Billing & Workflow Job Templates

Elite Only.png

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 the fields each time a user creates a new job. 

For each template, the user can configure the Invoice Layout and Description, Custom Fields, and the Chart of Accounts information when costs are synchronised to Xero. 

Job Templates can only be managed in FYI by practices on the Elite plan where FYI has been selected as the Practice Manager source. Refer to Practice Management Sync. An FYI Admin or a user in a User Group with permissions enabled for Templates can create Job Templates.

Note: If integrated with Xero Practice Manager, Job Templates are managed in XPM, not FYI. XPM Job Templates will not be displayed in this list. Refer to the Job Templates section of Synchronising Clients, Staff, Jobs, Time, Tax Returns with Xero Practice Manager.

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

Where practices use a fixed fee setup, Billing and Workflow Jobs can be used to monitor and track tasks within a Billing Job. For example, there could be one annual Billing Job for a Client Group covering all services for that group. Within the Billing Job, Individual Workflow Jobs would be created for the interim jobs for the year, such as the BAS and GST for each quarter. Refer to Workflow Jobs

Billing and Workflow Job Templates can be set up in the Job Templates List to ensure Jobs are created consistently by users.

Creating a Billing Job Template

  1. Select Practice Settings and then select Jobs.
  2. Click the Templates tab.
  3. From the Job Templates list, click the +Add button to open the Create Job Template drawer.
  4. Select Type for your Job Type options to display and select the Billing Type.

    3238_Create_Billing_Job_Drawer.gif
  5. Follow the same steps outlined in Creating a Job Template to create your Billing Job Template.
  6. Click Create.

Creating a Workflow Job Template

  1. Select Practice Settings and then select Jobs.
  2. Click the Templates tab.
  3. From the Job Templates list, click the +Add button to open the Create Job Template drawer.
  4. Select Type for your Job Type options to display and select the Workflow Type.
    3239_Create_Workflow_Job_Drawer.gif
  5. Link your Workflow Job Template to the applicable Billing Job Template(s).
    Note: You can link a Workflow Job Template to multiple Billing Job Templates.
    3240_Link_Workflow_Job_to_Billing_Job.gif
  6. Follow the same steps outlined in Creating a Job Template to create your Billing Job Template.
  7. Click Create.

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.
    2887_Job_Templates_List.gif

Editing Billing and Workflow Job Templates

  1. From the Job Templates list, click on a template to open the Update Job Template drawer.
    3241_Edit_Workflow_Job.gif
  2. Update the fields as required and click Save. Changes will only apply to new Jobs created using the Template. 
    • For Workflow Job Templates, you can remove links to Billing Job Templates by clicking the 'x' next to the Billing Job Template.
    • For Workflow Job Templates, you can link to Billing Job Templates by selecting the Billing Job 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 the Jobs Lists.

Was this article helpful?
0 out of 0 found this helpful