Home / BAS Agent's Blog / [Blog Series] How we use Jetpack Workflow: Part 1 – why we chose Jetpack Workflow

[Blog Series] How we use Jetpack Workflow: Part 1 – why we chose Jetpack Workflow

If you’re a regular reader of our blog, you’ll know that we use Teamwork as our go-to project management software……….well, we did. We don’t anymore.

We’ve discovered Jetpack Workflow. Yep, it’s true, we’ve jumped ship.

Nothing against Teamwork – we still love you and think you’re awesome but it’s become a case of “it’s not you, it’s me” and sadly, we had to break up with you and here’s why….

We actually left Teamwork about 18 months ago. We didn’t want to write this blog until we were 100% sure Jetpack Workflow was the right choice for our practice. We’re sure now. There are a few key reasons why we moved away from Teamwork.

Why we moved from Teamwork to Jetpack Workflow

Although our experience of Teamwork was a very positive one, the one thing that wasn’t working for us was the invoicing of time to our clients. The time records saved by Teamwork were exceptional and very detailed, however, in order to relay this time into client invoices, we had to manually raise each invoice, copy and paste the data into the invoice and then send the invoice. While this process was okay when we were a very small practice, with rapid client base growth, it was quickly becoming unsustainable. We were using Saasu for our practice accounting at the time and unfortunately, Teamwork did not integrate with Saasu, so there was no chance of being able to automate our invoicing procedure.

We also use Google Suite for practice email and client CRM and wanted to be able to fully integrate Google with Teamwork to make our client communications more streamlined. While Teamwork did a very good job of this, the integration is limited and not exactly what we needed. We especially wanted client email to be visible inside Teamwork. This was not possible at the time we were using Teamwork. Although the Google connection was important to us and something we really wanted, making our invoicing more automated was the more pressing issue, so we continued to do our research in that regard.

After some research, we discovered that OneSaas, a platform that acts as a link between various softwares, could assist in helping Teamwork “talk” to Saasu, but after trial and error (more error than anything!), we gave up on this option as it just didn’t work very well. We also tried Zapier, a similar platform to OneSaas, but found the results to be less than favourable.

We went back to Teamwork and discovered that there was the ability for Teamwork time to be exported to Quickbooks Online (QBO). So, we made the decision to stop using Saasu and move to QBO because automating our invoicing process was very important – we were spending many hours on invoicing each fortnight and knew this had to stop! Sadly, we discovered that while it is possible to export the time out of Teamwork to QBO, this process was in itself manual. This wasn’t really what we wanted – we were looking for a fully automated process to save us much-needed time. We wanted the time and work descriptions to push through to QBO without any extra input from us.

The decision was made to look further afield and see if we could find a task management software that integrated with QBO and offer automated “time-push” and also our much-desired Google Suite integration. We really didn’t want to leave Teamwork because we had spent many hours setting it up for our practice and knew that many more hours would be required to set up a new platform. However, the invoicing issue was just too annoying to ignore – we knew we had to leave. We tried various software over several months such as Harvest, Mavenlink, Accelo, BlueCamroo and Wrike. While most of these offered some form of QBO and Google integration, none of these were 100% satisfactory. Then we discovered Jetpack Workflow.

Jetpack Workflow is a cloud-based software written especially with accountants in mind. That said, the platform works equally well for bookkeepers too! We gave Jetpack a go mainly because if offered all of the features we were looking for, especially the ability to “automagically” send time accrued and task descriptions across to QBO. It also offered Google Suite integration [yay!]. The time/description push to QBO is done quietly in the background, not requiring any extra steps from us – exactly what we were looking for! At invoicing time, it is a simple matter of opening a new invoice for the client in QBO and voila, all of the time accrued and work descriptions appear line by line – so easy. If needed, we make a few adjustments, change a few words etc., but generally this isn’t necessary. This feature has saved our practice 3 hours a fortnight in regards to our invoicing procedure. It is literally a life-saver!

While Jetpack Workflow certainly answered our invoicing woes issue and desire for integration to Google Suite, the platform also offers many other desirable features for bookkeeping practices and we will review those in part 2 of this blog series.

I’d like to finish this blog by impressing upon readers that Teamwork is still one of our all time favourites. It is a wonderful task management software and worth looking at if you’re at a point where task organisation is required for you and your team. It just didn’t work for us re the invoicing side of things but it may work for you. I will say also, that Teamwork is much “prettier” than Jetpack Workflow (our opinion) and offers other useful features not yet offered by Jetpack. Jetpack does have a little way to go re features and user experience, we’ll be honest there. However, so far we are impressed and it’s working for us. We’re sure it can only get better with time.

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