Billing & Workflow Job Templates

Job Templates ensure that jobs are always created with a consistent format across the practice, and save time by removing the need to manually configure fields each time a user creates a new job. 

For each template, users can configure the Invoice Layout, Description, Custom Fields, and the Chart of Accounts information when costs are synchronised to Xero. An FYI Admin or a user in a User Group with permissions enabled for Templates can create Job Templates.

Note: Practices moving to Elite will be able to create Draft Job Templates when configuring their Practice Settings. If your Practice Management Source is set to Xero Practice Manager, existing Job Templates are managed in XPM, not FYI. Refer to the Job Templates section of Xero Practice Manager Synchronised Fields.

For more on creating and managing templates, refer to Managing Job Templates.

Creating a Billing Job Template

To create a Job Template, follow the instructions in the article, Creating a Job Template, ensuring you select the Billing Type. 

Creating a Workflow Job Template

To create a Job Template, follow the instructions in the article, Creating a Job Template, ensuring you select the Workflow Type. 

When creating a Workflow Job Template:

• You will be able to link your Workflow Job Template to the applicable Billing Job Template(s). Multiple Billing Job Templates can be selected.
  Note: Currently all Billing Job Templates will display, including Archived. This will be resolved in a future update, to display only active Billing Jobs.
   
• The Xero Organisation option is not displayed. When a Workflow Job template is created, it will automatically inherit the Xero Organisation from the Billing Job selected.

Displaying the Job Templates List

1. Select Practice Settings and then select Jobs.
2. Click the Templates tab to display the list of Job Templates.
   

Editing Billing and Workflow Job Templates

1. From the Job Templates list, click on a template to open the Update Job Template drawer.
   
2. Update the fields as required and click Save. Changes will only apply to new Jobs created using the Template. 
    
3. For Workflow Job Templates, to remove links to Billing Job Templates click the 'x' next to the Billing Job Template. To link to additional Billing Job Templates, select the Template from the drop-down.

Archiving or Deleting Billing & Workflow Job Templates

Where Billing and Workflow Job Templates have been linked, they cannot be Archived or Deleted. The Workflow Job Templates will need to be unlinked from their respective Billing Job Templates to be archived or deleted. Refer to Managing Job Templates for details on archiving and deleting Job Templates. 

Assigning a Job Template to a Job

When creating a Job, you can select a Template to automatically populate the fields in the job drawer. Refer to Create a Workflow Job.

For existing Jobs, you can select a Template from the Job Summary tab by editing the Job Details. Refer to Job Summary.

Viewing Job Templates on the Jobs List

The "Template" column can be easily added to the Jobs List for sorting and filtering jobs by template. Refer to Adding, Removing, and Moving Columns in Lists.