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.

Note: For practices integrated with XPM, the Filing Status applied to historical invoices imported from Xero depends on whether the practice's Go Live Date, configured in the Practice Ledger App, is before or after 17 July 2026:

• Before this date, historical invoices previously imported, including those where a job and client matched but no interim time entry was automatically created, will have an Unfiled status.
• After this date, historical invoices imported using the Import historical invoices option in Practice Ledger will have an Excluded Status. These invoices will also have the Source Migration.

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

Unfiled 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, and after the Go Live Date of 17 July 2026, are automatically marked as excluded.

Important: 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.
    
6. Select Exclude from the Filing Status drop-down.
   
7. 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.

Note: If an invoice is marked as Excluded in error, use the same Bulk Update function to update the invoice back to Unfiled.

An entry will be added to Practice Activity to confirm that the filing status was updated successfully.

Filing Invoices

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 can be filed using one of the following options:

• Individually: When the invoice does not have a Client or Job selected, or when the existing Client or Job needs to be updated before filing.
• Using Bulk Update: When invoices have already been synchronised to the correct Client and Job. Multiple invoices in this scenario can be selected and filed. For example, this may apply to practices where invoices synchronise from Ignition to Xero Ledger.

Individually

An invoice must be filed individually when a Client or Job has not been selected, or when the existing Client or Job needs to be updated.

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.
 

To update an Invoice Filing Status to Filed individually:

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. The File Invoice drawer will display.
   
    
3. Update the Client and Job details, where relevant.
   Important: Where an invoice has synchronised to a Job, check the Job Number matches the correct Client to avoid interim time entries being created against the wrong job.
    
4. 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 Practice Activity to confirm that the filing status was updated successfully.

Using Bulk Update

Multiple invoices can be selected and filed using Bulk Update when each invoice has already synchronised to the correct Client or Job.

To update the Filing Status of multiple invoices to Filed using Bulk Update:

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 filed.
    
3. Select the invoices to file.
   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. 
6. Select Filed from the Filing Status drop-down.
   
    
7. Click Run to mark the selected invoices as Filed.
   Note: Once an invoice has been filed, the Client and Job cannot be changed.

An interim time entry will be automatically created for the selected invoices. 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 Practice Activity to confirm that the filing status was updated successfully.

Review Unfiled Invoices in 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.