Plan: Not Available: Intermediate Available: Pro or Elite
Users: Available: All users
Practice Management Source: Not Available: APS, Iris, MYOB AE & AO, CCH, MYOB Practice Management (formerly GreatSoft) Available: FYI or Xero Practice Manager
Time and Disbursements can be viewed in a variety of locations within FYI, depending on your plan and Practice Management source.
- Home - My Time tab (Pro and Elite plans)
- On an Email or Document Drawer (Pro and Elite plans)
- Client and Job Workspaces (Elite plan with FYI selected as the Practice Management source)
- Practice - Time tab (Elite plan with FYI selected as the Practice Management source)
User Group Permissions
The ability to display and edit Time and Disbursements will vary depending on the User Group permissions.
- User Groups with the Edit Timesheets permission will be able to view and edit time entries for all users. This includes the ability to delete time entries.
- User Groups with the Move Timesheets permission only will be able to use Bulk Update to select a new Client and Job for submitted time entries. The user will not be able to edit any other fields, or delete time entries. The FYI Drawer can only be used to edit their own time entries.
- User Groups with the View Timesheets permission will be able to view time and disbursements for all users, but will only be able to edit their own time entries.
Without this permission, or for practices on the Pro or Elite plans with Xero Practice Manager as the Practice Management source, users will be able to view their own time entries only.
- Users with the Practice Time permission will be able to view the time entries on the Practice - Time list, but will need the Edit Timesheets or Move Timesheets permissions to edit any time and disbursement details.
FYI Admins will be able to edit all fields, and delete time entries.
In addition, only an FYI Admin will be able to perform a Bulk Update where the Time falls within a date period that has been locked, including deleted time entries. Refer to Managing Invoices Settings.
Viewing Time
Displaying Time in the Home Workspace
The Home - My Time Workspace allows users to see all of their drafts and submitted timesheets. Practices on the Elite plan will be able to see the Time Type, and any timers running or currently paused.
Entries can be edited to change the time, add notes, and more.
The views available to display time from Home - My Time depend on your Practice Management Source.
For practices on the Elite plan with FYI as the Practice Management source, Time can be viewed three ways:
The Group view is available by clicking the Group button, and displays time in expand/collapse sections, grouped by the date. For more information refer to Using My Time - Group.
The Productivity Dashboard is displayed from Home - My Time by clicking the List button in the top right-hand corner. For more information on the Productivity Dashboard, refer to Using My Time - Productivity Dashboard.
The Calendar is displayed from Home - My Time by clicking the Calendar button in the top-right corner. For more information on the Productivity Dashboard, refer to Using My Time - Calendar.
For practices on the Pro or Elite plans with XPM as the Practice Management source, the Group view is the only view available from Home - My Time.
For more information refer to Using My Time - Group.
Displaying Time for an Email or Document
You can also see any Time that has been recorded for an email or document by expanding the Time section in an email or document drawer. This is useful to check if you have already entered the time details for that email/document.
Refer to Using the Email Drawer and Using the Document Drawer.
Displaying Time on the Client or Job Workspace
This feature is only available to practices on the Elite plan with FYI selected as the Practice Management source.
When displaying, opening and working with Time and Disbursements in the Client - Time tab, the list is the same as if you were to view the Job workspace and click on the Job - Time tab.
By default, the tab displays the view with "All" Time and Disbursements. You can select from a dropdown to select other views, such as "All - Draft", "All - Draft Time", and "All - Draft Disbursement". These views can be created and saved from the Practice - Time tab. Refer to Practice - Time.
The Time tab on the Client or Job Workspace is only available to FYI Admins and users assigned to a User Group with the View Timesheets permission enabled.
The Client - Time tab displays as follows.
When viewing the Job - Time tab for a Billing Job, all time entries for the associated Workflow Jobs will be displayed.
The Time Tab functions the same way as a Documents List, in that users can add/remove columns, filter, and sort. Refer to Using the Documents Lists.
Important: For practices that have imported Unbilled WIP and new WIP Imported Inactive Users are created, these will display in the Time Lists as "Unknown User" until the current user has logged out and back into FYI.
Click on the row to display the Update Time drawer. You can make adjustments to the time if it has not yet been invoiced.
For each Time or Disbursement entry that has been invoiced, the Invoice icon will be displayed on the right of the row.
Click the icon to display the Drawer icon.
