Plan: Available: All plans
Users: Available: All users
Practice Management Source: Available: All sources
Practices can use the Xero Ledger integration with Xero Blue to import and file client Xero Ledger reports using the Client Ledger Reports AutoFile automation process. To set up the integration, connect Xero Ledger for each client.
For practices using FYI for Practice Management, the Xero Ledger integration also synchronises invoices and contacts to the Practice Ledger. Please note that Xero has a set number of synchronisations available to be performed each day, referred to as the Xero Rate Limit.
Synchronisation frequency
Automatic sync
There are two types of automatic synchronisations:
- Overnight synchronisations.
- Changes made in FYI that are queued to synchronise to Xero Ledger immediately. These synchronisations may take up to 15 minutes to complete.
Automatic syncs that fail will be reported in the Practice Activity with a message to resubmit if available.
Manual sync
A manual sync of invoices and credit notes can be requested using the Practice Ledger app. A manual sync can only be requested 4 hours after the last synchronisation, including the automatic overnight sync.
A manual sync imports new invoices and credit notes. Previously synchronised invoices and credit notes aren't updated.
Synchronisation details
Clients
Client contact details, including names, email addresses, and postal and physical addresses, can synchronise from FYI to Xero Ledger, depending on the Invoice Settings and whether the client has previously been invoiced from FYI.
Where a client name in FYI contains leading or trailing spaces or angle brackets, these are removed, and the client is synchronised.
For details on how contacts are matched, created, and updated in Xero Ledger, refer to Xero Ledger contact synchronisation.
| Event | Automatic sync | Manual sync | |
| Clients (referred to as Contacts in Xero Ledger) | Client updated in FYI |
Immediate (can take up to 15 minutes) or during Invoice sync | N/A |
| Client Xero Ledger Reports | Import and file Xero Ledger Reports in FYI |
N/A | All users |
Invoices
When invoices are created directly in Xero and synchronised with FYI, Xero Tracking isn't synchronised to the invoice custom field in FYI. Create invoices directly in FYI for accurate reporting.
Invoices synchronised from Xero Ledger will have the Source of Xero.
Invoices imported from Xero are marked as Unfiled, regardless of the invoice status in Xero and whether the invoice reference includes a Job Reference Number. Practices must confirm whether the invoice should be filed or excluded.
For information on approved invoice batch processing, filing invoices and credit notes, invoice updates, and Go Live Date synchronisation, refer to Xero Ledger invoice and credit note synchronisation.
| Event | Automatic sync | Manual sync | Notes |
| Invoice created as Draft in FYI |
N/A | N/A | |
| Invoice created as Draft in Xero |
Overnight | N/A | Invoices created in Xero are synchronised during the overnight sync. Any changes before the first sync will not bring the invoice into FYI any sooner than the overnight sync. |
| Invoice approved in FYI |
Immediate* | If synchronisation fails, FYI Admins can resubmit via Practice Activity | Refer to Xero Ledger contact synchronisation for information on the contact details that are synchronised. |
| Invoice approved in Xero |
Immediate* | N/A |
Changes will sync immediately only if the invoice already exists in FYI. If the invoice has not yet synchronised to FYI, it will be synchronised during the overnight sync. |
| Invoice edited in Xero |
Immediate* | N/A |
Changes will sync immediately only if the invoice already exists in FYI. **Adjusted amount will sync but WIP or interim timesheet values will not be updated. Editing the Reference in Xero will update the assigned Job in FYI for both Interim Invoices and Interim Time Entries. If the invoice has not yet synchronised to FYI, it will be synchronised during the overnight sync. |
| Invoice is deleted in FYI |
Immediate* | If synchronisation fails, FYI Admins can resubmit via Practice Activity | |
| Invoice is deleted in Xero |
Immediate* | N/A | |
| Invoice is voided in FYI |
Immediate* | If synchronisation fails, FYI Admins can resubmit via Practice Activity | |
| Invoice is voided in Xero |
Immediate* |
N/A |
Voided invoices return Time and Disbursements to a "Submitted" status, including when the Job State is locked for Time and Disbursements. Voiding an Interim Invoice will delete the associated Interim entries. |
| Invoice is paid in Xero |
Immediate* | N/A | |
| Prepayment in Xero | N/A |
N/A |
Prepayments in Xero are not synchronised. Practices need to re-enter prepayments in Xero as credits or payments applied to the relevant invoice or job so they can synchronise to FYI. |
*These synchronisations may take up to 15 minutes to complete.
**If the invoice amount is changed in Xero, the new amount will sync back to FYI. However, any WIP or interim timesheet entry values in FYI will not be adjusted. When an invoice amount needs to be amended, we recommend deleting the invoice and creating a new one to ensure the correct WIP allocations.
Credit notes
For information on credit notes synchronisation, refer to Xero Ledger invoice and credit note synchronisation.
| Event | Automatic sync | Manual sync | |
| Credit notes | Credit note is created as Draft in Xero |
Overnight | Practice Ledger app |
| Credit notes | Credit note is approved in Xero |
Overnight | Practice Ledger app |
| Credit notes | Credit note is allocated to an invoice in Xero |
Overnight | Practice Ledger app |
| Credit notes | Credit note is voided in Xero | Overnight | Practice Ledger app |