From the moment you sign up to FYI, your Clients, Jobs, Tax Returns and Team are instantly imported from Xero Practice Manager and continuously synchronised with FYI. Any change in Xero Practice Manager is reflected in FYI.
Additionally, certain changes that are made in FYI will update Xero Practice Manager and these are synced immediately. For example, when Time entries are submitted in FYI, or when changes are made to the State, Manager or Partner of Jobs, these are synchronised to Xero Practice Manager. The Job Name, Budget, Start Date and Due Date can also be updated in FYI and these changes will sync to Xero Practice Manager.
This ensures that Xero Practice Manager continues to be your single source of truth for client information.
Important Note: With its move to the new oAuth, Xero has introduced restrictions on the synchronisation with FYI. Refer to Xero Practice Manager Rate Limiting.
Synchronisations occur both automatically and manually, covered further below.
Verifying your Initial Integration
To verify your initial integration with Xero Practice Manager, refer to the Practice Set Up Checklist in your Verifying your Synchronisations with Xero Practice Manager for the First Time.
Synchronisation Frequency
Automatic Sync
The following are automatic syncs:
- A sync from Xero Practice Manager to FYI occurs overnight.
- Changes made in FYI that update Xero Practice Manager are synced to Xero Practice Manager immediately.
In the event that the automatic sync failed, this is reported in the Practice Activity with a message to request a manual sync (refer to Practice Activity). A failure could occur if:
- Xero Practice Manager was down overnight
- The authorization token for your practice has expired and you need to reconnect Xero Practice Manager. Refer to Resetting your connection between FYI and Xero Practice Manager.
- The rate limit that is set by Xero Practice Manager has been reached for your practice.
If there is still an issue after a manual sync, data will sync on the next scheduled sync at 8 pm.
Custom Field Synchronisation
When the overnight job sync runs, it will sync through the standard job fields, i.e. state, budget, description, manager etc. Custom fields separately after the overnight job sync itself.
When the overnight sync changes the job state to 'Completed', the Job Custom Fields will only be synchronised again if the Job Details have been modified in the last 48 hours. No other synchronisations will occur for that job.
Manual Sync
A manual sync from Xero Practice Manager to FYI can also be run, as and when needed.
All users can run a sync for Clients and Jobs using the Sync function on the Clients list or Jobs list.
Providing Maintain Jobs in FYI is set as "Off" in the Xero Practice Manager app, all users can run a sync for Jobs using the Sync function on the Jobs list or Client - Jobs tab in the Client workspace.
The Sync function is included in the View Tools button at the end of the column headings, on the right-hand side of a list.
In the Jobs Board, this is done using the Sync button at the top of the Jobs Board.
Refer to All Users - Running a Clients or Jobs Sync from the Clients or Jobs List in Running a Manual Sync with Xero Practice Manager and Additional Notes on Syncing.
An FYI Admin can run a sync for Clients, Jobs, Users (Staff) and Tax Returns from the Automation dashboard.
Refer to FYI Admin - Running a Manual Sync with Xero Practice Manager in Running a Manual Sync with Xero Practice Manager and Additional Notes on Syncing.
Note: Jobs will be marked with a 'Pending Sync' tag while waiting for the updates to be synced with Xero Practice Manager. This tag is located beside the Job Name in the Job Summary and prevents updates from being overwritten by a user selecting the Sync from PM button. Once the updates have synced to Xero Practice Manager, the tag will be cleared.
Synchronisation Details
Summary of Synchronisation
The following is a summary of when the event and changes in Xero Practice Manager or in FYI are synced.
