Integration with Ignition

Ignition is a proposals, billing, and payments platform that helps practices manage client engagements and workflows. Using the integration, practices can synchronise client data, automate job creation workflows, and maintain consistency across both platforms.

Features of the Integration

• Workflow Efficiency: Optionally automate FYI job creation when proposals are accepted in Ignition, reducing manual setup and improving workflow efficiency. Job creation can also be controlled at the service level to determine which proposal services create jobs in FYI. 
   
• Client Synchronisation: Synchronise client data between FYI and Ignition to reduce double entry and maintain consistency across both platforms. Intelligent duplicate detection ensures existing clients can be mapped correctly between systems. The FYI Client ID is also displayed within Ignition for improved visibility and client matching.
   
• Standardised Job Creation: Map Ignition proposal services to FYI Standard, Billing, and Workflow Job Templates to ensure jobs are created with consistent information and job settings. Each service can be mapped to a single Job Template, multiple Job Templates to create more than one job in FYI, or disabled from creating jobs entirely.

Connecting Ignition to FYI

Step 1 - Obtain the Access Key ID and Access Key Secret from FYI

1. From FYI, click the Automation menu option.
    
2. Click the Apps tab.
   
3. Click the Ignition cog icon to edit the integration.
    
4. Click Create new secret. This will generate a new Access Key ID and Secret Key used to connect to FYI.
   

5. The Access Key ID and Secret Key ID will be displayed. Click the clipboard icon to copy each of the keys and paste it into Ignition or a secure location, for example, a vault.

   Important: You can only view the Secret keys the first time this window is displayed. If the keys are required again, you must disconnect your integration and request a new key before you reconnect your integration.
    

6. Click Close once you have saved the Access Key ID and Secret Key ID to a secure location.

Step 2 - Adding the FYI Access Key ID and Secret Key ID into Ignition

Once you have obtained the key details from FYI, you can add them to Ignition to connect the integration.

The FYI integration settings are available by navigating to the Settings section in Ignition and selecting the FYI integration configuration options.

For detailed step-by-step instructions, refer to the Ignition article, FYI and Ignition.

Using the Ignition Integration

Integration with Xero Practice Manager

For practices where Ignition is integrated with Xero Practice Manager:

• Client Groups can only be synchronised to Ignition from a single source. When enabled in the FYI settings in Ignition, the option will be disabled in the Xero Practice Manager settings. 
   
• Enabling the Workflow Automation toggle in the FYI settings in Ignition will create jobs directly in FYI. If Ignition then also deploys jobs to Xero Practice Manager (XPM), during the next sync between FYI and XPM, these jobs will be synchronised to FYI, creating duplicate jobs.
  
  Practices can either use Ignition to create jobs in only one platform, or create an automation to cancel the duplicated jobs from XPM. Refer to Setting up Custom Processes.

Integration with Xero Ledger

For practices on the Elite plan integrated with Xero Ledger:

• Invoices synchronised from Ignition to your practice's Xero Ledger will be imported to FYI and matched to the client. This is based on the client name matching in Xero and FYI. 
  
  If you require the invoice to be applied to a Standard Job or Billing Job in FYI, the "Reference" field on the invoice in Xero must be updated to the job number. Changes to the Reference field will be synchronised and update the job assigned to the invoice in FYI.

Creating Jobs

If using the Ignition integration to create Jobs in FYI, please consider the following:

• Duplicate jobs may be created when:
  • Ignition creates both Billing and Workflow Jobs, and Workflow Job Templates have been assigned in FYI to the selected Billing Job Template. 
  • Ignition also creates jobs in Xero Practice Manager, which are then synchronised from XPM to FYI as new jobs. Refer to Integration with Xero Practice Manager above.
     
• The Price entered for a service in Ignition is maintained independently of the Job Budget in FYI, and will not be synchronised to the job. For practices on the Elite plan with FYI as the Practice Management source, a Job Budget can be entered in the Job Template in FYI. When a job is created from the template, the Budget Amount will be added to the job automatically.
   
• When assigning users to jobs, Ignition synchronises the user name to the Assigned field. For practices where FYI is the Practice Management source, FYI as Primary is enabled, or when XPM Workflow Jobs are enabled, the user will instead be synchronised to the Partner field, as the Assigned field is replaced by Custom User Roles.