03. Process expenses directly to a job in Simpro

Workflow to use

“Simpro Job Cost workflow”

When to use: If you do not have a PO in simpro for some bills, you can upload them directly the “simpro Job Cost workflow”. This workflow allows you to set the job cost centre. Once set, EzzyBills will create a PO for this job then receipt in this expense.

I. How to create the Job Cost workflow

1. Login to EzzyBills.
2. In navigation bar, click Workflow.
3. Click New Workflow button on your active workflow.
4. Click “ Create From Templates” (Screenshot 1 below), and
5. Select “Simpro Job Cost workflow” (Screenshot 2 below)
6. Click “Create” button.
7. View the newly created workflow

[Screenshot 1]

[Screenshot 2]

[Screenshot 3: the newly created “SIMPRO_JOB_COST” workflow]

(containing the “Assign Job” workflow task)

Notes for screenshot 3:

• as it is not an active/default workflow, you will need to specify this workflow when uploading in Dashboard, or use the special upload email address shown.
• if this is the main workflow that you want to use, you can set it as the “active” workflow.

II. How to use Job Cost workflow?

Upload a purchase invoice

• Email invoice to the special email address for this workflow, or
• login EzzyBills, go to Dashboard > (click) Advanced Upload. Choose the “SIMPRO_JOB_COST” 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 job (this happens during the “AssignJob” work task).

Assign a job

To assign a job, login EzzyBills,

• go to Dashboard, find the receipt/bill, then click on the “assign job” link.
• A new browser window will open up with a form, find the field for “tracking” and choose the Job from a list (which contains all recent jobs. If the Job is not shown, then you can enter the Job using the convention “jobid-costcenterid” (eg. 444308-5650) as the new tracking. After setting the Job and click Save.

The expense will now get exported to Simpro, and assigned to the Job you specified.

Check the receipt created on the job

After the bill is processed to the job, on the Dashboard, the invoice detail for this bill will contains something like this example “Successfully exported invoice to Simpro RECEIPT:2805 INV# 8172/044dkd $128.39 Tax $11.68 on 2025-04-10 (PO:4566) * from BUNNINGS GROUP LIMITED”.

• Click the “Simpro” 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 PO on the job and receipt the PO with the bill. Below are the example

[Example screenshot for DocID 35742606: the PO created in Simpro]

[Example screenshot: the receipt created]

III. How to use phone app to scan receipt, specifying a job

For paper receipts, use EzzyBills Phone App to scan.

Download the phone app and set it up

• Download and install EzzyBills Mobile App. Login with username or password, or using the QR code.
• Click Gear icon to settings: enter “workflow.simprojobcost” in the field of “Alias Name”. Go back to the main screen.

Scan receipts

• Go to the main screen. Click “Scan now“.
• Click the pen icon (or “+”) on the top right, and enter job number in the note (then we will pre-select this job if there is match in Simpro), and
• Scan the receipts. 
• Find the receipts in EzzyBills/Simpro: login to the EzzyBills web portal. Go to Dashboard, or Search/Approve. When the receipt processing is finished, after a few minutes, we will export it to Simpro.