|
|
Event |
Automatic Sync |
Manual Sync |
|
Clients |
Create or Edit |
All users |
|
|
Archived Clients |
Archive |
All users |
|
|
Client Details |
Create, Edit or Delete |
Incremental sync every 15 minutes |
All users |
|
Client Groups |
Create, Edit or Delete |
All users |
|
|
Client Contacts |
Create, Edit or Delete |
All users |
|
|
Client Manager or Partner |
Edit (from the Client - Summary) |
Immediate |
All users |
|
Client Details - Beta |
Edit (from the Client - Summary) |
Immediate |
All users |
|
Client Custom Fields (the Custom Field Definition) |
Create, Edit or Delete |
Overnight |
N/A |
|
Client Custom Field values selected for a Client |
Add, Edit or Delete |
Overnight |
All users |
|
Client Custom Fields (the Custom Field Definition) |
Add, Edit or Delete |
Custom Field Definitions changed in FYI are queued and can take up to 15 minutes to sync |
N/A |
|
Client Custom Field values selected for a Client |
Add, edit or Delete (using Edit from Client - Custom Fields tab |
Client Custom Fields changed in FYI are queued and can take up to 15 minutes to sync |
N/A |
|
Users |
Create or Edit |
FYI Admins |
|
|
Users |
Delete |
No action in FYI
|
No action in FYI |
|
Jobs |
Create, Edit or Delete |
If enabled |
|
|
Jobs |
Create (with Create Job step in an Automation process or with + Create Job or Add Job from Jobs list) |
Jobs created in FYI are queued and can take up to 15 minutes to sync |
N/A |
|
Job State |
Edit |
If enabled |
|
|
Job details |
Edit (with Bulk Update, Update Job in an Automation. from the Job drawer or from the Job - Summary) |
Updates to Jobs are queued and can take up to 15 minutes to sync. Updates from a Bulk Update are run with an Automation Process |
If Maintain Jobs in FYI is set as "Off" in the Xero Practice Manager app |
|
Job Category |
Create and apply to an active Job |
All users |
|
|
Jobs Custom Field (the Custom Field Definition) |
Create, Edit or Delete |
Overnight |
FYI Admins via Xero Practice Manager app |
|
Job Custom Field values selected for a Job |
Add, Edit or Delete |
Overnight |
All users |
|
Job Custom Fields (the Custom Field Definition) |
Add, Edit or Delete |
Job Custom Field Definitions changed in FYI are queued and can take up to 15 minutes to sync |
N/A |
|
Job Custom Field values selected for a Job |
Add, edit or Delete (using Edit from Job - Custom Fields tab, Bulk Update |
Job Custom Fields changed in FYI are queued and can take up to 15 minutes to sync Updates from a Bulk Update are run with an Automation Process |
N/A |
| Job Templates (refer to the Job Templates section below for specific fields) |
Create or Edit |
If enabled |
|
|
Tasks for Jobs |
Create or Edit |
All users |
|
|
Workflow Jobs (when Workflow Jobs are enabled in FYI) |
Create, Edit XPM Task Creates, Updates Workflow Job in FYI |
If Maintain Jobs in FYI is set as "Off" in the Xero Practice Manager app |
|
|
Workflow Jobs (when Workflow Jobs are enabled in FYI) |
Tick checkbox to complete Task Autocompletes the Workflow Job in FYI |
If Maintain Jobs in FYI is set as "Off" in the Xero Practice Manager app |
|
|
Workflow Jobs (when Workflow Jobs are enabled in FYI) |
Edit State to a "Cancelled" or "Completed" State Autocompletes the XPM Task in Xero Practice Manager |
Changes to State of Workflow Jobs are queued and can take up to 15 minutes to sync |
If Maintain Jobs in FYI is set as "Off" in the Xero Practice Manager app |
|
Time |
Create or Delete (with Status "Submit") |
Time entries are queued and can take up to 15 minutes to sync |
N/A |
|
Tax Returns |
Create in XPM (from Xero Tax, Tax Forms) |
FYI Admins |
For information on running a Manual Sync and for additional notes on syncing, refer to Running a Manual Sync with Xero Practice Manager and Additional Notes on Syncing.
List of Fields Synchronised from XPM
| Field |
| Groups |
| Structure |
| First Name |
| Last Name |
| Other Name |
| Name |
| Contact |
| Salutation |
| Phone Number |
| Mobile Number |
| Date of Birth |
| Export Code |
| Client Code |
| Manager |
| Partner |
| Custom Fields (if enabled in FYI) |
General
| Field |
| Business Number |
| Company Number |
| Tax Number |
| BSB Number |
| Account Number |
| Account Name |
| Financial Institute Name |
|
Balance Month |
|
Prepare Activity Statement |
|
Prepare Tax Return |
New Zealand-specific
| Field |
| NZBN |
| Tax Agent |
| IRD Number |
| Return Type |
| Signed Tax Authority |
| Agency Status |
| Field |
| Name |
| Phone |
| Mobile |
| Position |
| Salutation |
General
| Field |
| Name |
| State |
| Category |
| Type |
| Budget |
| Estimated |
| Actual |
| Start Date |
| Due Date |
| Manager |
| Partner |
| Assigned |
| Custom Fields (Completed jobs will synchronise Custom Fields for 48 hours after the Job Details were last modified) |
| Field |
| Name |
Job Templates
Job Templates are synchronised from Xero Practice Manager, ensuring consistency and efficiency when creating jobs in FYI.
Due to limitations from Xero Practice Manager, only the following data is synchronised:
- Job Name
- Milestones
- Workflow Jobs
- Costs
The Job Description and Category are not synchronised.
