Creating Jobs

Plan: Available: All plans

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

Practice Management Source: Available: All sources

Efficient project management starts with creating jobs, the foundation for tracking tasks and billing. Before creating a job, it is important to understand the available Job Types for your practice.

Creating a Job in FYI

Jobs can be created from any workspace. Before creating a Job, consider navigating to the Client workspace to prepopulate the Client details.

Click the + button and select Job, or press J on your keyboard.
The Create Job Drawer will display on the right-hand side.
Expand the section below to display an example of the Create Job Drawer relevant to your FYI Plan.
Intermediate Plan

The following is an example of the Create Job Drawer for practices on the Intermediate Plan to create a Standard Job.
Pro Plan
The following is an example of the Create Job Drawer for practices on the Pro Plan.

For practices where XPM Workflow Jobs are enabled, the following Jobs Types can be created:
- Billing Jobs - created in either FYI or XPM.
- XPM Workflow Jobs - added to Xero Practice Manager as a task against the Billing Job. During the next sync, the task will be created in FYI as an XPM Workflow Job.
Elite Plan
The fields displayed when creating a job will vary depending on your Practice Management Source.
FYI XPM

The following is an example of the Create Job Drawer for practices on the Elite Plan with FYI as the Practice Management Source. The Job Type field will default to Standard.

To change the Job Type:

Click the drop-down and select Billing or Workflow.

The drawer will update automatically to display additional fields relevant to that Job Type.

Important Note: For practices integrated with XPM, Workflow Jobs are maintained in FYI only.

The following is an example of the Create Job Drawer for practices on the Elite Plan where XPM is selected as the Practice Management Source.

For practices where XPM Workflow Jobs are enabled, the following Jobs Types can be created:

Billing Jobs - created in either FYI or XPM.

XPM Workflow Jobs - added to Xero Practice Manager as a task against the Billing Job. During the next sync, the task will be created in FYI as an XPM Workflow Job.
Enter the Job Details, or change the defaults that are displayed.
Click Create.
After the job has been created, users with Edit Job permission can edit the Job details.

Pending Sync Status

For practices integrated with Xero Practice Manager (XPM), Jobs created in FYI will be synchronised to XPM, and a Pending Sync tag will display on the Job - Summary tab to prevent updates from being overwritten by changes in XPM. Once the updates have synced to XPM, the tag will be cleared.

Pro Plan

For practices with XPM Workflow Jobs enabled, after the Billing Job has synced to XPM, XPM Tasks for the associated Billing Job can be added directly in XPM.

On the next synchronisation with FYI, the XPM Workflow Jobs will be created in FYI.

Elite Plan

The frequency of when the Pending Sync tag is displayed will vary depending on your Practice Management Source

The Pending Sync tag displays only when a Standard or Billing Job has been created. Workflow Jobs are created and maintained in FYI only, and will not synchronise with XPM.

For practices with XPM Workflow Jobs enabled, after the Billing Job has synced to XPM, XPM Tasks for the associated Billing Job can be added directly in XPM.

On the next synchronisation with FYI, the XPM Workflow Jobs will be created in FYI.

Job Fields

The Job Fields displayed when creating a Job depend on your FYI plan and the selected Practice Management source.

Click on the options below to view further details on each job field relevant to your practice.

