Automated invoice and expense tracking [0:00:44s]
It’s amazing how far technology has come in helping businesses manage invoices over the last decade—it’s definitely evolved! Apps like EzzyBills make handling supplier invoices a breeze, especially when paired with other tools like accounting software and job management software.
In this Tech Talk we are joined by Elise to discuss how tradies are using EzzyBills to automate their expense tracking.
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Evolution of Job Cost Management [0:02:10s]
A common headache for tradie businesses is capturing job costs related to labor and materials. Labor tracking has been easier than managing supplier invoices, but the old days of manually logging invoices are gone! Remember how businesses used to drop off shoe boxes full of receipts to their accountant at tax time? Now, tools like EzzyBills automate the whole process.
We have found a bit of a niche with the job and project management, space and pushing costs directly onto those jobs to be able to have accurate visibility of expenses.
Elise from EzzyBills
The Evolution of Customer Expectations for billing [0:04:24s]
EzzyBills has carved out a niche in job and project management spaces, differentiating itself from competitors by focusing on direct cost visibility within jobs. Today’s clients want more than just quotes or invoices—they’re asking for full automation and visibility into job costs. Accurate expense tracking has become a top priority for businesses, and with EzzyBills, this is made simple and straightforward.
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Importance of Compliance and Data Management [0:06:36s]
It is extremely important to make sure your tradie business is compliant, especially when it comes to keeping copies of supplier invoices within your accounting system. Integrating job management systems with accounting packages streamlines workflows, making it easier for businesses to manage their operations effectively.
Like anything in business, it's weighing up"What's the return on investment?" If we're gonna spend this money on this piece of software, what's the improvement? What's the benefit that we're going to get, and when you break it down into the amount of time that's spent on doing manual data entry or managing manual processes, approval processes, it is diabolical how much money and time you can save.
Clinton from TradiePad
Features of EzzyBills [0:07:43s]
From snapping a photo to dragging and dropping documents or even emailing them, Elise outlines the various ways users can submit invoices to EzzyBills. Plus, it’s got a great approval process, where managers can review expenses before payments go out. It’s perfect for businesses of all sizes, offering a strong paper trail that’s essential for audits.
For smaller businesses (15-20 staff), this system is a game-changer, as it automates processes, saving time and money. EzzyBills integrates with most popular accounting packages like Xero and QuickBooks, as well as multiple job management systems like Simpro, Ascora, WorkflowMAX and more, making life easier for tradies everywhere.
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Workflow Integration and Automation in Job Management [0:11:46s]
We compare the workflow integration with job management systems like Ascora, WorkflowMax, and Simpro, highlighting their similarities and differences.
Clients are set up with an EzzyBills email address to streamline the process of sending receipts directly into job and project management software. A secondary workflow is established for overhead expenses (e.g., rent, utilities) that do not require integration into project management software. The Ezzybills integration reduces manual processes by automating data entry across job management systems and accounting packages.
Labor is expensive and just getting more expensive. So I know, as tradies, you definitely don't want to be sitting in an office entering data. You want to be out there doing the things that you do and leave that heavy lifting to our software. It'll give you more time to get out to the client jobs and do your work.
Elise from EzzyBills
Case Study: How Technology Transformed a Electrical Business workflows [0:15:01s]
Clinton shares a real-life example of a Sydney-based electrical business that switched from Tradify to Ascora as their project needs grew. Initially using Tradify was simple but became inadequate as the business expanded; they required better project management and reporting capabilities.
It also ment they could integrate Ascora and Ezzybills to help reduce time spent manually entering supplier invoices, especially with the app that lets workers capture receipts instantly in the field. This change not only saved time but also improved visibility into job costs, allowing the business to make better decisions based on profitability.
The implementation of a job management system combined with EzzyBills was life-changing for the business owner, emphasising the balance between work and family life by reducing admin hours.
It's given them so much more confidence and visibility over the projects that they're doing and the reporting data that they're getting and being able to use that data to make decisions around which projects they take on and which projects are making the most money. And it's just it's all about the data these days.
Clinton from TradiePad
Streamlining Approval Processes [0:19:05s]
It is common for smaller businesses to often delay setting up structured approval processes, but starting early is the key to scaling smoothly.
EzzyBills offers up to five levels of approval workflows tailored to your businesses specific needs, ensuring clarity in financial operations, even for teams as small as two to five staff.
