Setting up your Custom Fields

Custom Fields provide a flexible way to segment Clients, Jobs, Tasks, Time & Invoices, and Employees, enabling practices to capture additional information that isn't commonly available in standard fields. Custom fields can then be used to filter lists, within automations, and populate merge fields in documents and emails.

The following article outlines examples of the most common custom fields that add value for accounting and bookkeeping practices, along with tips for working with custom fields.

Working with Custom Fields

To maintain data accuracy, FYI Admins should create Custom Fields directly in FYI. For detailed instructions on creating, editing, grouping and deleting these fields, refer to Custom Fields.

To ensure you get the most value from your Custom Fields:

• Keep Client merge fields as your source of truth: Use automations to populate values from the Client record into related Jobs.

• When setting up a Job Rollover process, use merge fields from the existing job to populate the new job. This ensures consistency and reduces manual entry. Refer to Job Rollover Process.

• Add Job-Date Custom Fields for Tax & Compliance workflows. These might include “Date Started” and “Date Completed”. These date fields then become triggers or filters for automations when a job moves across states. For example, you could track when a job moves from “In Progress” to “Under Review” by updating a “Date Completed” custom field via automation.

Grouping Custom Fields

When setting up Custom Fields in FYI, an FYI Admin should use the Custom Field Grouping feature to organise related custom fields into logical groups. Grouping ensures users can easily locate and manage custom fields within the group.

For practices using Xero Practice Manager (XPM) you can replicate your existing grouping directly in FYI.

When grouping custom fields, these should reflect the way your team works and how your processes are structured. For example, practices may group fields by Service, Team, or Tax & Compliance.

Custom Field Examples

The following are suggested Custom Field Grouping Names and Custom Field examples within each group. Click on the heading to view examples of custom fields within the group.

Each corresponding group includes a suggested Custom Field Name, Applies To field, Type, values, and the Group. Please note that the "Applies To" field will vary depending on your FYI plan.

• ACC (New Zealand only)
• AML
• BAS/GST/VAT
• CRM
• Companies
• Engagement
• Invoicing
• Marketing
• Payroll/Bookkeeping
• Services
• Tax & Compliance
• Team

For more information on managing custom fields, refer to the following Custom Field articles.

ACC (New Zealand Only)

AML

BAS/GST/VAT

CRM

Companies

Engagement

Invoicing

Marketing

Payroll/Bookkeeping

Services

Tax & Compliance

Team