ServiceTitan Job Cost Workflow 

What is the Job Cost Workflow and how does it work?

The Job Cost Workflow allows EzzyBills to automatically push expenses (supplier invoices) directly to specific jobs in ServiceTitan.

Expenses can be captured using either the EzzyBills Web Portal upload, Email upload, or the EzzyBills Mobile App.

Once the workflow is enabled and active:

1. Users assign each expense to a ServiceTitan job.
2. EzzyBills automatically generates a Purchase Order (PO) for the expense.
3. EzzyBills receipts the PO and creates both the receipt and the bill in ServiceTitan for the associated job.

Note: To create a bill, the setting “Automatically create bill when PO is received” must be enabled in ServiceTitan enabled ( see screenshot )

Setting Up the Workflow

1. Go to EzzyBills > Workflows.
2. Click Create a new workflow > Create from Templates and select ServiceTitan – Job Cost Workflow (see screenshot ).
3. View the workflow and its associated tasks ( see screenshot ).
4. (Optional) Set this workflow as Active to make it your default workflow.

How the Job Cost Workflow Works

For each bill or expense receipt, EzzyBills processes data using the following steps:

1. Data Extraction: EzzyBills extracts key transactional details from the uploaded document (vendor, date, line items, amounts, etc.).
2. Job Assignment: Assign a job using one of two methods:
   • Web Portal: Navigate to EzzyBills > Dashboard and click the Assign Job link next to the document (see screenshot ).
   • Mobile App: Select a job directly in the EzzyBills Mobile App when scanning a receipt.
3. Purchase Order Creation: EzzyBills creates a PO in ServiceTitan using the extracted expense data.
   • Location and Business Unit fields are inherited directly from the selected job.
   • Both fields can be overridden via EzzyBills Workflow Tasks > ServiceTitan Export > Field Overrides.
4. PO Receipting: You can manually view and receive the PO in ServiceTitan, or configure the PO to auto-receive:
   • Navigate to ServiceTitan > Settings > Purchase Types.
   • Choose or verify a Purchase Type that has Automatically Receive enabled.
   • In EzzyBills, navigate to task settings for ServiceTitan Export and set PurchaseType = "Purchase Receipts" (or the specific name of your auto-receive Purchase Type).

Testing the Job Cost Workflow

Option A: Uploading via the EzzyBills Web Portal

Option B: Scanning via the EzzyBills Mobile App

1. Download and log into the EzzyBills Mobile App.
2. Select a job before or after scanning (or during review if the app setting “Review Receipts” is enabled).
3. If Review Receipts is enabled:
   • Tap the Awaiting Review notification in the app (see screenshot).
   • Open the invoice details, scroll down, select the Job, and tap Submit (see screenshot).
4. Alternatively, manage approvals from the Web Dashboard:
   • Locate the invoice displaying the status Camera Approval (see screenshot).
   • Click the DocID to open the detail page (see screenshot).
   • Select the appropriate Job, then click Save or Approve (see screenshot).