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

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, when Time entries are entered in FYI, these are synchronised to Xero Practice Manager.

This ensures that Xero Practice Manager continues to be your single source of truth for client information.

You don’t have to maintain data in multiple locations and can benefit from a productivity boost thanks to merge fields that are auto-completed with data from XPM across templated documents.  

FYI’s automatic synchronisation with Xero Practice Manager runs as follows:

Clients Sync

Every 15 minutes an incremental synchronisation is run and any new and changed client data in Xero Practice Manager is automatically synchronised with FYI. This syncs changes to client details such as email address, address, and phone number. These details are displayed in FYI on the Client Summary tab. Client Custom Fields are also synced from Xero Practice Manager and these display in FYI on the Client Detail tab.

Additionally, every 24 hours overnight, there is a full automatic synchronisation of clients in Xero Practice Manager with FYI.

If needed, an FYI administrator can manually synchronise and this can also be done by any user from the Clients List by clicking the Sync button.

After the initial migration of data when you create your trial, any client that is archived or unarchived in Xero Practice Manager, is picked up by FYI and marked as archived in FYI. This is done during the full synchronisation overnight. For more information and for information about archiving a client that is part of a Client Group, refer to Archived Clients.

Active and Archived Clients at the time of your FYI trial creation
FYI will bring in only your active Xero Practice Manager clients when you create your FYI trial. Any archived clients are not synchronised with FYI.

If you need to bring any archived clients into FYI:

1. First re-activate the client in Xero Practice Manager.
2. Wait for at least 24 hours for the client to sync to FYI.
3. Re-archive the client in Xero Practice Manager and, after the sync, the client will show as archived in FYI.

Client Contacts
Clients' Contacts are also synced when the Client sync is run. This syncs the details for the primary contact, including details such as Salulation and Addressee that are commonly used by Merge Fields in templates. The sync also updates the Client's Mobile Number from the Primary Contact details.

Any additional Contacts for the client are also synced from Xero Practice Manager and these display in FYI on the Client Contacts tab.

Staff Sync (Users)

Any changes to Staff in Xero Practice Manager (Users in FYI) are synchronised with FYI overnight every 24 hours. If needed, an FYI administrator can manually synchronise.

• New users are synced to FYI automatically. They are imported as active users into FYI and are assigned to the user group "Standard User". An FYI administrator needs to check the settings of any new users and change any settings as relevant. Refer to Managing Users.
• Changes to the user's name, email address are synced. Changes to either the name or email address in FYI can only be done in Xero Practice Manager and then synced.
• Making a user inactive in Xero Practice Manager, will not make the user inactive in FYI.
• Deleting a user in Xero Practice Manager, will make the user inactive in FYI once it has synced to FYI.

An FYI administrator can also add a user directly to FYI. This can be used if you have a user such as financial planners that you do not want to add and pay for as users in Xero Practice Manager, but you want them to have access to information in FYI. Refer to Managing Users.

Jobs Sync

Any jobs created or changed in Xero Practice Manager are synchronised with FYI overnight, every 24 hours. If needed, an FYI administrator can manually synchronise and this can also be done by any user from the Jobs List by clicking the Sync button.

After the initial migration of data, any jobs that are closed in Xero Practice Manager, will be picked up by FYI and marked as closed in FYI.

XPM Tasks for the Jobs
Any XPM Tasks created or changed for jobs in Xero Practice Manager are synchronised as part of the Jobs sync.

Job States Changed in FYI
If the Job State for any Jobs is changed in FYI, these are synchronised with Xero Practice Manager immediately.

Job States Changed in Xero Practice Manager
If the Job State is changed for any jobs in Xero Practice Manager these are synced with FYI overnight, or if Jobs are manually synced.

Time Sync

When Time entries are entered or bulk created in FYI and set with the Status as "Submit", these are synchronised to Xero Practice Manager and this sync runs immediately. Refer to Adding Time.

Tax Returns Sync

Tax Returns in Xero Tax are synchronised with FYI overnight every 24 hours. If needed, an FYI administrator can manually synchronise. Any tax returns created in Xero Tax will be imported into FYI. By default, Tax Return AutoFile is "Off" (refer to Tax Return AutoFile).

Running a Manual Sync with XPM

A manual sync can be performed by an FYI administrator if a Client, Job, User or Tax Return has been added or changed in Xero Practice Manager and needs to be available in FYI straight away.

1. From FYI, click the Automation menu option.
2. Go to the Processes tab.
3. In Xero Practice Manager, click the cog icon to edit this process.
   
   
   
   
4. Click on the Sync Clients, Sync Staff, Sync Jobs or Sync Tax Returns button to select what data you wish to manually sync from XPM.
   
   

Running a Sync from the Clients or Jobs List

There is also a Sync button on the Clients List and the Jobs List which any user can use at any time to manually synchronise only the clients or only the jobs. Refer to Sync in Clients List and Using the Jobs List.

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.