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 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
The Practice Ledger app allows users to manually request a sync of Invoices and Credit Notes. A manual sync can only be requested 4 hours after the last synchronisation, including the automatic overnight sync.
Refer to Running a Manual Sync with Xero Ledger.
Synchronisation Details
Clients
Note: Client address details are not synchronised from FYI to Xero, and will need to be manually maintained within Xero ledger.
| 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 Refer to Managing Invoice Settings |
N/A |
| Client Xero Ledger Reports | Import and file Xero Ledger Reports in FYI |
N/A | All users |
Invoices
Where invoices are created directly in Xero and synced with FYI, Xero Tracking is not synchronised to the invoice custom field in FYI. It is recommended that invoices are created directly in FYI for accurate reporting.
| Event | Automatic Sync | Manual Sync | Notes |
| Invoice created as Draft in FYI |
N/A | N/A | |
| Invoice created as Draft in Xero |
Immediate* | N/A | |
| Invoice Approved in FYI |
Immediate* | If synchronisation fails, FYI Admins can resubmit via Practice Activity | |
| Invoice Approved in Xero |
Immediate* | N/A | |
| Invoice Edited in Xero |
Immediate* | N/A |
**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. |
| 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 Paid in Xero |
Immediate* | N/A |
*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. Refer to Deleting and Voiding Invoices.
Credit Notes
| Event | Automatic Sync | Manual Sync | |
| Credit Notes | Credit Note is created as Draft in Xero |
Overnight | FYI Admins via the Practice Ledger app |
| Credit Notes | Credit Note is Approved in Xero |
Overnight | FYI Admins via the Practice Ledger app |
| Credit Notes | Credit Note is allocated to an Invoice in Xero |
Overnight | FYI Admins via the Practice Ledger app |
| Credit Notes | Credit Note is voided in Xero | Overnight | FYI Admins via the Practice Ledger app |
Invoice Synchronisation
Assigning Invoices to Clients and Jobs in FYI
When invoices are created in Xero and synchronised to FYI, the invoice will be assigned to a Client or Job based on the following:
-
Client - If the Client Name matches in FYI, the invoice will sync to the client. If the client name does not match in FYI, the invoice will sync to 'Archived Client' in Practice - Invoices. The invoice can be updated to the correct client using the Invoice Drawer.
-
Job - If the Invoice Reference Number matches the Job number in FYI, the invoice will be assigned to the corresponding job in FYI.
Draft Invoices synchronised from Xero to FYI can be edited in FYI as required. Refer to Opening and Editing Invoices.
Invoices synchronised from Xero Ledger are created as Interim Invoices in FYI when a matching Client and Job is found in FYI. Once the invoice is approved, a negative time entry will be created in FYI. These negative time entries cannot be deleted.
Once an invoice from Xero has been approved, only the client and job may be updated. Refer to Opening and Editing Interim Invoices.
Assigning Invoices to a Contact in Xero
When invoices sync to Xero Ledger, the invoice will be assigned to a specific contact based on:
- If there is a matching FYI Client ID/Xero Contact Code, or
- If no matching Contact Code, a matching Contact Name.
The Contact Code in Xero is compared to the FYI Client ID, displayed on the Client - Summary tab.
Contact Names are not case-sensitive.
| Matching Contact Code |
Matching Contact Name |
Matching Contact Status | Result |
| Y | - | Active | Invoices are synchronised, and the active contact is updated with the Name from FYI. |
| Y | - | Archived | The invoice will not be synchronised, and the contact will need to be manually restored in Xero before resubmitting the invoice. |
| Y | Y |
Active and/or Archived contacts |
The invoice will not be synchronised. If there are duplicate contacts, one with a matching Client code for an archived contact, 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. |
| N | N | - |
The invoice will be synchronised, and a new contact will be created using the Name and FYI Client ID. |
| N | Y | Archived |
The invoice will be synchronised, and a new contact will be created using the Name and FYI Client ID. |
| N | Y | Active | The invoice will be synchronised, and the active contact will be updated so the Xero Contact Code matches the FYI Client ID. |
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.