Invoices can be created directly in FYI or can be added as a step as part of a process automation. Creating invoices in FYI improves efficiency for practices and provides full visibility of a client journey all the way through to invoicing.
Invoicing is available for practices on the Elite plan with FYI set as the Practice Manager source. Refer to Practice Management Sync.
Invoice Type
When creating an Invoice, there are three different types of invoices that can be selected. The Invoice Type you select will determine whether WIP is applied, and whether it should be invoiced, written off or carry forward.
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Progress - when selecting a progress invoice, you can bill some or all current WIP on the job and have write on/offs applied. Any remaining or additional WIP will remain active for future billing and will not be written off. This is the default Invoice Type that appears in the Create Invoice drawer.
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Interim - when creating an interim invoice this does not apply any WIP or write on/offs. The invoice amount will add a negative amount to the WIP. Interim invoices are typically used for pre-payments.
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Final - typically used at the end of a job where all remaining WIP is invoiced and any write on/offs are included. Once invoiced, the job state would then be set to "complete".
Refer to Managing Job States (Beta) to ensure the Lock Time & Disbursements setting is applied to relevant job states. This prevents additional time and disbursement entries from being created for the job.
Invoice Layout
Currently, as you can only invoice one job at a time with FYI, the Job Description is displayed regardless of the Invoice Layout selected. In the future, FYI will support the ability to display invoices in either a Summary or Detailed format.
Invoice Status
| Event | Invoice Status | Displays | Details |
| Create Invoice in FYI | Draft | FYI |
The initial status of an invoice when created in FYI. The Invoice is not yet approved. Submitted Time & Disbursement entries can be allocated to the Invoice and once the invoice is created, they are set to the Locked status. |
| Approve Invoice in FYI |
Approved then |
FYI Xero |
When the Invoice is Approved, the invoice in FYI will show the "Approved" status until the Invoice has been synchronised to Xero. Once the invoice has been synchronised and created as a draft in Xero, the Invoice Number is assigned and the Status is updated to Draft in Xero. A copy of the draft invoice is displayed in FYI. All Time & Disbursement entries allocated to the Invoice are set to the Invoiced Status. |
| Approve Invoice in Xero | Awaiting Payment | Xero FYI |
The Invoice has been approved in Xero and sent to the client via Xero for payment. The Invoice status is updated and the final invoice is displayed in FYI. Note: changes to the Invoice Date and Due Date in Xero will sync to FYI. |
| Invoice is Deleted in FYI |
Deleted |
FYI |
Only invoices with the status of Draft or Draft in Xero can be deleted in FYI, and will only be displayed in the Invoice List when "Show Deleted and Voided Invoices" is enabled. Once deleted, any time & disbursement entries allocated to the invoice return to the status Submitted. |
| Invoice is Voided in FYI | Voided |
FYI |
Once an invoice is sent to Xero and marked as "Awaiting Payment" it cannot be deleted. Instead, it can only be voided, which reduces the client's outstanding balance. Once voided, all Time & Disbursement entries allocated to the Invoice are returned to the Submitted Status. Note: Interim invoices will be updated to 'Deleted' status. |
| Invoice is Deleted in Xero | Deleted |
Xero |
The Invoice has been deleted, and will only be displayed in the Invoice List when "Show Deleted and Voided Invoices" is enabled. Once deleted, any time & disbursement entries allocated to the invoice return to the status Submitted. |
| Invoice is Voided in Xero | Voided | Xero FYI |
Once an invoice is approved in Xero and marked as "Awaiting Payment" it cannot be deleted from FYI. Instead, it can only be voided, which reduces the client's outstanding balance. Once voided, all Time & Disbursement entries allocated to the Invoice are returned to the Submitted Status. |
| Invoice is Paid | Paid | Xero FYI |
The client has paid the invoice and the status is updated to Paid. The Paid Date and Paid Amount columns are updated in FYI. |
| Credit Note created in Xero | Paid |
Xero |
The invoice has had a credit note applied and the status is updated to Paid. The Paid Date is updated in FYI. |
| Invoice does not Sync to Xero | Sync Exception | FYI |
The status of Sync Exception indicates an issue with the Invoice or Xero connection. From Practice - Activity, the issue will be visible with the 'Action Required' Status. Users can click 'Resubmit' to sync the invoice to Xero. |
| Create Invoice in Xero | Invoice Status from Xero |
Xero FYI |
If the client name matches in FYI, the invoice will sync to the client. If the client name does not match in FYI, the invoice will sync to 'Archived Client' in Practice - Invoices. The invoice can be updated to the correct client using the Invoice Drawer. |
