03. Multi-line Job Cost Workflow to WorkflowMax

EzzyBills makes managing expenses across multiple jobs in WorkflowMax (WFM) easy by using the “Job Cost: Multi-Line” workflow. This feature allows you to export bills and assign individual line items to different jobs in WFM.

How to Set Up in EzzyBills

(i) Access Workflow Settings

• In EzzyBills, go to Workflow from the main menu.
• Find the default WorkflowMax workflow and click View/Edit. (Note: If you need the default workflow, you can duplicate it and modify the new workflow)

(ii) Edit the setting for workflow task “WorkflowMax Export”

• Click the Settings icon on the WorkflowMax Export task and copy the text below and paste it in Setting box. Click Save Settings.

• Here is the text that need to be copy into the setting box on the screenshot above.

{
  "state": 130,
  "keywords": [
    {
      "name": "ExportAs",
      "value": "CostPerLine"
    }
  ]
}

(iii) Edit the setting for workflow task “Xero Export” (Follow step 2 in this linked page)

(iv) following all other steps in this linked page if you need to assign a Xero tracking in addition to the WorkflowMax job to the bills,

Upload Bills & Assign Jobs in EzzyBills

1. Upload and Process Bills

• Go to the Dashboard and upload a bill, either by selecting a file from your computer or emailing it to your unique EzzyBills email address.
• Once uploaded, EzzyBills will extract the data, and a new document tile will appear on the Dashboard. 
• In the Link column, click Approve

2. Assign Jobs and Approve

When approving a document in EzzyBills, you have two options for assigning jobs based on your requirements:

Option 1: Assign a Job to the Entire Invoice

• In the Link column, click the Approve button (Screenshot).
• On the approval screen, choose a job from the Job Tracking field (populated from WFM). Modify any invoice details if needed.
• Click Approve.

[Screenshot: Job Assigned to the Entire Invoice]

The bill will be exported to WFM as multi-line costs linked to the selected job. You can find the corresponding cost lines on the job in WFM.

Option 2: Assign Jobs to Individual Line Items

• In the Link column, click the Approve button.
• On the approval screen, click Show Table to display the line-item details extracted from the invoice.
• For each line item, select a job from the Job Tracking field (populated from WFM). Modify invoice details for specific line items if needed.
• Click Approve.

[Screenshot: Assigned Jobs to Individual Line Items]

The bill will be exported to WFM as multi-line costs linked to the selected jobs. Each line item will be recorded under the assigned job, and you can view the corresponding cost lines within the job in WFM. Below is a screenshot of one of the assigned cost lines.

In the EzzyBills Dashboard, you can view the job number assigned to either the entire invoice or individual line items.

The bill will be exported to WFM as multi-line costs linked to the selected job(s). If you assigned a single job to the entire invoice, the total cost will appear under that job in WFM. If individual jobs were assigned to line items, you can find each item’s cost under its respective job in WFM.