Intermediate Plan

Job Details	Action
Client	Type at least three characters of the client name to display matching results, and select the required client. Tip: For internal jobs, consider selecting your practice as the client or creating a dedicated client for internal jobs.
Template	For practices integrated with XPM, select from a list of Templates displayed synchronised from XPM.
Name	Enter or update the name of the Job if required. The Name will be populated if a Job Template has been selected and can be overwritten.
State	Select the relevant Job State. For example, "Planned," "In Progress," or "On Hold". The State will be populated if a Job Template has been selected and can be overwritten.
Cabinet	If Job Cabinet Security is enabled, assign a Cabinet to the Job. Only users with access to the selected Cabinet can view the Job.
Category	For practices integrated with XPM, select a Category if required. The list displays the Job Categories set up in XPM. If a template is selected, the Category from the Template will not be added to the Job.
Primary	Click the setting to nominate the Job as the Primary Job. This will display in the Primary column of the Jobs list and act as your lead Job for the client.
Budget	Enter the budget for the Job as a monetary amount. For example, 1,200.00.
Start Date and Due Date	Select the Start and Due Dates for the job.
Assigned User	Select the User assigned to the Job. Only one user can be assigned when creating a Job in FYI.
Manager	Select the Manager assigned to the Job. By default, the Manager for the client will be selected.
Partner	Select the Partner assigned to the Job. By default, the Partner for the client will be selected.
Description	Enter a description for the Job, or update the description displayed from the Job Template, if required. If a Template with a Description has been selected, the Description from the XPM Template will not be added to the Job that is created.
Custom Field	Select the Custom Fields you want to add to the job, and set the options you want for each Custom Field. This is also where Custom User Roles can be selected from the drop-down.

Pro Plan

Job Details	Action
Client	Type at least three characters of the client name to display matching results, and select the required client. Tip: For internal jobs, consider selecting your practice as the client or creating a dedicated client for internal jobs.
Template	For practices integrated with XPM, select from a list of Templates synchronised from XPM.
Name	Enter or update the name of the Job if required. The Name will be populated if a Job Template has been selected and can be overwritten.
State	Select the relevant Job State. For example, "Planned," "In Progress," or "On Hold". The State will be populated if a Job Template has been selected and can be overwritten. For practices where XPM Workflow Jobs is enabled, Workflow Job States are maintained in FYI and not synchronised back to XPM.
Cabinet	If Job Cabinet Security is enabled, assign a Cabinet to the Job. Only users with access to the selected Cabinet can view the Job.
Category	For practices integrated with XPM, select a Category if required. The list displays the Job Categories set up in XPM. If a template is selected, the Category from the Template will not be added to the Job.
Primary	Click the setting to nominate the Job as the Primary Job. This will display in the Primary column of the Jobs list and act as your lead Job for the client.
Budget	Enter the budget for the Job as a monetary amount. For example, 1,200.00.
Start Date and Due Date	Select the Start and Due Dates for the job.
Assigned User	Only displayed where FYI as Primary for Client Maintenance is disabled. Select the User assigned to the Job. Only one user can be assigned when creating a Job in FYI.
Manager	Select the Manager assigned to the Job. By default, the Manager for the client will be selected.
Partner	Select the Partner assigned to the Job. By default, the Partner for the client will be selected.
Description	Enter a description for the Job, or update the description displayed from the Job Template, if required. If a Template with a Description has been selected, the Description from the XPM Template will not be added to the Job that is created.
Custom User Roles	Only available where FYI as Primary for Client Maintenance is enabled. Displayed as individual fields, listing all "User" type Job Custom Fields. Select a user to assign to the relevant Job.
Custom Field	Select the Custom Fields you want to add to the job, and set the options you want for each Custom Field. For practices where FYI as Primary for Client Maintenance is disabled, this is where Custom User Roles can be selected from the drop-down.

Elite Plan

The fields displayed will vary depending on your Practice Management Source.

