Import work orders to Simpro
PDF and email work orders, imported for you
A managed service for bulk work order import. Customers email their work orders to your Formpiece inbox, and each one becomes a Simpro job or quote, with the site found or created and the PDF attached. No retyping, whether the work order is a PDF or the email itself. We can set it all up for you, or you can build and manage your own imports in the dashboard.
Import work orders to Simpro
One work order, start to finish.
A customer emails a work order. By the time anyone opens Simpro, the job is already there. Every step takes something off the office's list.
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Open the email and save the PDFSent to your inbox.
Every inbox has its own email address. Customers send work orders straight to it, or your office forwards them. Nothing to log in to.
Fromorders@harbourproperty.exampleToAshgrove work ordersSubjectWork order 48213, heat pump repairPDFWO-48213.pdf -
Read it for the order number, site and datesThe work order is read.
A parser built for that customer's work order knows where the order number, site, dates and description sit, in the PDF or in the email itself.
Work orderHarbour Property GroupOrder no.48213Site14 Ashgrove Rd, CoburgDue17 Oct 2026 -
Find the site, or add itThe site is matched, or created.
The way each customer names a location is mapped to your existing Simpro sites. A new site is added only when nothing matches, and you can be told when that happens.
Locations · Ashgrove work ordersCoburg unit 3Coburg DepotHarbour Property, PrestonPreston OfficeMatched: Coburg Depot -
Check it isn't in Simpro alreadyDuplicates are caught.
Turn on the order number check and an order already in Simpro for that customer is found instead of created twice. You choose whether it is left alone or updated.
Rules · Ashgrove work ordersCheck existing jobs for Order Number / CustomerOrder 48213 in SimproNot foundCreate the job -
Create the job and fill it inThe job or quote is created, your way.
Customer, project type, status, stage, salesperson, manager and tags come from the inbox. A service template can add its cost centre and items to every new one.
Simpro Defaults · Ashgrove work ordersCustomerHarbour Property GroupProject TypeServiceService templateHeat pump repair -
Attach the work order to the jobThe paperwork goes on the record.
The work order PDF is attached to the Simpro job or quote. Add the original email and any other attachments if you want them there too.
SummarySettingsAttachmentsLogs -
Chase the ones that failedProblems come to you.
If a work order can't be processed, the people you choose get an email with the order number and what went wrong. The inbox shows the result of every email.
Subject48219 Error with work order"message": "Site not found"
"path": "Site"
"value": "Preston unit 9" -
Nothing left to do
Job 20431 is in Simpro.
Customer, site, dates, cost centre and the work order itself, ready to schedule.
Summary
Service: Heat pump fault, unit 3
Order no. 48213
Simpro Import + Simpro booking form
From work order to booked visit, without a phone call.
Pair Simpro Import with the Simpro booking form and the tenant books their own time as soon as the job exists, under the same rules as every other booking.
Work order arrives
Emailed to your Formpiece inbox, as a PDF or in the email.
Job created
The Simpro job, site and site contact are created from the work order.
Booking link generated
A link for that job is created automatically, with the expiry you set.
Geosearch planTenant gets the link
Saved to the Podium contact or the Simpro job, where your own SMS or email picks it up.
Tenant books a time
They open the link and book against the existing job, using the booking form's rules.
The site contact, not the office
Pick the site contact or the customer contact on the work order as the person making the booking. They need a mobile or an email on file.
Your rules still apply
The tenant books through your Simpro booking form, so availability, service areas and booking limits are yours, not theirs.
Tidy afterwards
The link can be removed from the Simpro job or Podium contact once a booking is made, and can be set to work once.
The property manager emails a work order
Formpiece reads it and creates the job in Simpro
The tenant gets an SMS with their booking link
The tenant picks a time, under your booking form's rules
The Simpro job is updated with their preferred time
No phone calls. No back and forth.
Managed or self-serve work order import
We set it up. You forward the emails.
Every customer lays out a work order differently. So each one is set up from a real work order of theirs, not from a form you fill in and hope. Rather run it yourself? Everything we use is in your dashboard.
Send us real work orders
A few PDFs or emails from each customer who sends them, exactly as they arrive.
We build the parser
The fields tagged, cleaned and mapped to your customers, sites and job settings, then tried against your samples.
Forward and watch
Point the work orders at your inbox address. Every email shows what was found and what it became.
Another sender, another parser
Each inbox uses one parser, so the next customer who sends work orders gets an inbox of their own.
Send the new sample, or edit it
When a customer changes their work order, we update the parser against the new one. Or open it in the dashboard and retag the field yourself.
Manage it yourself
Create inboxes, build and edit parsers, change rules and watch every result in your own dashboard, with your own Simpro connection.
Parsers travel
A parser exports to a file and imports into another account, with a preview before anything is overwritten.
PDF and email work order parsers
Taught each customer's work order.
A parser reads one kind of work order. PDF or email, each field is told where to look and how to tidy what it finds.
Upload a sample and tag the lines: order number, project name and description, dates, site, contacts and totals. If a field has moved a little, the parser scans for its label instead of failing.
Rules read the subject and the body: where a value starts and ends, and what to strip out. Or pass the PDF attached to the email to a PDF parser.
Remove, add before or add after text, strip spaces or numbers, and turn a response word into a due date a set number of days out.
Lay out the job's description and notes once, with the values from each work order dropped in, tables included.
Parsers export to a file, and import into another account. An import shows what is new and what overwrites before it does.
