Synchronising Clients, Staff, Jobs, Time, Tax Returns with Xero Practice Manager – FYI

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.

Note: There have been changes to the way Xero Practice Manager does synchronisation.
If you are having problems with the sync, especially with Custom Fields, please contact the FYI Support Team at support@fyidocs.com.
Where possible make changes in FYI, for example, make changes to Job States in FYI.

This article contains the following sections:

Automatic Sync
Manual Sync
Summary of Synchronisation

The Sync occurs in the following ways:

Automatic Sync

The following are automatic syncs:

A sync from Xero Practice Manager to FYI occurs automatically overnight.
Changes made in FYI that update Xero Practice Manager are synced to Xero Practice Manger immediately.

In the event that the overnight 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 overnight.

Manual Sync

A manual sync from Xero Practice Manager to FYI can also be run, as and when needed.

FYI Admins
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.
All Users
All users can run a sync for Clients and Jobs using the Sync function on the Clients list or Jobs list.
Providing the 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.

Important Note: With its move to the new oAuth, Xero has introduced restrictions on the synchronisation with FYI. This means that, in certain scenarios, it may take more than 24 hours to sync data from Xero Practice Manager to FYI.

Our engineers are aware of this, and working urgently to develop a better solution.

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 in XPM	Overnight	All users
Archived Clients	Archive in XPM	Overnight	All users
Client Details	Create, Edit or Delete in XPM	Incremental sync every 15 minutes	All users
Client Groups	Create, Edit or Delete in XPM	Overnight	All users
Client Contacts	Create, Edit or Delete in XPM	Overnight	All users
Client Manager or Partner	Edit in FYI (from the Client - Summary)	Immediate	All users
Client Details - Beta	Edit in FYI (from the Client - Summary)	Immediate	All users
Client Custom Fields (the Custom Field Definition)	Create, Edit or Delete in XPM	Overnight (unless this has been disabled in Xero Practice Manager Settings)	N/a
Client Custom Field values selected for a Client	Add, Edit or Delete in XPM	Overnight (unless this has been disabled in Xero Practice Manager Settings)	All users Sync from PM button in Client - Custom Fields tab
Client Custom Fields (the Custom Field Definition)	Add, Edit or Delete in FYI	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 in FYI (using Edit from Client - Custom Fields tab or with an Update Client step in an Automation process)	Client Custom Fields changed in FYI are queued and can take up to 15 minutes to sync	N/a
Users	Create or Edit in XPM (Staff)	Overnight	FYI Admins
Users	Delete in XPM (Staff)	No action in FYI (User needs to be made Inactive in FYI)	No action in FYI (User needs to be made Inactive in FYI)
Jobs	Create or Edit in XPM	Overnight	If enabled All users (there could be a delay of 5 to 10 minutes to sync)
Jobs	Create in FYI (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 in XPM	Overnight	If enabled All users (there could be a delay of 5 to 10 minutes to sync)
Job details such as Name, State, Budget, Manager, Partner	Edit in FYI (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 All users (there could be a delay of 5 to 10 minutes to sync)
Job Category	Create and apply to an active Job in XPM	Overnight	All users
Jobs Custom Field (the Custom Field Definition)	Create, Edit or Delete in XPM	Overnight (unless this has been disabled in Xero Practice Manager Settings)	N/a
Job Custom Field values selected for a Job	Add, Edit or Delete in XPM	Overnight (unless this has been disabled in Xero Practice Manager Settings)	All users Sync from PM button in Job - Custom Fields tab
Job Custom Fields (the Custom Field Definition)	Add, Edit or Delete in FYI	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 in FYI (using Edit from Job - Custom Fields tab, Bulk Update or with an Update Job step in an Automation process)	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
Tasks for Jobs	Create or Edit in XPM	Overnight	All users
Workflow Jobs (when Workflow Jobs are enabled in FYI)	Create, Edit XPM Task in XPM Creates, Updates Workflow Job in FYI	Overnight	If Maintain Jobs in FYI is set as "Off" in the Xero Practice Manager app All users (there could be a delay of 5 to 10 minutes to sync)
Workflow Jobs (when Workflow Jobs are enabled in FYI)	Tick checkbox to complete Task in XPM Autocompletes the Workflow Job in FYI	Overnight	If Maintain Jobs in FYI is set as "Off" in the Xero Practice Manager app All users (there could be a delay of 5 to 10 minutes to sync)
Workflow Jobs (when Workflow Jobs are enabled in FYI)	Edit State to a "Cancelled" or "Completed" State in FYI 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 All users (there could be a delay of 5 to 10 minutes to sync)
Time	Create or Delete in FYI (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)	Overnight	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.

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.

Articles in this section

Automatic Sync

Manual Sync

Summary of Synchronisation

Verifying your Initial Integration

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