Job Details	Action
Client	Type at least three characters of the client name to display matching results, and select the required client. Tip: For internal jobs, consider selecting your practice as the client or creating a dedicated client for internal jobs.
Job Type	The Job Type will default to Standard. Click the drop-down to change the Job Type to Billing or Workflow if required. The drawer will update to display additional fields when Billing or Workflow types are selected. Note: When creating a Workflow job and Show Jobs by Client is enabled in Practice settings, only Billing jobs for the selected client will display.
Template	Select a Job Template that matches the Job Type selected. The template defines the billing details for invoicing, including selecting the Xero Ledger. Key Job Details such as Job Name, will populate automatically unless already filled.
Name	Enter or update the name of the Job if required. The Name will be populated if a Job Template has been selected and can be overwritten.
State	Select the relevant Job State. For example, "Planned," "In Progress," or "On Hold". The State will be populated if a Job Template has been selected and can be overwritten. Workflow Job states are maintained in FYI and not synchronised back to XPM.
Cabinet	If Job Cabinet Security is enabled, assign a Cabinet to the Job. Only users with access to the selected Cabinet can view the Job.
Category	Select a Job Category from the drop-down. Only active Job Categories will be displayed.
Primary	Click the setting to nominate the Job as the Primary Job. This will display in the Primary column of the Jobs list and act as your lead Job for the client.
Budget Amount	Standard and Workflow Jobs Enter the budget for the job as a monetary amount. For example, 1,200.00. Billing Jobs Initially displayed as 0. The budget will calculate the total budget of Workflow Jobs linked to the Billing Job.
Budget Hours	Standard and Workflow Jobs Enter the budget hours for the job. Billing Jobs Initially displayed as 0. The budget hours will calculate the total hours of Workflow Jobs linked to the Billing Job.
Start Date and Due Date	Select the Start and Due Dates for the job.
Manager	Select the Manager assigned to the Job. By default, the Manager for the client will be selected.
Partner	Select the Partner assigned to the Job. By default, the Partner for the client will be selected.
Description	Enter a description for the Job, or update the description displayed from the Job Template, if required.
Custom User Roles	Displayed as individual fields, listing all "User" type Job Custom Fields. Select a user to assign to the relevant Job.
Custom Field	Select the Custom Fields you want to add to the job, and set the options you want for each Custom Field.

Job Details	Action
Client	Type at least three characters of the client name to display matching results, and select the required client. Tip: For internal jobs, consider selecting your practice as the client or creating a dedicated client for internal jobs.
Template	For practices integrated with XPM, select from a list of Templates synchronised from XPM.
Name	Enter or update the name of the Job if required. The Name will be populated if a Job Template has been selected and can be overwritten.
State	Select the relevant Job State. For example, "Planned," "In Progress," or "On Hold". The State will be populated if a Job Template has been selected and can be overwritten. For practices where XPM Workflow Jobs is enabled, Workflow Job States are maintained in FYI and not synchronised back to XPM.
Cabinet	If Job Cabinet Security is enabled, assign a Cabinet to the Job. Only users with access to the selected Cabinet can view the Job.
Category	For practices integrated with XPM, select a Category if required. The list displays the Job Categories set up in XPM. If a template is selected, the Category from the Template will not be added to the Job.
Primary	Click the setting to nominate the Job as the Primary Job. This will display in the Primary column of the Jobs list and act as your lead Job for the client.
Budget	Enter the budget for the Job as a monetary amount. For example, 1,200.00.
Start Date and Due Date	Select the Start and Due Dates for the job.
Assigned User	Only displayed where FYI as Primary for Client Maintenance is disabled. Select the User assigned to the Job. Only one user can be assigned when creating a Job in FYI.
Manager	Select the Manager assigned to the Job. By default, the Manager for the client will be selected.
Partner	Select the Partner assigned to the Job. By default, the Partner for the client will be selected.
Description	Enter a description for the Job, or update the description displayed from the Job Template, if required. If a Template with a Description has been selected, the Description from the XPM Template will not be added to the Job that is created.
Custom User Roles	Only available where FYI as Primary for Client Maintenance is enabled. Displayed as individual fields, listing all "User" type Job Custom Fields. Select a user to assign to the relevant Job.
Custom Field	Select the Custom Fields you want to add to the job, and set the options you want for each Custom Field. For practices where FYI as Primary for Client Maintenance is disabled, this is where Custom User Roles can be selected from the drop-down.

Creating Jobs

Creating a Job in FYI

Pending Sync Status

Job Fields

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