Changelog
Follow up on the latest improvements and updates.
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new
Expense Management
New! Export Expense Transactions to Quickbooks Online
🔗 What’s New
You can now export Workyard Visa Debit Card transactions directly to QuickBooks Online (QBO).
Approved expenses—including receipts and job or cost code allocations—can be pushed into QBO instantly. You can also mark eligible transactions as billable, making invoicing in QBO faster and easier.
💡 Why This Matters
- Eliminate manual data entry between Workyard and QBO
- Speed up month-end close with fewer reconciliations
- Improve accuracy of expense categorization
- Keep project costs clean and up to date
- Turn expense tracking into effortless client billing
- Maintain real-time financial reporting without extra steps
🛠️ Get Started
- Go to Expenses → Accounting.
- Connect to QuickBooks Online (if you haven’t already).
- Select your Workyard Business Checking Account in QBO.
- Choose the transactions ready for export and send them over.
new
Smart Forms
New! Location & Timestamp Automation in Smart Forms
We’ve added a powerful new enhancement to Smart Forms - you can now record location and/or timestamp data for any question in your form, including photo uploads.
This gives your team reliable, automated context for every response, making it easier to validate work completed onsite, confirm when inspections occurred, and maintain accurate, auditable records.
What’s new
- Enable Location and/or Timestamp collection on any question type
- Automatically record this metadata at the moment a worker answers the question
- For photo questions: metadata captures when the photo is taken or uploaded
- View all captured metadata in the form submission
- Clear fallback states if location or timestamp can’t be captured
Why it’s useful
- Provides trustworthy proof-of-work for safety checks, jobsite documentation, deliveries, and inspections
- Reduces disputes and improves auditability with transparent, verifiable data
- Ensures consistent location/time capture without extra steps for the field team
- Works seamlessly across all question types, not just photos
Try it today
Open any template in the Smart Form Builder, choose a question, and toggle on Capture Location or Capture Timestamp in the settings panel.
Preview the behavior, publish, and start collecting richer, more accurate data instantly.
new
Smart Forms
New! Calculation Formulas for Smart Forms
We’ve launched five new Calculation Formulas to help automate some common calculations directly inside your Smart Forms - no spreadsheets needed.
New Calculation Types:
- Equipment & Material Cost Calculations
- Volume Calculations
- Distance Travelled (Mileage Logs)
- Labor Cost Estimation
- Invoice / Billing Calculations (with Markup)
Why it’s useful:
- Totals are calculated automatically - no manual math or external sheets needed
- Perfect for cost tracking, T&M jobs, and field measurements
- Fewer data entry errors, and keeps calculations visible and auditable
➡️
Try it today:
Add a Calculation Formula in your template and choose the type that fits your workflow.📘 Learn more here:
Calculation Formulas
new
Projects
Smart Forms
New! Smart Forms in your Project view
You can now view all Smart Forms submissions directly inside each Project - making it easier for teams to stay organized, track field documentation, and monitor progress in one place.
With this update, all form submissions, grouped by form name, related to each project will appear in a dedicated Forms tab.
➡️
Try it today:
Open any Project, click on the Forms button on the top right of the screen, and see all related form submissions, grouped by form name.improved
Time Clock Rules
Manual & Default Options for Project Time Tracking
You now have more flexibility when setting up rules for your team assigns time to projects, thanks to the new option to switch between manual and default project selection modes.
What’s New
You can now choose a manual mode for project/time assignment, giving teams more control at clock-in.
Previously
- Default project/cost code selection was only available for Kiosk Clock Ins
- There was no way to disable auto-defaulting projects based on geofence proximity.
What’s Improved
With this update, teams can:
- Disable automatic project selection based on jobsite proximity and enforce a manual selection
- Set specific default projects or cost codes when clocking in
These changes provide tighter control over how time is tracked, reduce incorrect assignments, and make the system more adaptable to different workflows
new
Pro Plan
Enterprise Plan
Starter Plan
Expense Management
Meet Workyard Expense Management. Smarter spending for every job site.
We’re excited to announce the launch of the Workyard Expense Visa® Debit Cards— a smarter, simpler way to manage field expenses.
Now you can issue Visa® debit cards to your team with built-in spend limits, merchant restrictions, and receipt compliance, all from the same Workyard app your crews already use for time tracking. Every purchase is automatically tagged to the right project and synced with your accounting system, giving you real-time visibility into where every dollar goes.
With Workyard Expense Visa® Debit Cards, you can:
- Prevent overspending with live controls on what, where, and how much can be spent
- Capture receipts and project tags at clock-out — no more chasing paperwork
- Track every material, fuel, and other purchases by job in real time
- Sync expenses directly to accounting for instant reconciliation
And the best part? Workyard Expense Visa® Debit Cards are included with your Workyard plan, at no extra cost.
improved
Scheduling & Tasks
Notifications for Notes on Scheduled Tasks
We’ve added a simple but powerful boost to team communication. Whenever someone adds a note to a scheduled task, task assignees and watchers will get notified automatically—so context isn’t lost, and work keeps moving!
new
Smart Forms
New! AI Translation in Smart Forms
We’ve added a powerful new AI Translation feature in our Smart Forms product - making it easier than ever to instantly localize your smart forms into multiple languages.
You can now auto-translate all form fields, labels, and descriptions into your chosen language - no manual entry or external tools required.
Whether your teams work in English, Spanish or Portuguese, you can ensure consistency and accuracy across every form.
How to enable AI Translation:
- Open your form in the Smart Form Builder.
- Navigate to the Translations tab.
- Select the target language (e.g., Español or Português).
- Click Auto-translate all - and watch your form instantly update with AI-generated translations.
- Review, edit if needed, and hit Apply to finalize.
You can preview translations in real time, switch languages seamlessly, and publish multilingual forms to your field teams in seconds.
new
Time Clock Rules
Pro Plan
New! Verify Clock Outs with Facial Photos
We’ve introduced a new feature that allows clock outs to be verified with facial photos. When team members clock out, they can be prompted to capture a photo to confirm it’s really them completing the clock out.
How to enable clock out facial photos:
- Go to your settings > Company > Time > Time Clock
- Select the rule group you'd like to apply the setting to
- Open Time Tracking Settings
- Choose whether to capture facial photos for clock ins, clock outs, or both by toggling the options on
new
Smart Forms
New! Smart Forms Template Library
We’ve launched the Smart Forms Template Library - a fast, searchable way to discover, preview, and quickly create forms that your team needs most.
Choose from 200+ forms, covering trades like Electrical, HVAC, and Earthwork, along with essential use cases including Daily Job Reporting, Vehicle Inspections, and JSAs.
How to get started in 3 steps:
- Open the Templates tab in Smart Forms.
- Find and select a template using the search bar or category filters, then click Use Template.
- Edit and publish the form in the Form Builder - it will appear in your My Library.
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