Displaying Time for your Team
This feature is only available to practices on the Elite plan with FYI selected as the Practice Management source.
The Home - My Team tab provides an overview of employee time, along with key metrics including Actual Hours, Expected Hours, and productivity percentages. Each column will display a total value based on the period selected, for example, This Week (Mon-Sun).
Practices will be able to quickly identify variances, address bottlenecks, and follow up with staff to ensure time is recorded accurately. The "Missing Hours" view can also be used to create a custom automation process to send reminders for missing time.
Access to the Home - My Team tab is limited to FYI Admins and users assigned to a User Group with permissions to either access or manage employees.
Note: Inactive users may still appear in Home - My Team if the selected date range includes a period when they were active. For example, if a user was made inactive on 2 May and the date filter is set to Today (3 May), they will not appear in the list. However, if the filter is set to Last Month (covering April), the user will appear, as they were active during that period.
Displaying Time for the Practice
This feature is only available to practices on the Elite plan with FYI selected as the Practice Management source.
The Practice - Time List is an overview of Time and Disbursement entries added to FYI for all users. The list displays important information, like the status of time, the source of the time entry, if the time has been invoiced, and the Write on/off value. Note that time entries made before the evening of 30th January 2025 (Australian time) will not have a source value.
The Practice - Time List is only available to FYI Admins and users assigned to a User Group with the Practice - Time permission enabled.
Using the Sorting and Filtering features, the list can be narrowed to specific entries. You can also use the List tools to save and export the List. Refer to Practice - Time.
Important: For practices that have imported Unbilled WIP and new WIP Imported Inactive Users are created, these will display in the Time Lists as "Unknown User" until the current user has logged out and back into FYI.
Displaying Deleted Time Entries
Users can click the "Unhide Deleted Timesheets" button to display invoices with the status "Deleted". Refer to Deleting Time and Disbursement Entries.
These deleted Time Entries can be displayed from the following workspaces:
- Practice - Time
- Client - Time
- Jobs - Time
Once unhidden, users can restore these time entries, if required. Refer to Restoring Deleted Time and Disbursement Entries.
Updating Time and Disbursements
Time and Disbursements can be updated from a variety of locations in FYI, depending on the selected plan and Practice Management source.
When viewing a Time List, for example, the Home - My Time, or the "Time" tab within the Job Workspace, click on a Time or Disbursement entry to open the Update Time or Update Disbursement drawer.
Please note the following Time and Disbursement entries cannot be edited:
- Invoiced Time and Disbursements.
- Locked or Invoiced Interim time entries.
Note: If a time entry is reassigned from an inactive to an active user, the inactive user is removed from the drop-down selection.
The following is an example of the Update Disbursement drawer for a submitted disbursement.
The following is an example of an Invoiced time entry.
This feature is only available to practices on the Elite plan with FYI selected as the Practice Management source.
When creating and editing invoices, Time and Disbursements can be updated from the Add Time window.
- The Bulk Update function allows users to reallocate the time or disbursement to a new client or job, or update the Custom Fields. Refer to Create a Progress, Final or Disbursement Invoice.
- The Split Time function allows users to separate the time into multiple entries, to only partially invoice the time. Refer to Splitting Time Entries.
From the Invoice drawer, click on a Job Name to display the Add Time window. Use the checkboxes to select the relevant entries, and click Bulk Update or Split Time in the toolbar. Split Time is available when only one row has been selected.
This feature is only available to practices on the Elite plan with FYI selected as the Practice Management source.
Using a Custom Automation Process, you can add the Update Time/Disbursement step to automatically update time entries, for example, to automatically submit draft time entries from the previous month.
Updates can be applied to all entries in a selected View, or to Time or Disbursement entries created earlier in the process. Refer to Process Step Details - Update Time/Disbursement.
This feature is only available to practices on the Elite plan with FYI selected as the Practice Management source.
The Bulk Update function allows users to update multiple Time and Disbursement entries at once, including reallocating entries to a different Client or Job, and updating Filing fields or Custom Fields. The fields available to edit for Time and Disbursements will vary depending on the User Group permissions.
This can be accessed from relevant lists such as Time Lists or during invoicing, allowing efficient updates across multiple selected entries.
For detailed steps and examples, refer to Time and Disbursements Bulk Update.
Deleting Time and Disbursements
The Status and Type of Time entry will determine whether the entry can be soft deleted and restored, or permanently deleted. Refer to Deleting Time and Disbursement Entries.