FYI is a practice management solution with a task management system based around the creation of jobs. Use Ignition to create one-off and recurring jobs in FYI to manage your workflow and workloads.
The FYI integration is a premium workflow integration and is only available on our Pro and Pro+ plans.
Interactive demo
Connecting your account
Navigate to the Apps tab and click the FYI tile
Once connected, you’ll see Client settings, Workflow automation and Signed proposal PDFs.
Under Client settings, you'll have the option to sync the Client names and Client groups. We suggest both of these are enabled.
Click Confirm when you are done.
If you would like signed proposals from Ignition to be sent to FYI Docs, enable Signed proposal PDFs.
To import previously signed proposals to FYI, enable Also file previously accepted proposals to FYI, then select the historical date from which proposal PDFs should be imported.Once you have checked your Sync and Workflow settings, click Enable app to turn the FYI integration on.
Mapping Ignition services to FYI jobs
You can map FYI jobs to your Ignition services by navigating to a specific service in Ignition → Apps tab → Select a Job template.
This will help save you time during the Automation step of the proposal editor when you are creating a proposal.
Note: You can also add more than one FYI job template to one Ignition service if you wish. This can be useful if you offer packaged services.
Using workflow job templates
FYI has three types of job template: Standard, Billing and Workflow. In FYI, a workflow job sits under a billing job.
When Ignition creates a workflow job in FYI, it can't choose which billing job it belongs to, so the workflow job arrives in FYI without one. Because of this, workflow job templates are hidden in Ignition until you turn them on.
Note: Workflow job templates are only available on FYI's Elite plan, with FYI set as your practice management source. You'll need to be an admin in Ignition to turn them on.
Step 1: Set up the automation in FYI
In FYI, create an automation that links each new workflow job to the client's billing job. For how to set up automations, see FYI's guide: Process Step Details - Create and Update Jobs.
Step 2: Turn on workflow jobs in Ignition
Navigate to Settings → Integrations and click the FYI tile.
Make sure Workflow automation is turned on.
Turn on Include workflow jobs.
Your workflow job templates now appear in the Job template dropdown on a service's Apps tab, and in the Automations step of the proposal editor. Each template shows its type: Standard, Billing or Workflow.
If workflow job templates are hidden, Ignition shows how many under the dropdown, with a link to your FYI settings.
Important information
New clients won't have a billing job yet. If a proposal creates a new client in FYI, there's no billing job for your automation to link to. Create the billing job in FYI first, or link the workflow job by hand.
Map a billing job template as well. If a service only has a workflow job template, the proposal won't create a billing job. Add a billing job template to the same service, or make sure the client already has a billing job in FYI.
Check new workflow jobs in FYI. If your automation can't find a billing job, the workflow job stays unlinked. After a proposal is accepted, check the new jobs in FYI.
Link workflow jobs before time is recorded. FYI can't move a workflow job to a different billing job once it has invoiced or locked time.
Turning workflow jobs off. If you turn off Include workflow jobs, services linked to a workflow job template stop creating that job on newly accepted proposals.
Importing and mapping FYI client details
You can import your clients into Ignition directly from FYI in the Clients tab → Import → FYI.
Click here to learn more about importing your clients from a connected app.
To change or edit a client’s FYI mapping, navigate to a specific client record → Edit → Apps tab → FYI mapping.
Client data sync between FYI and Ignition
From FYI to Ignition
Name
Email
Phone and mobile
Physical and postal addresses
Client group
Active/archived status
From Ignition to FYI
Name
Email
Phone and mobile
A reference ID (source_id) used to correlate/upsert the FYI record
Creating FYI jobs from Ignition proposals
Once you've enabled the FYI integration, you’ll see a step called Automations within the proposal editor. This is where you can create jobs in FYI that are based on the services in the proposal.
The jobs populated here are linked to the services that are added in the Services step. See this section for more information.
You'll need to ensure that a person is assigned to each job that is created. Ignition will be unable to deploy a work item without an assigned person.
