This article gives details and examples of the functions that are available in steps used to create invoices.
Invoices can be created automatically using a step in an Automation Process. An example is using a Job view, and once a job reaches a certain job state an invoice is automatically created, providing efficiencies for your practice.
When combined with other automation steps, such as creating an Invoice and notifying a user there's a draft invoice that requires their review or approval.
Note: A Job is required to create an Invoice.
Create Invoice
The following is an example of a Create Invoice step.
Adding Details to the Steps
Details are added to the steps in the same way as when creating invoices, using the sections in the drawer.
Action in Steps
This section is used to control the invoice details when created.
Date - the date the invoice was generated and is the invoice date. This can be set to Current Date, Month End, or select a date from the calendar. Invoices cannot be backdated.
Note: If Month End is selected, the invoice date will be the last date of the current month. For example if your process runs on the 1st September, the invoice date will be 30th September.
Due Date - by default the automation process is set to Use Rule, where the due date is calculated based on your invoicing rules in Practice Settings. Refer to Managing Practice Settings.
Alternatively you can select a date from dropdown including Current Date, Month End or select a date from the calendar. Note this will apply to all invoices created as part of this process.
Type - the Invoice Type you select will determine whether WIP is applied, and whether it should be invoiced. Refer to Invoicing Overview.
Layout - determines the appearance of the invoice, and whether charged jobs should be displayed on their own separate line, or combined in one summary line. Currently you can only invoice one job at a time with FYI, the Job Description is displayed regardless of the Invoice Layout selected.
Invoice Amount - this defaults with the merge field {{ TotalWIP }} which is used to calculate all current WIP associated with the job. This would be applicable for Progress and Final Invoices.
You can also use Merge Fields to calculate an invoice amount. Refer to Including Merge Fields in Automations.
Description rule - sets the Invoice Description based on the option selected in the dropdown. This can be set to either the Job Description or Job Template description. If the option "Job or Job Template" is selected the process will use the Job Description first, or if not set, then use the Job Template description. Using the option "Use Description Below" will display another field, "Invoice Description", where you can add the description manually.
Set Custom Field - to display a Custom Field on the invoice, select the Custom Field from the drop-down. The field will be added to the drawer where you can select the corresponding value.
Filing in Steps
The Filing section defines how the Invoice is named and filed in FYI.
Name - enter the name of the Invoice. You can use Email Merge Fields in the Filing Name field to populate the Name field when the Invoice is created. For example, "{{ ClientName}} {{ Tax_Year }} Invoice would create an Invoice with the name "Frank Marshall 2023 Invoice". Refer to Including Merge Fields in Automations.
AutoFile - can be "Disabled" or "Enabled".
- When AutoFile is "Disabled", the invoice will be filed using the settings for Cabinet and Category in the process step.
- When AutoFile is "Enabled", the Filing Defaults for the client are used, if available.
These settings are taken from the specific client the step is processed for. Where the client is part of a Client Group, the process ignores whether there is a client for the group set with the Include in Autofile setting (refer to Setting Filing Defaults for a Client).
Cabinet and Categories in the process step are only available if Autofile is "Disabled" and can be set as relevant for the type of document being created by the step.
Filing defaults to "Filed".
If this is set as "Unfiled" it will appear in the "Owner's" In Tray ready for filing.
If the Owner is set in the Workflow section, this is used (refer below to Workflow in Steps).
If the Owner is not set in the Workflow section, it is set as the Owner of the Process.
Workflow in Steps
You can use the Workflow section in the step for information purposes, to set the approval of an Invoice. This is the same as the Workflow section when creating emails and documents. Refer to the section Workflows.
Owner can be used to selected for the owner of the invoice. This can be set to a specific person in your user list, the Job Manager, Job Partner or as a Custom User Role for the Job. Only Custom Fields that have the Type set as "User" are included in the list of what can be selected for the Owner (refer to Custom User Roles).
For a process that is run in the context of a Job, the Manager/Partner/Custom User Role is taken from the Job Details.
If there is no Partner/Manager assigned to the job and the process is creating an invoice, it will add the Process Owner as the Owner of the Invoice created in the step.
Approver can be used to set the Approver of the invoice. This can be set to a specific person, the Job Manager, Partner or as a Custom User Role for the Job. Only Custom Fields that have the Type set as "User" are included in the list of what can be selected for the Approver (refer to Custom User Roles).
For a process that is run in the context of a Job, the Manager/Partner/Custom User Role is taken from the Job Details.
Workflow Status - Setting to “Pending Approval” will add the Invoice to the My Approvals tab in the Home workspace for the relevant approver.
Tasks in Steps
Task is used to create a task for the invoice when the process runs. In the following example, the task is created for an invoice using a Task Template.
Create a Task - click to set this as "Yes" to create a task.
Task Template - select a Template if required. The example above shows a task being created with a task template. After selecting a Template, the key task details prepopulate with Default from template.
Alternatively, update the key details for the task.
Subject - enter a brief subject for the task. This displays in the lists in FYI.
Assignee - can be set as a specific person in your user list. Or this can be set as "Manager" to assign the task to the relative job's manager, or as "Partner" to assign it to the relative job's partner.
- For a process that is run in the context of a Job, the Manager or Partner is taken from the Job Details.
- If there is no Partner/Manager assigned to the job, the Assignee is set as "Unassigned".
Due Date - select when the task needs to be completed as the number of days. You can also set this as 0 (zero) days to make the task due immediately.
Status - this defaults to "Not started". The Status can be changed to "In Progress", so when the task is created, nothing needs to be actioned on it.
Cabinet - if Task Security is set in your Practice Settings, a Cabinet can be selected to add Cabinet Security to the task. This ensures that only users with access to that Cabinet can see the task, for example, for sensitive areas such as HR or performance management. When creating a task, you can select the cabinet. Where a task is automatically created as linked to a document, the task cabinet is inherited from the document created and displayed in the task details. Refer to Managing Practice Settings.
Blocking - when creating a task, you can set Blocking as "On" so that the process stops until a Task created in the automation process is set as "Completed". This could be used, for example, for a Task created in the process to ensure that an invoice created in the previous step(s) has been approved before any other actions in the process are done. When the Task is set as "Completed", the next step in the process commences.
Note: If the process only holds one step, ensure you do not set a task that is created with Blocking as "On" as the process will show as outstanding until the status of the task is set as "Complete".
AutoComplete - This function allows Tasks that have been created by an Automation Process to be automatically set as "Complete" when the selected condition is met. Refer to AutoComplete Tasks.
Details - type the brief details of the task. The assignee can easily display the email to see what the task relates to.
Comments in Steps
Automatic notifications can be defined and triggered as part of process automations using Comments. This ensures that you can create comments to track when invoices are created or any changes to the workflow. Refer to Automation Notifications.
Alter Document
Once the invoice has been created, you can use the Alter Document step to make future updates. For example, once a task has been completed you can update the Workflow associated with the invoice.
Refer to Process Step Details - Alter Document.
