Hi guys, Welcome to this video.
Here I'm going to be taking you
through how to use labels on tasks in WorkflowMax.
Now, this is a very powerful part of the system
because it gives you the ability to break
down tasks further than just the task name.
So what we're going to do in this example here's that
I am going to take you through
the process of quoting a job
and then we'll capture time of the job and then invoice it,
but we're using tasks labels all the way through.
You can see how powerful they are.
And also touch on job templates as well
because we can speed up the creation of the tasks
using job templates.
So we'll jump in now
and I'll take you through how all that works.
Ok, so let's create a new job
and we'll do the job for Adam Tainui
and we'll just call it, will give it a site address, that's 35 High Street.
Let's skip over all this.
I'll give it a due date,
then hit save.
Ok, so now what I'm going to do is,
I'm going to create a quote for this,
- new quote
and then we add our tasks.
The task we're going to add is design
and then
let's say that we’re going to do ten hours here
and this is going to be planning.
Then we'll add another task
called - again it's going to be design.
This would be 25 hours
and this will be a concept design.
Then the last one, let's call it design,
it's just going to be ten hours
and we'll call it
meetings.
So what we're effectively doing is we've got design as a task
but we've broken it down to three stages.
You can have multiple, we could create more,
rather than just design you might have a bunch
of different phases but you guys can
figure out how that's going to work for you.
But these are three tasks there.
If I go on do the quote, and if I go issue and print,
we choose
quote summary.
So what it has done is, it actually printed out all three phases
but if I jump into this quote here,
just going into the document.
So we jump here.
I don't know but we get in the document design now.
If we go to custom templates
then choose our quote summary,
there is a tick box here,
this is group similar tasks into a single line.
So if I tick that box,
then hit save,
if I refresh this quote now,
so what it does is,
it combines them to just be design
and it's got the form out there
and it gives you a
list of all of the different phases there.
Now we can go a step further and in your document design,
you can get it, so it only shows the
task name and not the label.
So all we'll see is design
and then all these labels won't even show
because those labels are going to be internal for your time.
We take you through how to do that in the document design module,
I'm not going to run through that right now
but there is a way to do it.
What you're doing is you're removing rather than saying
it will have task name, you can
have it so it just is the task and it doesn't have the label.
So it's very easy to do once you have a look at that, our document design module.
Alright, so what that would be saying is design
and then from there, if we go back to
our quote, we're going to accept this quote.
It's going to apply that to the job.
Now we can start capturing our timesheets against this.
So let’s go and add a couple of timesheets in here.
Let's go, Rubes works on planning,
he has five hours here
and then I'm going to do
seven hours
on concept design.
Cool.
So we're starting to capture our time now
and we can go and have a look in here.
If we go to financial
and then go to
the financial summary on the job.
You can see that we've broken design down,
remember the client only saw design as a task
that we've quoted, they only saw the format.
But what we're doing is, we've got the ability to break it down a bit further for our internal
reporting purposes.
Now let's go and send an invoice.
So if we go back to the job
and we can send an invoice either on quote or actual time
and cost, it depends on what sort of job it is
if this was an estimate, you'd probably be billing
on your actual time and costs,
but if this was fix quote,
you'd probably be building a portion of the quote
or doing a progress invoice.
So it depends on what type of job,
to keep things simple here, I'm just going to do a time and cost invoice
assuming this was an estimate.
So I am gonna go to new progress invoice
and then I'm going to use actual time and costs,
bring that through;
then it'll bring out the two tasks I've put time to.
These two here,
now if I go and hit approve and print.
Don't worry about that message
it's just because the demo is not connected to Xero.
Let me just do that again.
Print the invoice
and if we choose the invoice summary,
you see it's broken them both out
but I jump back into my invoice summary,
I am gonna group these tasks.
So group some of the tasks into a single line
like that,
hit save.
If I refresh this now,
cool and there's your invoice and obviously, if we go and redesign
this invoice template to not have the label on it,
you would just see design and the total
amount that we are charging for design.
Of course, this is just the summary invoice.
You can have the time and rate show also.
So that's how you use labels.
Now I want to show you a way to do this--
create these quotes a little bit faster because what we
did is, we went and created manually typed out what those phases are.
So if I go to settings,
it does take a little bit of time to set these up,
but once it's done, it's done
and we're going to do a... I go to job settings
and then come over here into
our
job templates.
So I'm going to create a job template called
design
planning.
So I go design - planning
and I'm going to only create one task on this which is going
to be called
design.
The label is planning,
then hit save.
And I'll set that up for all the different...
so you come up with a task list, everything
that you work on.
So you create all your tasks and your database
and then what you do is, you create the corresponding
templates for each of these.
So now I've set that up.
If I go and create a
new quote,
rather than selecting task and then having to type out
the label each time,
I can just apply the template.
I'll show you how you do that.
So when you go - new quote,
choose the client.
Let's call it example quote for now; next.
Alright, so rather than going new tasks,
what I can do is, I can come up here and go apply additional templates.
Then what you do is, you'd have all your different templates set up here,
so you have design and planning and you'd have
design concept design and design admin and design meetings, all
of that and then you'd go into, you know, so every task that you want to have a breakdown for
you do it like that.
Then if I hit save,
what it does is it applies
that with the label already to the job.
So it's going to really speed up the creation of my quotes.
So that is labels, how I'd use labels in the system
and the fastest way of doing that
if you have a defined set of tasks with labels,
the best thing to do is go and create all
those job templates where you create the job template with the name and a label,
that's the name of the template
then you go and use the...
so then you apply the task to that template and the label.
And when you're doing your quoting or setting up jobs,
rather than selecting tasks,
you select them by going options > apply additional templates
and then you choose them all from those templates there.
So I hope you found this valuable.
I'll see you guys in the next video.