Opening and Editing Invoices

Plan: Not Available: Intermediate, Pro Available: Elite

Users: Not Available: All users Available: FYI Admins or User Group permissions

Practice Management Source: Not Available: Xero Practice Manager, APS, Iris, MYOB AE & AO, CCH, MYOB Practice Management (formerly GreatSoft) Available: FYI

Invoices can be managed directly in FYI, where they can be viewed and edited before they are Paid in Xero.

Opening and Editing invoices is available to FYI Admins and users assigned to a User Group with the Create Invoices permission enabled. User Groups with the View Invoices permission enabled will be able to view invoices, but cannot make any changes.

Changing the details of an invoice depends on the Invoice Status:

Invoices with the status of "Draft" are held only within FYI. Details of the invoice can be viewed and edited from the Invoice Drawer.
Invoices created from FYI, with the status of "Draft in Xero", "Submitted" or "Awaiting Payment" can be unlocked by an FYI Admin or a user with Approve Invoice permissions. Changes made to the invoice will be synchronised with Xero.
Note: Invoices that have both WIP and interim amounts, cannot be unlocked. Refer to Adding an Interim Amount.

Note: When editing an invoice in FYI, if a Xero Tracking custom field is updated, the field will be cleared in Xero when synchronised and must be manually updated on the Invoice in Xero.

Opening the Invoice Drawer

Navigate to the Invoices list from either the Practice, Clients or Jobs workspace. When selecting an Invoice from the list, the Invoice Drawer displays on the right.

The Drawer gives a focused view of all the information, functions, and features that are available for Invoice Type documents.

When the drawer is displayed for an Invoice, you can select another invoice by clicking on it in the list. The drawer stays open and displays the details of the newly selected invoice.

If you have expanded a section in the drawer, the section stays expanded in the drawer for the newly selected email/document.
If you have displayed the Comments pane, this stays open for the newly selected invoice.
You can use the Back button in the drawer to re-display the previously displayed invoice. Refer to Using the Back Button in the Drawer.

Invoice Drawer Details

Invoice Name

For an existing Draft Invoice, the Name displays at the top of the drawer. This identifies the invoice internally and is the name that displays in Invoices and Documents lists in FYI.

To change the Name, click the Name field, make the change and click the Tick icon to save the change (or click the X icon to not save the change).

The default name for all invoices created in FYI, either from the + Create New button or via an automation is:

"Invoice on date - amount"

Details Section

The Details section in the Drawer allows you to make further changes to Draft Invoices by selecting the Edit button. Refer to Update Invoice Drawer.

The invoice can also be approved in this section of the drawer by clicking the Approve button. Refer to Approving Invoices.

Click Save after updating the invoice details to save the changes.

Viewing and Selecting WIP

To view the WIP entries associated with the invoice, edit the invoice and click the Job Name link beneath "Selected Jobs".

The Add Time window will open and display a list of submitted Time and Disbursements. For Disbursement Invoice Types, Time entries will be hidden, and only Disbursements will be available to select. Refer to the articles in Managing WIP for more information.

Filing Section

The Filing section in the Drawer displays filing information for the selected invoice. You can add or change this information to re-file it in FYI.

Field	Details
Client	For an existing Invoice, you cannot change the Client. The Invoice will need to be deleted or voided to invoice a different client, refer to Deleting and Voiding Invoices. When creating an Invoice in FYI (with the + button in the menu bar), once the client has been selected, the fields that display will depend on whether Invoice Filing Defaults have been set, and a Cabinet has been selected automatically. Refer to Managing Invoices Settings
Cabinet	As relevant, select the Cabinet or change the default that has been added. When an invoice is created, by default it will be filed to the Cabinet and Categories based on your practice filing settings. Refer to Managing Invoices Settings. When the Client and Cabinet have been selected, further defaults and options display. For example, some or all of the following will display, depending on the Client and Cabinet selected. Categories - the filing Categories for the Invoice, such as Year and Work Type. The Category options that are available are filtered according to the Cabinet selected (refer to Conditional/Filtered Categories in Managing Categories). The Categories selected control the options that can be selected and the order in which these display in the drawer. Tags and Keywords- If the selected Cabinet has been enabled for this feature, you can create or select Tags and/or enter one or more Keywords to use as additional categorisation and to use when searching for the document. Refer to Tags and Keywords. If the Cabinet is changed, the fields will be refreshed, and you will need to re-select the filing options for the Invoice.
Job	The Invoice will automatically apply the Job selected to be invoiced for filing purposes. This cannot be changed once the Invoice is created. The Invoice will need to be deleted or voided to invoice a different job; refer to Deleting and Voiding Invoices.

