Plan: Not Available: Intermediate, Pro Available: Elite
Users: Not Available: All users Available: FYI Admins or User Group permissions
Practice Management Source: Not Available: Xero Practice Manager, APS, Iris, MYOB AE & AO, CCH, MYOB Practice Management (formerly GreatSoft) Available: FYI
Interim invoices can be created directly against Jobs to reduce the amount owing on a piece of work. This could include upfront payments or scheduled invoices. Invoices are created as a Draft by default, and using the Workflow tools in FYI can be sent to be reviewed before being approved. Once approved, invoices will be synchronised to Xero.
Invoices are displayed as documents in FYI, appearing on the Documents, Clients, and Jobs workspaces.
This article describes how to create an Interim Invoice. To create an invoice that includes unbilled WIP or Disbursements, refer to Create a Progress, Final or Disbursement Invoice.
Access to creating invoices is available to FYI Admins and users assigned to a User Group with the Create Invoice permission enabled.
Tip: Invoices can be created automatically using a custom Automation Process. Refer to Process Step Details - Create Invoice.
Creating an Interim Invoice
To create an interim invoice:
- Navigate to the Client - Job workspace. This ensures that the client and job details are prepopulated when creating the invoice.
Tip: To create an Interim invoice directly on a Workflow Job, ensure you have selected the Workflow Job workspace.
- Click the + button and select Invoice, or press B on your keyboard.
- The Create Invoice drawer will display on the right-hand side.
- Select Type - Interim.
- Update the Invoice details, as applicable.
Tip: If the Invoice is created for a Billing or Workflow Job, open the Add Interim window to view the individual WIP and Budget for each job.
- To reorder the jobs on the invoice, click and drag the icon on the left, and drag the row to the preferred position.
- Click Create. Once saved, the Invoice can be opened and edited, if required. Otherwise, the invoice can be approved.
The following example shows an Interim Invoice created with only one Workflow Job selected.
The invoice will be filed to the Cabinet and Categories based on your practice filing defaults. Refer to Managing Invoices Settings.
The invoice will also be displayed in:
- The Invoices tab in the Client and Job Workspaces
- In the Documents List
- On the Documents tab in the client workspace.
Invoices will display a calculator icon in the Document Type column:
To approve invoices from the Invoice drawer or using Workflow, refer to Approving Invoices.
Interim Invoice Details
The following details can be entered or updated when creating an Interim Invoice in FYI.
| Invoice Details | Action |
| Client |
The client will be automatically selected, if the invoice was created from the Client Workspace. Otherwise, click the field and begin typing to search for the correct client. |
| Job |
The Billing or Standard Job will be automatically selected:
Otherwise, click the field and begin typing the name of the Billing or Standard Job. |
| Invoice Date | The Invoice Date, and will be automatically populated with the current date. |
| Due Date |
Updated automatically based on the Due Date Rules configured in the Practice Settings. Enter a new Due Date by clicking on the field to open the calendar and selecting a new date accordingly. |
| Type |
The Invoice Type, and can be changed to one of the following:
The Invoice Type cannot be changed once an invoice has been created. The invoice will need to be deleted and recreated. |
| Layout |
Summary Detailed |
| Theme |
The Theme determines the invoice template used in the practice's Xero Ledger. Defaulted to the Invoice Theme selected in the Job Template. If your practice has multiple themes, the theme can be changed by selecting an alternative from the drop-down if needed. Note: If no Theme is selected when creating an invoice, the first theme will be used as defined in the Xero Ledger Invoice Settings. |
| Invoice Amount | Displays the total value of all Amounts added in the Selected Jobs section. This field cannot be edited. |
| Budget | Displays the total Budget Amount of the associated Billing Job. This field cannot be edited. To view the Budget of individual Jobs, refer to the Add Interim window. |
| Selected Jobs |
Interim Invoice for a Standard Job Interim Invoice for Billing and Workflow Jobs If the Invoice is created directly from the Workflow Job Workspace, only the Workflow Job will be selected. Otherwise, all Jobs will be selected. Select additional jobs, where required. When a Job is selected the Amount field will become editable. |
| Amount |
Displayed in the Selected Jobs section, only when creating an Interim Invoice for Billing and Workflow Jobs. Enter the Interim amount for the associated job. |
| Invoice Description |
The Invoice Description is a mandatory field. Interim Invoice for a Standard Job Interim Invoice for Billing and Workflow Jobs If Detailed is selected as the Invoice layout, refer to Displaying the Add Interim Window to update individual Job descriptions. Click the Full Screen icon to expand the Invoice Description field, and again to reduce the field back to the regular size. |
| Custom Fields | Select a Custom Field to be displayed on the Invoice. Once a Custom Field has been selected, a new field will be displayed to select the appropriate value for that Custom Field. |
Displaying the Add Interim Window
Important Note: The Add Interim Window is only applicable when creating an Interim Invoice for Billing or Workflow Jobs.
When the Create Invoice drawer is open, the WIP, Budget Amount, Interim Amount, and Invoice Description for each Job can be viewed, and certain details can be edited from the Add Interim window. This is useful to view the Budget and WIP for individual jobs.
To display the Add Interim Window:
- Navigate to the Selected Jobs section in the Create Invoice Drawer, and click the Job Name link.
- The Add Interim window will display. Update the Interim entries as applicable.
- Interim Amount: Update the Interim Amount. Updates made to the Interim Amount will display in the Amount field in the Create Invoice Drawer.
-
Description: Displayed only when Detailed Layout is selected in the Create Invoice drawer. Update the invoice description for the selected job. This field is mandatory.
The following fields will also display in the Add Interim window and cannot be edited:- WIP: Displays the total WIP of the selected Billing or Workflow Job.
- Budget Amount: Displays the Budget Amount of the selected Billing or Workflow Job.
- Click Save.