Features

Synchronising Contacts, Invoices, and Client Ledger Reports with Xero Ledger

The Xero Ledger integration allows practices to integrate with Xero Blue to import and file client Xero Ledger reports (using the Client Ledger Reports AutoFile automation process). Refer to Connecting Xero Ledger for each Client in Automation - Apps (Australia and UK)

If using FYI for Practice Management, the Xero Ledger integration will also synchronise Invoices and Contacts to the practice ledger. Refer to Connecting Xero Ledger.

Synchronisation Details

  Event Automatic Sync Manual Sync
Contacts Contact updated
in FYI

Immediate or during Invoice sync

Refer to Managing Invoice Settings

N/A
Client Xero Ledger Reports Import and file Xero Ledger Reports
in FYI
N/A All users 
Invoicing Invoice created as Draft
in FYI
N/A N/A
Invoicing Invoice created as Draft
in Xero
Immediate N/A
Invoicing Invoice Approved
in FYI
Immediate If synchronisation fails, FYI Admins can resubmit via Practice Activity.
Invoicing Invoice Approved
in Xero
Immediate N/A
Invoicing Invoice is Deleted
in FYI
Immediate If synchronisation fails, FYI Admins can resubmit via Practice Activity.
Invoicing Invoice is Deleted
in Xero
Immediate N/A
Invoicing Invoice is Voided
in FYI
Immediate If synchronisation fails, FYI Admins can resubmit via Practice Activity.
Invoicing Invoice is Paid
in Xero
Immediate N/A
Invoicing Credit Note is Created
in Xero
Overnight N/A

Assigning Invoices to a Contact in Xero

When invoices are synchronised to Xero Ledger, the invoice will be assigned to a specific contact based on a matching Code or Name.

The email associated with the invoice will be 

Matching
Contact Code
Matching
Contact Name
Action
Not found Not found
or
Archived
Create a new contact using the Name and Contact Code from FYI
Not Found Active Contact Update the active contact with the Name and contact Code from FYI
Active Contact N/A Update the active contact with the Name from FYI
Archived Not found
or
Archived
The contact will need to be manually restored in Xero.
Archived Active

If there are duplicate contacts, one with a matching Client code that has been archived, and one with a matching Name that is active, the user will need to restore/merge clients in Xero.

Refer to Error when exporting invoices to Xero Ledger due to Archived Contacts.

Invoice Email Address

When invoices are approved in FYI and synchronised to Xero, the email address on the Client - Summary tab will be sent to Xero to be used as the invoice email address.

However, if practices wish to use a separate email address for invoices, a Client Custom Field can be used instead. The Custom Field must be configured as follows:

  • Applies to must be selected for Client.
  • The Type set to Email.

Refer to Managing Custom Fields.

Once the Custom Field has been created, it will need to be selected in the Invoice Settings. Refer to Managing Invoices Settings. The separate email address can then be updated for clients from the Client - Custom Fields tab.

If a Client Custom Field has been selected in the Invoice Settings, but an email address has not been entered into the custom field for the client, the email address on the Client - Summary tab will be used.

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