Managing Unfiled Invoices

When invoices are synchronised with FYI, a Filing Status is applied to identify whether each invoice has been filed to the correct Job, requires review, or should be excluded from WIP reconciliation.

Reviewing and updating the filing status of invoices ensures interim time entries are created against the correct invoice, allowing invoice and WIP data to reconcile accurately and help practices maintain reliable WIP reporting.

Filing Status Overview

The Invoice Filing Status, displayed in Invoices Lists, is used to identify whether an invoice has been filed, needs to be reviewed, or should be excluded from reconciliation. This ensures that all WIP reconciliation reports are reconciled correctly.

Reviewing Unfiled Invoices

Invoices imported from Xero are marked as Unfiled, regardless of the invoice status in Xero and whether the invoice reference includes a Job Reference Number. This includes invoices that both:

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

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

Practices must update the status to either:

• Filed: Invoices that are allocated to the correct job and client. A corresponding interim time entry will be created.
   
• Excluded: Invoices that do not need to be included in WIP data reconciliation. For example, invoices that are synchronised before the Go Live date. An interim time entry will not be created.

Tip: Use the Unfiled Invoices view to quickly identify invoices that have not yet been filed. A Practice Activity notification will be created daily to ensure practices are notified of any new unfiled invoices.

Excluding Invoices using Bulk Update

Invoices should be marked as excluded when they do not need interim time entries created and do not need to be included in WIP reconciliation.

This is commonly used for invoices:

• Dated before a practice's migration or Go-Live date to FYI as their PM Source, where no interim time entry was created. For example, if a practice migrated to FYI in July 2025, invoices dated before that migration date can be marked as Excluded. 
• Invoices that do not relate to client work and do not need to be included in the WIP reconciliation. For example, invoices raised for a tenant or another non-client purpose.

All invoices synchronised from Practice Sync (MYOB, APS, CHH) beta are automatically marked as excluded.

Important:  Once an invoice is set to Excluded, it cannot be changed. Only mark invoices as Excluded if they do not need to be filed to a job and do not need interim time entries automatically created. This removes them from reconciliation reports, for example, WIP reconciliation.

Users with Create Invoices permission can bulk update an invoice filing status to excluded:

1. Navigate to Practice - Invoices workspace and select the Unfiled Invoices system view.
   
    
2. Filter or sort the list to identify invoices that need to be marked as excluded.
   Tip: Use the Invoice Date to identify invoices dated before the migration or Go Live date.
    
3. Select the invoices to exclude.
   Note: Up to 10,000 invoices can be selected and bulk updated at one time. For large updates, it is recommended to run the bulk update at the end of the day to help reduce delays to other bulk update actions in FYI.
    
4. Select Bulk Update in the toolbar.
   
    
5. The Invoice Bulk Update Drawer will display. Click Run to mark the selected invoices as Excluded.
   

The selected invoices will not have an interim time entry automatically created and are moved to the Excluded Invoices view. These invoices will be excluded from WIP reconciliation.

An entry will be added to both the Invoice - Activity section of the drawer.

Filing invoices individually

Filing an invoice is an important step in keeping WIP reconciliation accurate. It confirms the invoice belongs to the selected Client and Job, and allows FYI to create the interim time entry automatically, needed to align invoice data with WIP data.

Unfiled invoices must be filed individually and cannot be filed in bulk. This ensures that each invoice is reviewed and assigned to the correct client and job.

To update an Invoice Filing Status to Filed:

1. Navigate to Practice - Invoices workspace and select the Unfiled Invoices system view.
   Tip: Sort the Job column to show any invoices that have synchronised to a job.
   
    
2. Select an Invoice to open the Invoice Drawer.
    
3. Expand the Details section and select Edit.
    
4. The File Invoice drawer will display.
   
    
5. Update the Client and Job details, where relevant.
   Note: Only Active Billing or Standard jobs can be selected. To file an invoice to a completed job, move the job to an active state, refresh the Invoice list, then refile the invoice.
    
6. Click File. Once an invoice has been filed, the Client and Job cannot be changed.

An interim time entry will be automatically created for the selected invoice. The invoice will be removed from the Unfiled Invoices view and will be available to be included in WIP reconciliation reports.

An entry will be added to both the Invoice - Activity section and the Time - Activity sections.

Reviewing Practice Activity

When one or more invoices have a Filing Status of Unfiled, a daily Action Required entry is created in Practice Activity.

The activity is generated after the invoice sync runs, either overnight or manually, and only includes invoices with a Source of Xero. Deleted and voided invoices are excluded.

The Practice Activity details display the total number of unfiled invoices requiring review. This number matches the invoices displayed in the Unfiled Invoices system view.

Users with Create Invoices permission should review unfiled invoices each day:

1. Navigate to Practice Activity.
2. Locate the Action Required entry for unfiled invoices and open the activity to display the drawer.
3. Select the Unfiled Invoices link to open the Unfiled Invoices view.
4. Review each invoice and update the Filing Status to Filed or Excluded, as required.

Tip: Activate the Practice Activity Alert process to ensure the correct user is notified when action is required.