Other Sections in the Drawer

When opening an existing Invoice, the information displays in sections in the drawer as detailed below.

Tasks

If any tasks have been created for that invoice, they are displayed in the Tasks section. You can also add a new task from this section. Refer to Displaying Tasks from an Email or Document and Adding a Task to an Email or Document.

Time

The Time section shows any time that has been recorded for the document. You can add time that relates to the invoice by clicking Add Time. Refer to Time Overview.

Workflow

The Workflow functions in FYI allow Invoices to be managed through their lifecycle. Refer to the section Workflow.

Activity

The Activity section shows the automatic log of invoice creation, approval, and link to the Practice Xero Ledger. The Activity will also display changes made to key fields of the invoice in both FYI and Xero and includes the date and time of the activity and the name of the user who completed it. Activity will be displayed for all users, not just the current user viewing the Invoice Drawer.

Recent Documents

The Recent Documents section in the Drawer is a list of the 10 most recent emails and documents created for the client. You can click on an invoice, email, or document in the Recent Documents section to open it in the Drawer.

Comments

Comments can be added to an invoice by any team member. These can be used to add any notes and also allow team members to collaborate on an invoice. Refer to Adding Comments and Notifying Team Members.

Using the Tools at the Top of the Drawer

At the top of the Drawer are the tools Add Task, Add Time, Starred, Support Assistant and Copy Doc Link.

Click the Add Task icon to add a new Task for the selected Invoice. Refer to Adding a Task to an Email or Document.
Click the Add Time icon to add time information. Refer to Time Overview.
You can mark an Invoice as Starred, or Unstarred with the Starred icon in the Drawer. This allows you to mark specific invoices that you personally want to be able to access easily. Refer to Starred Documents.
Click the Support Assistant icon to launch the AI-powered Support Assistant, or to send a Support Request. A link to the invoice will be included automatically to provide additional context to your query.
Click Copy Doc Link to create a Doc Link to the Invoice and send this to any internal team member. Refer to Copying, or Inserting, and Opening a Document Link.
Note: The Copy Doc Link in the drawer copies the link so the Invoice Drawer opens.

Update Invoice Drawer

Edit an Invoice

If you are updating a 'Draft' Interim Invoice, refer to Opening and Editing Interim Invoices.

To edit a "Draft" Progress or Final invoice:

Open the Details section of the Invoice Drawer.
Select View and click on Edit.
The Update Invoice drawer displays to allow for any further changes to be made to the invoice.

Unlock an Invoice

Invoices with the status "Draft in Xero", "Submitted", or "Awaiting Payment" can be unlocked.

Note: Invoices that have both WIP and interim amounts cannot be unlocked. Refer to Adding an Interim Amount.

To unlock an invoice:

Open the Details section of the Invoice Drawer.
Select View and click on Unlock.
The Update Invoice drawer displays to allow for any further changes to be made to the invoice.

For any invoice that has not been paid in Xero, the Date, Due Date, Layout, Invoicing Amount, and Custom Fields can be edited. For Progress, Final and Disbursement invoice types, Selected Jobs can be used to make changes to Time and Disbursement allocations as required.

Note: Once an Invoice is created, the following fields are not editable. The invoice must be deleted and a new invoice created if changes are required. Refer to Deleting and Voiding Invoices.

