Using existing jobs/accounts as a template

Modified on Tue, 11 Jun at 3:42 PM

If you often have the same set of tasks that need to be completed for any type of job, cost estimate or tax invoice. Save time by creating templates from template jobs or previous jobs, invoices and cost estimates and just update the details.

You can create a template from anything that has this option in the Actions (3 dots) menu drop down as indicated in the image below:

STEP 1: Create the template you want to use

Create a new project/job, cost estimate or a tax invoice.
Add all tasks to the job and or line items to cost estimate/tax invoice.
This is your new template.

STEP 2: Create new item using a template:

1. JOB created from a template

Click on Jobs.
From the "Change View" selector, choose List view
Find the job you want to use as a template.
Hover over job and from the right-hand side Action menu (3 dots) select "Use as a template".
Click on that option to create a copy of the job.
Fill in/ edit the details for the new job:

Name of job
If your job has sub jobs and you wish to include the sub jobs from the template, into your new job select the "include sub jobs" option. This will ensure all of your sub jobs are also included in the new job.
Name of contact.
Company job is created for.
Status of this job
Fill in any other important information.
Attach all relevant documents to this job.
Save.

2. Alternative method: Clone tasks and place cloned tasks in a new job:

Create a new job.
Go to the list view for tasks of the "template" job.
Select all the tasks or relevant tasks.
Click "bulk actions" and then clone and select the new job.

A clone of all the tasks will be created in the new project.

3. COST ESTIMATE created from a template

Click on Finance
Click on Cost Estimates.
Select the list view.
Find the CE you want to use as a template.
Hover over CE and from the right-hand Actions (3 dots) menu choose the option to "Use as a template".
Click on that option to create a copy of the CE.
Edit/ fill in the details for the new CE:

Contact: Contact at the company the CE is addressed to.
Company: The company the CE is addressed to.
Job: The job is CE is associated with.
Owner: Person in charge of the CE.
Title: Give the CE a title.
Tag: A list of comma separated tags to group cost estimates
Issue date: The date the CE is issued.
Delivery date: Date goods will be shipped/ services rendered.
Purchase order: PO number supplied by the company.
Status: See tutorial.
Percentage Billed: Value of CE that has been invoice.
Terms of payment: Create your own payment terms in Settings.
Item Types.
Save

4. TAX INVOICE created from a template

Click on Finance
Click on Tax Invoices
Select the list view.
Find the tax invoice you want to use as a template.
Hover over TI and from the right-hand Actions (3 dots) menu choose the option to "Use as a template".
Click on that option to create a copy of the tax invoice.
Edit/ fill in the details for the new tax invoice:

Contact: Contact at the company the TI is addressed to.
Company: The company the TI is addressed to.
Job: The job is TI is associated with.
Owner: Person in charge of the TI.
Title: Give the TI a title.
Tag: A list of comma separated tags to group cost estimates
Issue date: The date the TI is issued.
Delivery date: Date goods will be shipped/ services rendered.
Purchase order: PO number supplied by company.
Status
Percentage Billed: Value of TI that has been invoice.
Terms of payment: Create your own payment terms in settings (See tutorial: Setting up your accounts module).
Item Types.
Save.