Plan Availability:
Starter
Intermediate
Pro
Elite
Referred to as FYI Workflow Jobs, these are "sub-jobs" to Billing Jobs and are recommended for practices when you are billing a client under a fixed fee agreement and are not invoicing separately for each job. Practices also requiring time to be rolled up to a "main" job (Billing) for fixed fee billing and effective WIP reporting, will benefit from using FYI Workflow Jobs.
FYI Workflow Jobs are available automatically for practices on the Elite plan.
For practices on the Pro plan, refer to XPM Workflow Jobs Overview.
Getting Started with FYI Workflow Jobs
Key differences between FYI Workflow Jobs and XPM Workflow Jobs
When upgrading to Elite and enabling FYI for Practice Management, XPM Workflow Jobs will be automatically converted to FYI Workflow Jobs.
Review the table below to understand how to work with Workflow Jobs when moving from XPM Workflow Jobs (Pro) to FYI Workflow Jobs (Elite).
| Pro plan: XPM Workflow Jobs | Elite plan: FYI Workflow Jobs |
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Workflow Jobs are created as Tasks in Xero Practice Manager (XPM) and synchronised to FYI. |
Workflow Jobs are created directly in FYI. Any XPM tasks will not synchronise to FYI. Refer to Creating Jobs. |
| Recurring jobs in XPM will be synchronised to FYI as a billing job, and workflow jobs will be created using XPM tasks. |
For Recurring jobs, the Billing Job will synchronise to FYI, but Workflow Jobs will need to be manually created in FYI. Any XPM tasks will not synchronise to FYI. Refer to Creating Jobs. We recommend creating an Automation to streamline this process. Refer to Setting up Custom Processes. |
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For practices integrated with Ignition, jobs are created in XPM and synchronised to FYI. When the XPM Workflow Jobs setting is enabled, XPM Tasks will be created as XPM Workflow Jobs in FYI. |
For practices integrated with Ignition, the Billing Job will synchronise to FYI, but Workflow Jobs will need to be manually created in FYI. Any XPM tasks will not synchronise to FYI. Tip: Jobs can be created in FYI using the Zapier integration. Refer to Can I upgrade to the Elite Plan if I'm integrated with Ignition? and Integration with Ignition using Zapier. |
Sync with Xero Practice Manager
For practices integrated with Xero Practice Manager (XPM), the synchronisation of Workflow Jobs depends on your Practice Management source and Practice Settings:
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XPM as your Practice Management Source and XPM Workflow Jobs setting enabled
During the migration process to Elite, XPM Tasks will continue to synchronise to FYI as XPM Workflow Jobs, until you have selected FYI as your PM source. -
FYI your Practice Management Source
Once FYI is set as your Practice Management source, XPM tasks will no longer synchronise with FYI.
Note: Billing Jobs created in XPM will continue to sync regardless of XPM or FYI selected as your Practice Management source.
Creating and Assigning FYI Workflow Job Templates
Creating Workflow Job Templates
On the Elite plan, all jobs, including workflow jobs, must be assigned a Job Template. FYI Admins will create Draft Job Templates as part of the migration process to Elite. When a Workflow Job Template is created:
- A Billing Job Template must be linked.
- It can be assigned to multiple Billing Job Templates.
Assigning Workflow Job Templates
Once a Workflow Job template is created, the template must be applied to workflow jobs before invoices can be created in FYI. Practices can assign the Job Template individually or using an automation. For more information on how to assign the job template, refer to Apply FYI Job Templates to Jobs.
Displaying FYI Workflow Jobs
Workflow Jobs can be distinguished by the following Job Type icon:
| Job Type Icon | Available Workspace |
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Users can also hover over the Job Type icon to display the type of job.
The Job Type icon will be displayed next to the "Job Details" heading, and "Workflow Job" will be selected as the "Type", displayed in the Job Details section. Refer to the Job Summary tab for more information.
The Job Type column can be added to Jobs Lists to display the different Job Type icons. Refer to Using Jobs Lists for more information.
The Jobs List is available from the following workspaces:
Note: When viewing the Jobs List, while both Billing Jobs and Workflow Jobs are displayed, adding the optional Billing Job column to the List will display the Billing Job for each Workflow Job. The Billing Job will be displayed as a link to easily open the Billing Job Workspace.
When selecting a Billing Job Workspace, users can display all associated Workflow Jobs from the Workflow Jobs Tab. The Workflow Jobs will display in a List view or as a Jobs Board.
Using FYI Workflow Jobs
Converting Standard Jobs to Workflow Jobs
After upgrading to the Elite plan, Standard Jobs can be converted to Workflow Jobs. This process is typically used when practices need to bill another entity.
Note: Before converting Standard Jobs to Workflow Jobs, a practice should review the Job Type Overview to understand the different Job Type options now available on the Elite plan.
Refer to Converting Standard Jobs to Workflow Jobs for more information.
Creating FYI Workflow Jobs
FYI Workflow Jobs can be created either:
- Individually, from the + Button and linked to a Billing Job. Refer to Creating Jobs.
- In bulk, using the Create Job process step within an automation. Refer to Process Step Details - Creating and Updating Jobs.
When creating a Workflow Job, the Job Type selected must be 'Workflow'. Once selected, the Billing Job field will be displayed and must be selected.
The Job Category assigned to the Billing Job will be populated against the Workflow Job.
Important Note: All invoices for Workflow Jobs are displayed in the Billing Jobs Invoices tab. The Job Workspace for a Workflow Job will not include the Invoices tab.
Editing FYI Workflow Jobs
An FYI Admin, or a user in a User Group that has Permissions enabled for Edit Job can make changes to any editable fields of a Workflow Job. FYI Workflow Jobs can be edited from:
Note: All users can edit the Job State of a Workflow Job.
Adding Assigned Users
Users such as Accountant or Administration, can be assigned to Workflow Jobs with Custom User Roles. These "User" Type Custom Fields must be set up by an FYI Admin, and then selected in your Practice Settings in the Mappings tab. Once mapped, users can be assigned to Workflow Jobs:
- Individually, by editing the Assigned Users section on the Job Summary tab.
- In Bulk, by editing the associated Custom Field from a Jobs List. Refer to Jobs Bulk Update.
Recording Time
All users can create time entries for Workflow Jobs:
- Individually: Ideally when users are creating ad-hoc time entries, such as completing a task.
- Using the Timer: During real-time work, for example when recording time for a phone call.
- In Bulk: At the end of a working day, creating draft bulk time entries.
Users with Automations permissions can also create time from within a custom process by using the Create Time step or AutoTime.
Note: When time is entered on a Workflow job it will be displayed on the Financial Details section on the Job Summary Tab. The time will also be rolled up as WIP on the associated Billing Job.