If you do not want a work item to be deployed, leave it as Don't create work in the FYI job dropdown menu.
If you want to deploy more FYI jobs that aren't listed in the Automations step, click Add other jobs → select the jobs and assignees required.
Creating a new client in the proposal editor
If you are creating a work item from an Ignition proposal, the Ignition client must be mapped to a client in FYI. This can be done by either linking an Ignition client to an existing FYI client, or creating the Ignition client as a New client in FYI.
Saving signed proposals to FYI Docs
Save a signed proposal PDF directly to FYI after the proposal is accepted.
In the FYI App setting in Ignition, choose to save the signed proposal to FYI. The PDF is then added to the mapped FYI client record, removing the need to download the file from Ignition and upload it manually.
Adding previously accepted proposals to FYI Docs
You can also add signed PDFs for proposals that were accepted before this feature was enabled. To import previously signed proposals to FYI, navigate to Apps → FYI → Signed proposal PDFs → enable Also file previously accepted proposals to FYI.
Select the historical date and any additional fields to determine which proposal PDFs are imported.
Historical backfill only works for clients already linked to FYI and it does not create new FYI clients. For new clients not in FYI, create the clients in FYI, sync them with Ignition, then turn the backfill toggle off and on again.
For group proposals, the signed PDF is saved to the primary client’s FYI file.
Connecting Ignition with XPM + FYI
If your firm uses XPM and FYI, you can set a custom invoice reference while creating an Ignition proposal. This makes it easier to match invoices generated from Ignition with the corresponding FYI billing job.
When setting the invoice reference in the proposal editor, select Custom and enter the reference used by the corresponding FYI billing job.
You can also set or update a custom invoice reference at the following points in Ignition:
During proposal acceptance
When creating additional services
When creating an invoice
When issuing or scheduling an invoice
When editing an active service
Using the same reference in Ignition and FYI helps maintain a consistent billing workflow across Ignition, Xero, XPM and FYI.
(Click to enlarge image)
FAQs
What types of Jobs can be created in FYI?
Ignition can create Standard and Billing jobs from your FYI job templates. Each job is created with the same type as its template.
Workflow job templates aren't currently available in Ignition, because FYI creates workflow jobs without a billing job.
How does Ignition create clients in FYI?
Ignition will only create a client in FYI if a proposal containing a FYI job is accepted and the user has indicated that the client is a “New Client” in the automations section of the proposal.
How frequently is the data sync between FYI and Ignition?
Data is synced automatically once per day at 6:00am local time triggered by daily sync. Data sync is also available on demand manually by navigating to the app settings and clicking the Sync button.
How do invoices I create from Ignition in Xero for FYI clients find their way onto jobs as negative WIP?
Currently, we do not support tying negative WIP across invoices between Xero and FYI.
Can I get invoices created in Xero from FYI back into Ignition for payment using the payment method collected from the client and saved in Ignition?
Invoices can be imported from Xero regardless of their creation source. The saved payment method on the client record can be used to make payment.
What is the ‘best-practice’ job setup from Ignition to FYI, i.e. should there be a job deployed per service?
This will be dependent on firm preferences. We do not have a recommended best practice for how firms should structure their workflow processes.
Will there be an FYI workflow deployment audit trail to view a summary of historical and upcoming jobs for clients?
No, not at this time.
Upon importing from FYI, FYI is mapped but Xero is not (even if there is an exact name match). Is this a manual process or what triggers this connection?
Ignition Client → Xero mapping establishes automatically when Ignition generates the first invoice for the client in Xero, so there's no need to map these in advance
When a client is archived or updated in FYI, does this sync to Ignition?
Archiving in either platform does not sync through to the other, so you would need to archive the client in Ignition as well.
What is the direction of syncing between FYI and Ignition? If I update any details in Ignition, does it flow back through to FYI?
Client Name & Client Group changes will sync from FYI to Ignition in a one-way flow. See this section for more details.