This month, we’ve introduced several powerful new automation steps, expanded filtering and grouping options, improved export processes, and refined job and client management features to enhance practice's efficiency.
This month we released two new Automation Steps:
- The Send Request step allows practices to send data from FYI to an external platform system, such as Zapier. This automation step can be applied to Client, Document, and Job filters, making it possible to trigger external actions from a selected filter. For example, if a document meets a certain condition, FYI can automatically send a request to Zapier, triggering a zap to execute a connected workflow. This automation helps eliminate manual intervention and ensures seamless integration between FYI and other platforms.
- For practices on the Elite plan, we have also introduced the Update Time/Disbursement step, which enables users to modify time or disbursement entries within an automation. Practices can now update "Draft" time entries to "Submitted" automatically or adjust time data created earlier in the process. This feature reduces the need for manual updates, helping teams stay focused on billable work rather than administrative tasks.
This month, we improved the Grouping functionality, with users now able to group the Jobs List, Time List, and Invoices List by User Type Custom Fields. This enhancement allows practices to organize data more effectively, making it easier to track jobs, time entries, and invoices based on assigned team members. This update is particularly useful for firms that manage large teams and need to categorize work by role, such as grouping by Accountant or Bookkeeper. Refer to Grouping Jobs Lists and Grouping Practice Invoice and Time Lists (Elite plan only).
For practices managing large data exports, we have improved the Bulk Export via AWS and Bulk Export via OneDrive functionality. Now, the export results are displayed in a list view on the Export tab, allowing FYI Admins to sort and filter export results for better visibility. Additionally, the Configure button has been removed, streamlining the process by enabling users to set up the export Filing Structure as part of running the export.
For new UK practices, we have enhanced the Import from Companies House automation. Users can now update the Document Name and Owner fields using new merge fields, which are available via the Merge Fields icon. These changes apply to new trial users and existing practices that have not modified the previously imported process, helping to ensure that company information is correctly updated.
For practices using New Collaborate, we have introduced an enhanced Sharing Settings feature that allows practices to customize the Guest User's Display Name without affecting the Client or Contact names stored in FYI. This ensures that guest users can be identified correctly within Collaborate while maintaining consistency in client records. In addition, when adding a new user to the sharing settings, FYI will now automatically check if the contact exists and apply the Display Name based on set conditions. Refer to Managing Display Names for New Collaborate.
For practices where FYI is enabled as the Primary source for Client Maintenance, we have introduced an Assigned Users section in both the Client - Summary and Job - Summary tabs. This section displays all User Type Custom Fields, making it easier to see which users are assigned to a Client or Job. For example, practices can quickly identify the Accountant or Bookkeeper responsible for a Client when on the Client - Summary tab. These fields can now be edited only by users in a User Group with "Edit Clients" or "Edit Jobs" permissions. It’s important to note that these fields will no longer appear in the Custom Fields tab within the Client and Job workspace. Refer to Client Summary and Job Summary.
For practices integrated with Xero Practice Manager (XPM) where FYI is not the Primary source for Client Maintenance, we have introduced synchronization improvements for the Mobile and Salutation fields on the Client - Summary tab. These fields will now sync directly with the Primary Contact in XPM. This means that any changes made to the Primary Contact in XPM will be reflected in FYI, ensuring consistency across both platforms. However, if a Primary Contact has not been selected, the first client contact in XPM will not synchronize, and the Mobile and Salutation fields will remain blank in FYI. Refer to Client Summary.
For Elite plan practices several improvements were made to WIP Import, invoice management and financial detail calculations:
- When running the Unbilled WIP Import, we have made significant improvements to the matching process for Clients and Jobs. Now, if a Standard Job is converted to a Workflow Job while a WIP Import is in progress, WIP entries will continue to be correctly matched to the appropriate job. Additionally, case sensitivity has been removed when matching Client Name, User Name, Job Name, Billable Value, or Time Notes. This means that variations in capitalization or extra spaces in these fields will no longer cause mismatches, improving accuracy and reducing the need for manual corrections.
- We have refined the Budget Amount calculations on Billing Jobs by excluding the Budget Amounts of Cancelled and Archived Workflow Jobs. Now, if a Workflow Job is updated to Cancelled or Archived, the total Budget Amount for the associated Billing Job will be automatically recalculated. Additionally, an entry will be added to the Job Activity tab to track the change. This update ensures that financial details remains accurate and reflective of active work. Refer to Jobs Overview.
When an FYI Admin updates a Job State Type to Cancelled or Archived in Practice Settings, any associated Billing Jobs will have their Budget Amount recalculated automatically. An entry will also be added to the Practice Activity log, providing full transparency into budget adjustments. Refer to Jobs Overview.
- To improve invoice management, we have added a Last Comment column to Invoice Lists. When viewing invoices, the most recent comment will be displayed in this column. Additionally, a Comment icon will indicate whether comments have been added to an invoice, making it easier for teams to track important notes. Refer to Using the Invoices Lists.
For further details on the features mentioned above, and other enhancements for this month, refer to February 2025 Release Notes.