Automated tools provide necessary checkpoints in purchasing decisions, allowing managers to maintain oversight while still empowering staff to work independently. Having an approval step helps to make sure that all purchases are checked before being charged against jobs, enhancing visibility of spending practices.
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Importance of Visibility in Expense Tracking [0:23:42s]
Expense tracking is a big deal for tradie businesses, and keeping visibility over staff purchases is crucial. It’s common for Tradie businesses to have staff that will purchase tools or materials for a job that needs reimbursement.
Custom workflows can be set up in EzzyBills to manage these reimbursements efficiently, particularly through integrations like WorkflowMax by Blue Rock. This helps keep all costs allocated against the project in your job management systems.
Best practice for accurate job costing is to log individual purchases as they come in rather than just total amounts from supplier statements. Each purchase should be recorded as a transaction with a supplier invoice to ensure proper reconciliation at month-end.
In trades and construction, having a clear line-item breakdown of purchases is invaluable to improving financial reporting. EzzyBills helps to capture individual purchases, making month-end reconciliations simpler and more accurate.
Yes, it's helpful to know that, you know you spent a hundred dollars at Reece last Tuesday. But it's even more helpful to actually have a breakdown of the fact that you bought a toilet and a wrench, and whatever and that's a double benefit of having not only the individual invoices, but also those line item details.
Elise from EzzyBills
The benefits of Organised Accounting Systems [0:27:47s]
It is really important for all tradies today to be using a cloud-based accounting systems like Xero or QuickBooks.
Storing all your documents in one place makes audits easier and reduces the risk of lost or damaged paperwork. With EzzyBills, everything is centralised, giving businesses peace of mind when tax season or an audit rolls around.
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Streamlining Workflows with Job Management Systems [0:31:07s]
Combining job management systems with accounting packages is so powerful foir any business. Cross-checking purchases between these systems ensures that all costs are accurately logged, which is critical for proper invoicing. This process builds confidence that every expense is captured accurately, crucial for invoicing clients correctly.
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The Role of Bookkeepers in Business Efficiency [0:33:21s]
Many business owners manage their own bookkeeping, but there are many benefits of hiring a professional bookkeeper to handle financial tasks.
Bookkeepers can help with anything from basic data entry to high-level compliance work, giving business owners more time to focus on growing their business rather than getting bogged down by financial tasks.
There’s often fear regarding the cost of hiring bookkeepers; however, they offer various services tailored to different needs. Businesses can choose how involved they want their bookkeeper to be, with options for higher-level compliance work or complete management of bookkeeping tasks.
Having a professional specialist that's doing it properly and doing it efficiently and effectively, and can take that off your off your plate so that you can focus on what you do best. Or maybe even takes it off your partner because your partner doesn't enjoy doing it, which is typically what we hear!
Clinton from TradiePad
Easy Bills Demo [0:36:17s]
Elise wraps things up by showcasing EzzyBills new UI and mobile app. The platform is super intuitive and makes uploading invoices as easy as snapping a picture, dragging and dropping, or forwarding an email. AI-driven features like OCR ensure that the invoice data is processed quickly and accurately.
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EzzyBills Mobile App [0:43:35s]
The mobile app allows easy receipt management by letting staff in the field scan receipts using a QR code linked from a PDF.
Users can upload scanned receipts directly through the app, which then appear as waiting for review in the system shortly after submission.
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AI Integration in Invoice Management [0:45:29s]
Elise talks about how EzzyBills uses AI to automate repetitive tasks, like automatically adding missing delivery fees to invoices. AI is changing the game, not just for invoicing but for all kinds of business processes, and EzzyBills is at the forefront of this technology.
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Ready to see how EzzyBills can streamline your invoicing and expense tracking?
Contact TradiePad today to learn how EzzyBills integrates seamlessly with your existing job management systems and accounting software. Plus, mention our EzzyBills Tech Talk to get an extended 4-week free trial!
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MEET THE SPEAKERS

Elise Loterman - EzzyBills Partner Manager
Elise Loterman is the Partner Manager at EzzyBills, a leading automation software company specialising in seamless integration with accounting and job management systems. With a strong background in partnership development and customer success, Elise excels at building strategic alliances and delivering innovative solutions that drive business efficiency.