Practices on the Elite plan with FYI selected as the Practice Management solution are automatically enabled for FYI as Primary, meaning that FYI becomes the source of truth for client details.
In addition, practices integrated with Xero Practice Manager can choose to enable FYI as the primary for Mobile and Salutation. For practices not integrated with XPM, this setting will be automatically enabled and hidden from view.
Practices will be able to create clients directly in FYI if the user is an FYI Admin or belongs to a group with "Edit Clients" permissions toggled on. Refer to Creating Clients in FYI and Managing User Groups.
To reduce the impact on Xero Practice Manager Rate Limits, the synchronisation frequency with Xero Practice Manager will be adjusted accordingly. Refer to Client Synchronisation Details and List of Synchronised Fields and Sync Frequency below.
To update your settings, refer to Enabling FYI as Primary Source of Client Data.
Note: This feature is currently in Beta for practices on the Pro plan. Click here to join the Beta.
FYI as Primary Settings
Client Maintenance
After enabling FYI for Client Maintenance:
- This setting cannot be disabled.
- The frequency of client synchronisations with Xero Practice Manager will be reduced.
- Custom Fields will be synchronised from FYI to Xero Practice Manager, as a one-way synchronisation only.
- The Client Manual Sync function is only available for FYI Admins, and users in a User Group with access to Automations. Refer to Running a Manual Sync with Xero Practice Manager.
- Changes made to clients in FYI will not be updated back to the original state in Xero Practice Manager (XPM) if a manual Sync is requested before the change in FYI has been updated to XPM.
FYI Client Mobile & Salutation
This option can only be enabled once Client Maintenance has been enabled, and will only be displayed for practices integrated with Xero Practice Manager. For all other practices, this setting will be enabled automatically.
- If the FYI Client Mobile & Salutation option is enabled, the Salutation and Mobile fields will become available for editing in FYI. These fields will then be maintained in FYI only, and will not synchronise to Xero Practice Manager.
- Consider your Xero Practice Manager integrations with other app providers before enabling this option.
Client Synchronisation Details
Note: Clients that are archived in Xero Practice Manager before your initial connection to FYI will not sync to FYI.
|
|
Event |
Automatic Sync |
|
Clients |
Create or Edit |
Immediate |
|
Clients |
Create or Edit |
Approx. 15 minutes |
|
Archived Clients |
Archive |
Immediate |
|
Archived Clients |
Archive |
Approx. 15 minutes |
|
Client Details |
Create and Edit |
Immediate |
|
Client Details |
Create, Edit or Delete |
Approx. 15 minutes |
|
Client Groups |
Create and Edit |
Immediate |
|
Client Groups |
Create, Edit or Delete |
Approx. 15 minutes |
|
Client Contacts |
Create, Edit or Delete |
Immediate |
|
Client Contacts |
Create, Edit or Delete |
Approx. 15 minutes |
|
Client Relationships |
Create, Edit or Delete |
Immediate |
|
Client Relationships |
Create, Edit or Delete |
Approx. 15 minutes |
|
Client Custom Fields |
Add, Edit or Delete |
Immediate |
|
Client Custom Fields |
Create, Edit or Delete |
N/A |
List of Synchronised Fields and Sync Frequency
When FYI has been enabled as the primary source for both Client Maintenance and FYI Client Mobile & Salutation, the sync frequency is as per below.
| Field | Sync Frequency from FYI |
Sync Frequency from XPM |
| Groups | Immediate | Approx. 15mins |
| Business Structure | Immediate (when edited FYI) |
Approx. 15mins (when assigned to a client) |
| First Name | Immediate | Approx. 15mins |
| Last Name | Immediate | Approx. 15mins |
| Other Name | Immediate | Approx. 15mins |
| Name | Immediate | Approx. 15mins |
| Contact | Immediate | Approx. 15mins |
|
Salutation |
N/A | N/A |
| Immediate | Approx. 15mins | |
| Phone Number | Immediate | Approx. 15mins |
| Mobile Number (managed in FYI only) |
N/A | N/A |
| Date of Birth | Immediate | Approx. 15mins |
| Export Code | Immediate | Approx. 15mins |
| Client Code (Not synchronised for NZ clients) |
Immediate |
Approx. 15mins |
| Manager | Immediate | Approx. 15mins |
| Partner | Immediate | Approx. 15mins |
| Custom Fields (one-way synchronisation only) |
Immediate | N/A |
Different fields are displayed depending on your location.
