Creating Interim Time Entries

Interim Time Entries are used to reduce the WIP balance, typically used for prepayments. These entries are displayed with a negative value and created automatically when:

• Interim Invoices are created in FYI,
• Invoices synchronised from Xero Ledger are marked as filed in FYI
• Interim amounts are added to an invoice.

Interim Time Entries can be reallocated to an associated Billing or Workflow Job. 

Creating Interim Time Entries

Automatically when Approving Invoices

When the following types of invoices are created in FYI, a negative Interim Time Entry will be created when the invoice is approved:

• Interim Invoice
• Progress or Final Invoice that includes both WIP and an Interim Amount

Invoices can be approved from the Invoices List or Documents List. Refer to Approving Invoices.

Note: Interim Time Entries will not be created for invoices dated prior to FYI being selected as the Practice Management source in the Practice Management Sync app in FYI.

Synchronising Invoices from Xero Ledger

When invoices are synchronised from Xero Ledger and created in FYI, they are created as Interim Invoices. The invoice is marked with an Unfiled Filing status and a Source of Xero, regardless of the invoice status in Xero and whether the invoice reference includes a Job Reference Number. 

This includes invoices that meet both of the following conditions:

• Paid, Unpaid, Approved, Draft, or Awaiting Payment in Xero.
• Previously synchronised to FYI, where no interim time entry was automatically created.

Practices must confirm whether imported Unfiled invoices should be included (filed) or excluded in WIP reconciliation. This ensures invoice and WIP data reconcile correctly, and helps maintain reliable WIP management. Refer to Managing Unfiled Invoices.

Important: A corresponding interim time entry will only be created when the invoice has been updated to a Filed status. The interim time entry will be created with the following details:

• User: System
• Date: Matches the corresponding invoice date. For example, if the invoice is dated 3rd February 2026 and is marked as filed on 1st July 2026, the interim time entry date recorded will be 3rd February 2026
• Type: Interim
• Note: Interim Fee