflow

Log in EzzyBills, click “Workflow“, and click “New Workflow“. Choose Create from Templates and then ‘Simpro Contractor Workflow’ from the options. Click Create.

You can choose to “Set as Active workflow” on the workflow list page if contractor invoices are all you will upload to this EzzyBills account. But more likely it is not so, and you this workflow’s email address (displayed beside the workflow name) to upload contractor invoices.

II. Upload contractor invoices and let EzzyBills match to a work order in Simpro

You can now upload contractor bills to this workflow above by emailing them to this workflow email address.  EzzyBills will

• extract the contractor order number from the invoice and other invoice data, then
• create this invoice linked against this order in Simpro and attach the invoice PDF.

Example:

In this example we will create a contractor order for a job then receipt in the bill for that contractor order via EzzyBills

1. Create a job: in Simpro, go to Jobs and click “New Service Job”  (an example screenshot). Now a new job has just been created.
2. Create a new contractor Order:
   • Open the Job, click on Cost Center List. If a cost center is not already added, add a new one(Screenshot). 
   • Click on the cost center you added. Under the Cost Center tab, go to Contractor > New Contract Work Order (Screenshot)
   • A pop-up will appear. Select the Contractor and Employee from the options (Screenshot).
   • Fill in the required details in the pop-up and click Save (Screenshot). Once saved, the new contract work order will be created.
3. Upload the Contractors invoice to the EzzyBills Contractor Order Workflow (via email, or login – the drag/drop the file if it is the active workflow).

EzzyBills will process it immediately. In a minute or two, you will see the status of this invoice on EzzyBills dashboard.

• If the contractor order number is on the invoice and was extracted correctly by EzzyBills, this bill will be exported to Simpro on the matching work order.  
• If the contractor order number is not on the invoice, you will see error message like “CheckContractorOrder failed …”. The message shall explain the reason of failing. click the “modify” link to enter the order number manually and click “Save”. EzzyBills will then retry. 
• If the contractor order number is on the invoice, but was not extracted correctly, please email the DocID to support@ezzydoc.com to add a learning rule.

     4. The invoice will be exported to Simpro like this:

How the cost centre is determined?

The cost center is determined based on two sources

• the Account Code data on the invoice: it is either 1) set using the task “Set Invoice Details” on the workflow (screenshot below), or 2)set during approval

• the Account Code data on the Work Order (if the above data is not available on the invoice)