🕰️ Est. Time: 10 minutes
🎯 Goal: Understand the capabilities of moving and Merging data across the platform
🔑 Requirements: Job page access
Sometimes, you might want to combine Expenses into a single Purchase Order, or move a Quote (or maybe even a Phase) from one Job to another. We get it - and we understand your frustration.
In this article, we will dive into what's possible when it comes to combining information and moving your data - and cover workflow suggestions & best practices.
Best Practices
Like any software, there are some things you can set up within your workflows that will support a clean set up and help you avoid needing to move or combine data within your Jobs.
Creating Job Templates
Job templates can help you by allowing you to recreate common Jobs, allowing you to duplicate an entire project, and then amend it to suit based on your clients needs.Creating Master Items/Expenses
Creating Master Expenses and Items allows you have a library to pull into Jobs across your account - allowing you to pull in common Expenses into Jobs or Purchase Orders, or add common Items across Jobs. You can also utilise these in your Templated Job setups.Retainer workflows
One of the more common workflows we see is wanting to merge multiple Quotes across projects into a single Invoice - for example, for monthly retainers, or when a larger project is broken down into multiple smaller Jobs. You can see the suggested workflow for this use case in our Retainers without the Headache webinar (📹 Time Stamp: 2:18).
Combining your data
Quotes
Combining multiple Quotes into a single Invoice isn't supported, however there are some flexible and effective ways to achieve the same result:
Invoice using the Job Plan
Since everything in Streamtime starts with a Job, building your Quotes from the Job Plan sets you up nicely. When it comes time to Invoice, you can simply use the Job Plan to capture the full scope of the Job in one go - even if multiple Quotes were created along the way.Invoice using a Blank Invoice
If your Quotes differ from the Job Plan, you still have plenty of control. By creating your Invoice using the 'Blank Invoice' option, you can pull together the relevant Items or Expenses from across your Quotes, or you can tweak an Invoice created from the Job Plan to suit your needs.
💡 Adding labels to your Invoice that reference the original Quotes is a great way to keep everything clear and is best practice for reporting workflows.
Multiple Expenses > PO
When it comes to merging multiple Expenses into a single PO, we have a handy workaround to keep things efficient!
Suggested approach:
If you have regularly used PO's made up of multiple Expenses, you can add them to a Job Template in Streamtime. From there, simply duplicate the Job and choose to bring your PO's along into the new project - saving time and keeping things consistent!
Or, if you have multiple less common Expenses that you want to create a single PO for, start by creating your PO in your Job, and add your Expenses into it from the start!
To Do’s
To Do's that have not yet been Invoiced can be easily moved between Jobs using Batch Actions!
💡 Batch Actions will automatically enter a queue once actioned, so whilst you won’t see this happen immediately, it will run in the background
What if I have invoiced my To Do?
Once invoiced, a To Do stays linked to its Job. This helps maintain accurate financial records and ensures reliable reporting.
Moving things between Jobs
Quotes & Invoices
In Streamtime, Quotes and Invoices are designed to stay connected to their original Job. This helps keep everything secure, accurate, and reliable from both a platform and financial reporting perspective.
Suggested approach:
Duplicate your Job (or create a Template for common Jobs) - by doing this, you can carry across the Quote or Invoice, whilst keeping everything neatly structured as its own standalone Job.
PO’s and Expenses
Because every Job in Streamtime is its own self-contained workspace, Expenses and PO’s are created and managed within that Job.
Suggested approach:
Use Master Expenses to quickly recreate Expenses and PO’s across different Jobs
Set up Job Templates to duplicate commonly used Jobs and save time
Items & Phases
Items and Phases are built directly within each Job and are closely tied to the Quotes and Invoices associated with them.
Suggested approach:
Use Master Items to pull in common deliverables
Create Job Templates for repeatable projects, so you can duplicate entire projects with minimal effort
Take advantage of Streamtime’s memory for previously used Phase names - just start typing and select from the dropdown to quickly rebuild your structure