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Set up XPM jobs from the proposal editor
Set up XPM jobs from the proposal editor

Learn how to set up XPM jobs from the proposal editor to suit your practice's needs.

Pat Kuo avatar
Written by Pat Kuo
Updated this week

If you have connected XPM to Ignition, you can choose to:

  1. Set up XPM jobs directly on the Automation step within the proposal editor, OR

  2. Set up XPM jobs separately in the new Workflow tab to suit your practice's needs.

Let's learn about the differences between the two.


The Workflow Wizard (Automation step)

When you reach the Automation step, you will be greeted with a wizard.

You can select how you’d like to structure this proposal:

  • One workflow per proposal (select this to create 1 job in XPM - recommended!)

  • One workflow per project (select this to create multiple jobs in XPM)


General Settings

In the General Settings section, you will be able to:

  • Enter a custom Job Name & Job Description

  • Select a Job Category and set a Job Budget (NEW!)

  • Select the Partner and Manager for this workflow

  • Select the Staff members to be assigned

Please note that the Job Name and Job Description will be automatically populated with your proposal name and list of services in the proposal, respectively. However, you can change this at your discretion!

Job Category and Job Budget

  • The Job Category field allows you to group different jobs together for more detailed reporting.

  • The Job Budget field allows you to set a simple estimate or budget for the job from Ignition which eliminates a manual step after the job has been created.


Templates

In the templates section, these should already be populated providing that you have linked your Ignition service templates to your XPM job templates.

Here, we now have the ability to:

  • Add job templates

  • Remove job templates

There is also a smart info box that suggests any missed templates based on the services that are currently within the proposal.

Clicking any of those templates will automatically add them to the Workflow Templates field.


Automatically deploy workflows

With this toggle, you have the option to choose whether workflows are deployed automatically by the system or deployed manually on a proposal-by-proposal basis.

This setting currently defaults to ON.

If togged ON, then workflows will be deployed automatically one day before the job's start date. (Note: If your Recurrence section is set to start On Acceptance, the job will be deployed when the proposal is accepted by your client. Please see Recurrence section below for more info!)

If toggled OFF, then workflows will NOT be deployed automatically. You will need to manually deploy workflow in the client’s Workflow tab.


Recurrence

This section allows you to set the job recurrence - either One Time or Recurring, as well as any delays and the total job duration.

This is very similar to the function of a Billing Rule in the Services step.

📣 Please note that jobs are now created one day before they start. 📣

If your job starts On Acceptance of the proposal, then the job will be deployed immediately. However, if you have a delay set to the Proposal Start or if you have the job starting on a Specific Date, the system will deploy it one day before the start date.

This means that you will have much clearer visibility and clarity over which job to begin and assign next.

Ignition will always create the current or next job, plus 1 more job in the future if it is recurring.


Client Billings

Choose how this proposal groups invoices in the Automation step within the New Proposal Editor.

❗️ IMPORTANT NOTE❗️

This setting defines how the client's invoices will be grouped in Ignition and Xero, which will impact how invoices are allocated in XPM.

At this point in time, we are able to define and assign billings at either a Client level or a Proposal level.

  • Client level - all the invoices under that particular client will be imported and synced to the nominated job in XPM.

  • Proposal level - invoices on a specific proposal will be imported and synced to a specific job in XPM (meaning you can have multiple billing jobs per client).

Please note: You can always change the billing grouping/invoice reference later by editing the active service. Learn how to edit active services in this article.


Workflow guides:

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