Client
Job
Invoice Type
WIP Date

Field	Details
Invoice Number	Assigned to the Invoice after it is approved in FYI and synchronised to Xero.
Status	Indicates whether the invoice is in Draft, has been Approved, Draft in Xero, Awaiting Payment, Deleted, Voided, Paid and any Sync Exceptions. Refer to Invoicing Overview.
Xero Ledger Account	Displays the connected Xero Ledger Account where the invoice was synchronised to.
Invoice Date	The invoice date. This will automatically populate with the date the invoice is created. This can be changed by selecting the Edit button in the drawer. Edit the Invoice Date field to open the calendar and selecting a new date for the invoice. Refer below to Update Invoice Drawer.
Due Date	Updated automatically based on the Due Date Rules configured in the Practice Settings. Refer to Managing Invoices Settings. You can enter a new Due Date when in the Update Invoice drawer (refer below to Update Invoice Drawer) by clicking on the field to open the calendar and selecting a new date accordingly.
WIP Date	The WIP Date controls what time and disbursement entries are included on the invoice. This can be changed on a Draft Invoice by selecting the Edit button in the drawer. Edit the WIP Date field to open the calendar and selecting a new date. Important Note: Editing the WIP Date will recalculate the invoice totals of the Draft Invoice.
Layout	The Invoice Layout can be changed to either Summary or Detailed, depending on the level of information to be included for the client: Detailed will display each Job on a separate line. This is recommended when adding an interim amount and WIP on the same invoice. Summary will only display a single line on the invoice. Refer to Approving Invoices for more information. Note: For practices who use different Chart of Accounts on Workflow Jobs within the same Billing Job and require this to be applied to the invoice, the Detailed Layout must be selected.
Theme	The Theme determines the invoice template used in the practice's Xero Ledger. Defaulted to the Invoice Theme selected in the Job Template. If your practice has multiple themes, the theme can be changed by selecting an alternative from the drop-down if needed. Note: If no Theme is selected when creating an invoice, the first theme will be used as defined in the Xero Ledger Invoice Settings.
Type	The Invoice Type of either Interim, Progress, Final or Disbursement, and cannot be changed once the Invoice is created. Refer to Invoicing Overview.
Invoice Amount	The amount to be billed to the client. This is calculated automatically based on the outstanding WIP and Interim entries. The Invoice Amount can be updated when editing a Draft invoice. Refer below to Update Invoice Drawer. When creating a Progress or Final invoice, a Minimum Amount will be applied to the selected Workflow Jobs, based on the total value of the interims for the respective Billing and Workflow Jobs. Users will not be able to enter an Invoice Amount less than the Minimum Amount.
Show All Jobs	Displayed if the Invoice Type is either "Progress" or "Final". Show All Jobs displays Workflow Jobs that do not yet have time recorded. This allows users to add an interim amount during invoice creation. Refer to Adding an Interim Amount.
Selected Jobs	Displayed if the Invoice Type is set to either "Progress" or "Final". The Job will be displayed, along with the WIP value, and the Amount (as entered in the Invoice Amount field above). When in the Update Invoice drawer, click the Job Name link to: View and select Time and Disbursement entries associated with the invoice. Refer to Viewing and Selecting WIP. Add an Interim Amount to bill future work on jobs that currently have no WIP. Refer to Adding an Interim Amount. Click and drag the jobs using the icon on the left to order the Jobs as required. This order will be saved for the invoice, and when invoicing the same jobs in the future. The order will be retained on the Invoice Preview, and when the invoice is synced to Xero Ledger.
WIP Carried Forward balance	Displayed in the Details section of the Invoice Drawer. This cannot be edited. Any remaining Time and Disbursements that have not been selected to apply to the invoice.
Write On/Off Summary	Displayed in the Details section of the Invoice Drawer. This cannot be edited. Displayed for the allocated time on the invoice. This is calculated automatically and cannot be edited. Refer to Writing On and Off Time Entries.
Invoice Description	Displayed if a Summary layout was selected when the invoice was created. When in the Update Invoice drawer, enter an Invoice Description to be displayed on the Invoice. To view the Invoice Description for an invoice with a Detailed layout, click the Show Invoice Description icon. The Invoice Description pop-up window will appear, and the description can be entered. To update the invoice layout from Detailed to Summary refer to Update Invoice Drawer. Click the Full Screen icon to expand the Invoice Description field, and again to reduce the field back to the regular size.