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EzzyBills User Guide

Read job tracking & account code from email body

Use email alias “JOBINBODY”

In order for EzzyBills to read actual email body data to get job/tracking or GL code data, you will need to use email alias “JOBINBODY“. Email bills/receipts to ##.JOBINBODY@ezzybills1.com, where ##@ezzybills1.com is their normal EzzyBills upload address.

An email upload example (screenshot below):

  • the email address contains “.JOBINBODY” (case insensitive),
  • and job/GL data in the body.

Set up keywords for data extraction

Login to EzzyBills, click Workflow, click “Extract” workflow task in the middle box, and copy the text below in the setting text box.

Setting text example 1 – below (single tracking data + GL): to extract one job data and the GL account code. Note: you need to replace “Job” and “GLCODE” with the actual ones that your customer is using.

{
   "extra_keywords":[
      {
         "name":"keywords_job1",
         "keywords":[
            "Job"
         ],
         "weight":0.0,
         "exclusive":true
      },
      {
         "name":"keywords_glcode",
         "keywords":[
            "GLCODE"
         ],
         "weight":0.0,
         "exclusive":true
      }
   ]
}

Setting text example 2 (single track data + GL): this one is to allow double keywords, “Job”, and “Jobs”. You can even use triple keywords or more if necessary. Note: keywords are not case sensitive.

{
   "extra_keywords":[
      {
         "name":"keywords_job1",
         "keywords":[
            "Job",
            "Jobs"
         ],
         "weight":0.0,
         "exclusive":true
      },
      {
         "name":"keywords_glcode",
         "keywords":[
            "GLCODE"
         ],
         "weight":0.0,
         "exclusive":true
      }
   ]
}

Setting text example 3 (double track data + with no requirement of account code): in this example, you have two Xero tracking categories: “Region” and “Machine”.

The email text is like

Branch: North

Machine: Digger 009

or the email text like,

Location: Brisbane North

Machine: Digger 009

{
   "extra_keywords":[
      {
         "name":"keywords_job1",
         "keywords":[
            "Region",
            "Branch"
         ],
         "weight":0.0,
         "exclusive":true
      },
      {
         "name":"keywords_job2",
         "keywords":[
            "Machine"
         ],
         "weight":0.0,
         "exclusive":true
      }
   ]
}

We will extract the tracking and GL account code data, and export to your account software, such as Xero. See an example bill in Xero – screenshot below

How to avoid using the email alias?

To avoid using email alias, such as “JOBINBODY”, you can set this alias in Workflow as the “Default Email Alias” in your active workflow and thus avoid using it. (This also works for other aliases, such as “sale”, and “purchase”.

Caution: make sure you understand that this may apply to all of your email uploads, regardless to whatever workflow the document is emailed.

Step1: Login EzzyBills, go to “Workflow“. You will see the active workflow in the middle box.

Step 2: select the “Start” workflow task,

Step 3: Copy this text setting below, or from the instruction under the Task Details.

{
  "state": 101,
  "keywords": [
    {
      "name": "DefaultEmailAlias",
      "value": "JobInBody"
    }
  ]
}

Step 4: scroll down the page and paste the text in the setting text box and click “Save”.

Note that:

  • You should set the “Default Email Alias” on the “Active Workflow” only.
  • When invoice files are sent to EzzyBills by email as file attachment, generally we only process the invoice files, not the email body. With the email alias, “SaveEmail“, the email body is converted to a PDF file and sent to Xero/QuickBooks with the bill. We do not extract any information from the email body.
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