Connecting Xero Practice Manager

FYI works closely with Xero to deliver a comprehensive feature set and seamless integration.

• Clients, Jobs and Team are instantly imported from Xero Practice Manager (XPM) and continuously synchronised in FYI (excluding clients already archived in XPM before initially connecting to FYI).
• Your Client’s Tax Returns are also automatically retrieved from Xero Tax and filed in FYI.

To read more about the features, refer to Xero Integration.

Already connected to Xero Practice Manager? Refer to Resetting your connection between FYI and Xero Practice Manager.

Note: Practices can only be integrated with one Practice Management system in FYI.

Before You Begin

Selecting a User Account

Before you connect Xero Practice Manager (XPM) and sync your clients, jobs, and team with FYI, consider the following important factors when selecting the user responsible for maintaining the connection between XPM and FYI:

• The user should be a long-term user of FYI and Xero Practice Manager in the future, as the connection depends on their active status in both Xero Practice Manager and FYI.
  
  
• The user must be an FYI Admin and have Administrator access to Xero Practice Manager.
  
  
• Your Xero Practice Manager Administrator must have Authorise 3rd party Full Access enabled in XPM. An error will be displayed if they don't have the setting enabled. Refer to You don't have access to connect to any Xero Practice Manager Accounts when connecting FYI to XPM.
  
  Note: This access only needs to be set for the Xero Administrator connecting FYI to Xero Practice Manager or Xero Tax, and is not needed for other users.

Multiple Xero Practice Manager Accounts

If you have more than one account for Xero Practice Manager (such as for branches in different cities) ensure the user connects to the correct Xero Practice Manager when prompted by Xero.

Connecting to the wrong account will cause the wrong data to sync, and will be difficult to correct.

Enabling the Xero Practice Manager Sync

Step 1 - Connect to Xero Practice Manager

To connect to Xero Practice Manager:

1. In FYI, click the Automation menu option.
   
   
2. Click the Apps tab.
   
3. Locate the Xero Practice Manager app and click the Settings cog icon
   
4. Click Connect
   
   
5. Log into Xero Practice Manager using the selected user credentials
   Note: Refer to Selecting a User Account for important information on selecting an appropriate user to connect the two systems
   
6. Follow the prompts for any verification or to answer your security questions. You will then be prompted to allow access to FYI
   
7. Click Allow access
   Note: Ensure you connect to the correct Xero Practice Manager account. Refer to Multiple Xero Practice Manager Accounts for more information.
   
   
8. You will be redirected back to FYI.
   
   
9. A message will be displayed to prompt you to select XPM as your Practice Management Source Solution. Click the link and continue with Step 2 below.

Step 2 - Set XPM as your Preferred Practice Management Sync Source

Once you have connected FYI with Xero Practice Manager, you will need to select XPM as your preferred Practice Management Sync Source so that FYI can synchronise your data.

1. In the previous section, clicking the Practice Management Sync link will open the app for you.
   
   If the Practice Management Sync app is not already open, navigate to Automation - Apps, locate the Practice Management Sync app tile and click the Settings cog icon.
   
2. In the Practice Manager drop-down, select Xero Practice Manager.
   
3. Click Save

Xero Practice Manager will begin synchronising with FYI. This may take up to 24 hours depending on the number of clients and jobs in Xero Practice Manager. You will be notified by email when the sync has been completed.

For practices on the Elite plan with FYI selected as the Practice Management source, FYI will be automatically enabled as your Primary Source for Client Data. The frequency of synchronisations with Xero Practice Manager will also be adjusted.

Further Resources:

• Xero Practice Manager
• Verifying your Synchronisations with Xero Practice Manager for the First Time
• Enabling FYI as Primary Source for Client Data
• Synchronising with Xero Practice Manager where FYI is enabled for Primary Source of Client Data

Configuring the Xero Practice Manager Settings

Within FYI, you can configure your synchronisation settings with Xero Practice Manager to suit your business requirements.

These settings will allow your practice to reduce the number of synchronisation requests sent to Xero Practice Manager. Refer to Xero Practice Manager Rate Limiting

XPM Rate Limit Estimates

Rate limits were introduced by Xero as part of their OAuth 2.0 change. This means there is a set amount of requests that can be made each day to synchronise data between FYI and Xero Practice Manager. As each of these synchronisations occur, the number of available requests will be reduced.

The available requests remaining will be displayed in the XPM Rate Limit Estimates section.

For more information, refer to Xero Practice Manager Rate Limiting.