- Source and destination
- PDF to Simpro job
- Order number
- 48213
- Site address
- 14 Ashgrove Rd, Coburg VIC 3058
- Due date
- 17 Oct 2026 · Urgent = same day
- Email rule
- Subject to Order number
- Job description
- Heat pump repair, unit 3
- Export
- Parser file
Simpro job and quote settings
Each customer's rules, kept in their own inbox.
What a job looks like in Simpro depends on who sent it. Set the defaults once, and change them when the work order says so.
Simpro defaults
Customer, project type, status, stage, salesperson, manager, tags and a service template, set once for the inbox.
Conditions
If the order number, project name or description equals or includes a value, change the project name, status, stage, tags, notes, response time or template for that work order.
Locations and response times
Map the location and response words a customer uses to your Simpro sites and response times.
Work order import inbox
Every work order, on record.
It reads like an email inbox. Open any message and see what was found in it and which Simpro job it became. Anything Simpro rejected is listed with its message.
Work order 48213, heat pump repair
WO-48213.pdf
| Simpro results | |
|---|---|
| Simpro Job | 20431 New |
| Simpro Site | 3318 Updated |
| Extracted fields | |
|---|---|
| orderNo | 48213 |
| siteAddress | 14 Ashgrove Rd, Coburg VIC 3058 |
| dueDate | 17 Oct 2026 |
| projectDescription | Heat pump fault, unit 3 |
Extracted fields
Every value read from the work order, listed beside the job it created, so a wrong parse is easy to spot.
Errors in Simpro's words
When Simpro refuses something, the message is kept against the email rather than lost.
The email, always there
The message and its attachments stay in the inbox to open and download.
Work orders, Simpro and your team
The details that make it work.
Enough depth for how your customers actually send work. Without a wall of settings on day one.
Jobs or quotes
Each parser creates Simpro jobs or Simpro quotes, chosen when it is made.
Matched first, created last
Existing sites by name or address, then a Simpro search, and only then a new site. Names and addresses can be uppercased.
Issued and due, worked out
Date issued from when the email arrived, and a due date from the response time.
Site contact on the job
Site and customer contacts created from the work order, with the site contact made primary if you want.
Your own Simpro fields
Text custom fields can be tagged on the work order like any other field.
Public or private
Choose whether attachments added to the Simpro record are marked public.
Cost centres, ready
A Simpro service template adds its cost centre and items to each new job.
Retire an inbox
Archive an inbox that is no longer used. It stops counting against your plan.
Priced on what you import.
A subscription for the service, with usage you can see.
Business PlanImport PDF and Email Work Orders as Simpro Jobs.
$100aud$100$100£75
Billed monthly
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Professional PlanImport PDF and Email Work Orders as Simpro Jobs.
$200aud$200$200£150
Billed monthly
|
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Processed Feeds
Number of successful projects created or updated from incoming feeds.
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1000 feeds / month
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10000 feeds / month
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Attachment Data Transfer
Total size of all files received.
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10GB total attachments received
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50GB total attachments received
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Inboxes
Your plan sets how many active inboxes you can have.
Emails processed
Counted for each work order processed.
Data transfer
The size of the attachments received.
The questions Simpro users actually ask.
How do I import work orders to Simpro?
Send them to your Formpiece inbox. Each inbox has its own email address, and a parser built for that customer's work order reads every email that arrives, finds or creates the site, creates the Simpro job or quote and attaches the work order. Customers can email the address directly, or your office can forward them.
Can it import PDF work orders into Simpro?
Yes. A PDF parser is set up from a sample of the customer's work order, with each field tagged: order number, project name and description, dates, site, contacts and totals. Every PDF attached to an email is read on its own, and the PDF is attached to the Simpro record.
Can it import work orders that are just an email?
Yes. An email parser reads the subject and the body with rules for where each value starts and ends. If the email also carries a PDF, that PDF can be handed to a PDF parser.
Does it create jobs or quotes?
Either. Each parser is made for Simpro jobs or for Simpro quotes, and that choice is fixed once it is saved.
Can it handle work orders in bulk?
That is what it is for. Every email sent to the inbox is processed as it arrives, so a customer who sends a batch gets a Simpro record per work order, without anyone keying them in.
Can tenants book their own visit after a work order is imported?
Yes, with the Simpro booking form. Once the job exists, a booking link for it is created automatically and saved to the Podium contact or a custom field on the Simpro job, where your own SMS or email can send it. The tenant opens it and books against the existing job under your booking form's rules.
Will it create duplicate jobs?
Not if you turn the order number check on. An order already in Simpro for that customer is found instead of created again, and you choose whether it is left alone or updated. It is a setting on the inbox, so it is on only when you want it.
What happens when a work order can't be imported?
The people you list are emailed with the order number and the errors, and the inbox keeps the email and whatever was extracted from it, so it can be fixed in Simpro or the parser.
Can I set up and manage my own work order imports?
Yes. Everything we use is in your dashboard. Create an inbox, build a PDF or email parser from a sample work order, set the Simpro defaults, conditions and rules, and watch the results for every email. Most clients have us manage it, and the dashboard is there whenever you want to look or change something yourself.
What if a customer changes their work order layout?
Send us a sample of the new one and the parser is updated against it, or retag the fields yourself in the dashboard. The rest of your setup stays as it was.
Which Simpro sites does it use?
Your own. The location text on a work order is mapped to your existing Simpro sites. If nothing matches, Simpro is searched by name, and only then is a new site created, with a notification to the people you choose if you want one.
Stop retyping work orders into Simpro.
Send us a few of the work orders your customers email you. We'll show you the Simpro job each one becomes, then you can run it yourself or leave it to us.