| Field | Sync Frequency from FYI |
Sync Frequency from XPM |
| Business Number | Immediate | Approx. 15mins |
| Company Number | Immediate | Approx. 15mins |
| Tax Number (When synchronised from XPM the Tax Number will be displayed partially masked, however the full value can be entered into FYI) |
Immediate | Approx. 15mins Not recommended - will be partially masked in FYI. |
| BSB Number | N/A | Approx. 15mins |
| Account Number | N/A | Approx. 15mins |
| Account Name | N/A | Approx. 15mins |
| Financial Institute Name | N/A | Approx. 15mins |
| Balance Month | Immediate | Approx. 15mins |
| Provisional Tax Basis | N/A | Approx. 15mins |
| Prepare Activity Statements | Immediate | Approx. 15mins |
| Prepare Tax Form | Immediate | Approx. 15mins |
| Tax Agent | N/A | Approx. 15mins |
| Automatically Retrieve from the ATO | N/A | Approx. 15mins |
| Active ATO Client | N/A | Approx. 15mins |
| Branch/CAC/ICA | N/A | Approx. 15mins |
| Field | Sync Frequency from FYI |
Sync Frequency from XPM |
| NZBN | Immediate | Approx. 15mins |
| Company Number | Immediate | Approx. 15mins |
| IRD Number | Immediate | Approx. 15mins |
| Balance Month | Immediate | Approx. 15mins |
| Signed Tax Authority | Immediate | Approx. 15mins |
| Return Type | N/A | Approx. 15mins |
| Provisional Tax Basis | N/A | Approx. 15mins |
| Agency Status | N/A | Approx. 15mins |
| Tax Agent | N/A | Approx. 15mins |
| GST Registered | Immediate | Approx. 15mins |
| Prepare GST | Immediate | Approx. 15mins |
| GST Period | Immediate | Approx. 15mins |
| GST Basis | Immediate | Approx. 15mins |
| Field | Sync Frequency from FYI |
Sync Frequency from XPM |
| Business Number | Immediate | Approx. 15mins |
| Company Number | Immediate | Approx. 15mins |
| VAT Number | Immediate | Approx. 15mins |
| Balance Month | Immediate | Approx. 15mins |
| Prepare Tax Return | Immediate | Approx. 15mins |
| Field | Sync Frequency from FYI |
Sync Frequency from XPM |
| Name | Immediate | Approx. 15mins |
| Immediate | Approx. 15mins | |
| Phone | Immediate | Approx. 15mins |
| Mobile | N/A | N/A |
| Position | Immediate | Approx. 15mins |
| Salutation | N/A | N/A |
Physical Address
| Field | Sync Frequency from FYI |
Sync Frequency from XPM |
| Address | Immediate | Approx. 15mins |
| City | Immediate | Approx. 15mins |
| State/Region | Immediate | Approx. 15mins |
| Postcode | Immediate | Approx. 15mins |
| Country | Immediate | Approx. 15mins |
Postal Address
| Field | Sync Frequency from FYI |
Sync Frequency from XPM |
| Address | Immediate | Approx. 15mins |
| City | Immediate | Approx. 15mins |
| State/Region | Immediate | Approx. 15mins |
| Postcode | Immediate | Approx. 15mins |
| Country | Immediate | Approx. 15mins |
New relationships are synchronised from FYI immediately to Xero Practice Manager. The corresponding relationship will be created in Xero Practice Manager, and synchronised to FYI within approximately 15 minutes.
For example, if "Frank Marshall" is added as the "Trustee of" a Family Trust, the Family Trust entity will also be updated to create a corresponding relationship to show Frank Marshall as a Trustee.
Individual fields are displayed below, however Client Relationships cannot be edited in FYI. A relationship would need to be deleted, and a new one created.
| Field | Sync Frequency from FYI |
Sync Frequency from XPM |
| Type | Immediate | Approx. 15mins |
| Related Client | Immediate | Approx. 15mins |
| Start Date | Immediate | Approx. 15mins |
| End Date | Immediate | Approx. 15mins |
| Percentage (available if "Partner Of" is selected) | Immediate | Approx. 15mins |
| Shares (available if "Shareholder Of" is selected) | Immediate | Approx. 15mins |
Data Not Synchronised
When FYI is enabled for FYI as the Primary Source for both Client Maintenance and Client Mobile & Salutation, the following data is not synchronised:
- Client Code (not available for New Zealand practices)
- Billing Entity
Note: for practices on the FYI Elite plan, an alternative solution is to create Billing and Workflow Jobs in FYI, as Workflow Jobs may be assigned to any client in the group.