Plan: Not Available: Intermediate, Pro Available: Elite
Users: Not Available: All users Available: FYI Admins or User Group permissions
Practice Management Source: Not Available: Xero Practice Manager, APS, Iris, MYOB AE & AO, CCH, MYOB Practice Management (formerly GreatSoft) Available: FYI
After upgrading to the Elite plan, Standard Jobs can be converted to Workflow Jobs. This process is typically used when needing to bill another entity. Refer to Job Type Overview.
In this situation, we would recommend setting up a new Billing Job, used as the main job for the client. Refer to Creating Jobs. The current Standard Job could then be converted to a Workflow Job, a sub-job linked to the new Billing Job.
Important: The Unbilled WIP Import must be completed and reconciled before converting Standard Jobs to Workflow Jobs.
Standard Jobs can be converted to a Workflow Job:
- Individually from the Job Workspace.
- In bulk, using Jobs Bulk Update.
- Within an Automation step, using the Update Job step.
After converting the Standard Job to a Workflow Job, invoices will be allocated to the Billing Job.
The following article explains how to manually convert Standard Jobs to Workflow Jobs. Practices can also perform this in bulk. Refer to Automatically Bulk Update Job Type from Standard to Workflow Job.
Job Workspace
Standard Jobs can be converted to a Workflow Job on an individual Job basis.
- Open the Job Workspace by clicking on the Job in a Jobs list, for example from the Job - Summary tab. Refer to Job Summary.
The Job Type column can be filtered to easily display Standard Jobs only.
- Click the Edit Job icon.
- From the Type drop-down, select Workflow. A warning will be displayed that changing the Job Type cannot be reversed.
- In the Billing Job field, select the job to link the Workflow Job to.
Billing Jobs will be displayed depending on the Practice Setting Show Jobs by Client:- Show jobs by client is ticked - only the jobs for the specific client are listed.
- Show jobs by client is not ticked - all jobs for all clients in the Client Group are listed. If the client does not belong to a Client Group, only the jobs for the current client will be displayed.
- Update any other fields as required.
- Click Save.
Jobs Bulk Update
Multiple Standard Jobs can be converted to Workflow Jobs using the Job Bulk Update function and selecting Type "Workflow". Refer to Editing Jobs using Bulk Update.
When using the Jobs Bulk Update to convert a Standard Job to a Workflow Job, consider the Job Type selection in the list. Only Standard Jobs can be converted to Workflow Jobs. If a Billing Job or Workflow Job are selected in the List Filter and the Bulk Update is performed, a warning message will display in the Automation - History tab. Refer to Editing Jobs using Bulk Update.
When selecting the relevant Billing Job for the Workflow job, the Billing Jobs will be displayed depending on the Practice Setting Show Jobs by Client:
- Show jobs by client is ticked - only the jobs for the specific client are listed.
- Show jobs by client is not ticked - all jobs for all clients in the Client Group are listed. If the client does not belong to a Client Group, searching for a Billing Job will return matches for all clients.
When the Bulk Update has run successfully, the Job Activity will display the new Workflow Job number.
Update Job Process Step
Multiple Standard Jobs can be converted to Workflow Jobs using the Update Job step in a process. Refer to Process Step Details - Creating and Updating Jobs.
When creating a process to convert Standard Jobs to Workflow Jobs, consider the Job Type selection in the List View Filter. Only Standard Jobs can be converted to Workflow Jobs.
If a Billing Job or Workflow Job are selected in the List Filter and the process is Run, a warning message will display in the Process - History tab. Refer to Process History and Activity.