Features

Invoicing Overview

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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, the Invoice Type you select will determine whether WIP is applied, and whether it should be invoiced, written off or carried forward. 

  • 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.

  • Interim - creating an interim invoice does not apply any WIP or write on/offs. Instead, once approved a negative time entry will be created to reduce the WIP balance. Interim invoices are typically used for pre-payments.

    Invoices raised in Xero will synchronise to FYI and create Interim Invoices when a matching Client and Job in FYI is found. Once the invoice is approved, a negative time entry will be created in FYI. These negative time entries cannot be deleted.

    Invoices will not be imported if the invoice was dated before the practice enabled FYI as the Primary Source. 

  • 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".

  • Disbursement - used to invoice disbursements only. Time entries are not available to be invoiced on a Disbursement invoice.

Refer to Managing Job States 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

The Invoice Layout defaults to layout selected in the Job Template, and this can be changed when creating the Invoice. Refer to Managing Job Templates.

The Detailed Layout will display each Job Description on a separate line. The Summary Layout will display a single line on the invoice. Selection will depend on the level of information to be included on the invoice. 

Note:  An invoice description can only be changed in FYI for invoices in the draft status.  Once an invoice has been approved in FYI, any changes to layout or description must be made in the practice's Xero Ledger.

Invoice Email Address

When invoices are approved in FYI and synchronised to Xero, the email address on the Client - Summary tab will be sent to Xero to be used as the invoice email address.

However, if practices wish to use a separate email address for invoices, a Client Custom Field can be used instead. The Custom Field must be configured as follows:

  • Applies to must be selected for Client.
  • The Type set to Email.

Refer to Managing Custom Fields.

Once the Custom Field has been created, it will need to be selected in the Invoice Settings. Refer to Managing Invoices Settings. The separate email address can then be updated for clients from the Client - Custom Fields tab.

If a Client Custom Field has been selected in the Invoice Settings, but an email address has not been entered into the custom field for the client, the email address on the Client - Summary tab will be used.

Disbursement Layout

The Disbursement Layout is selected when creating an invoice, and defaults to the Summary option. Refer to Create an Invoice.

When the invoice is synchronised to Xero Ledger, the Detailed Layout will display disbursements as individual lines on the invoice and the WIP lines for Jobs will be reduced by the disbursement amounts. If Summary is selected, Disbursements will be included in the WIP for each job.

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
Draft in Xero

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
Xero

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
FYI

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 will return to the Submitted status.

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, reducing the client's outstanding balance. 

Once voided, all Time & Disbursement entries allocated to the Invoice will return 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 
FYI

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.

Invoices can be resubmitted in bulk from Practice- Invoices or individually from the Invoice drawer.

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.

 

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