Synchronising with Xero Practice Manager where FYI is enabled for Primary Source of Client Data

The FYI as Primary for Client Maintenance setting is automatically enabled for practices on the FYI Elite plan, and available as a Beta for practices on the Pro plan. Contact Support to join the Beta.

When FYI as Primary for Client Maintenance is enabled, FYI becomes the source of truth for client details. The synchronisation frequency with Xero Practice Manager will be adjusted to reduce the impact on Xero Practice Manager Rate Limits.

Users will be able to create clients directly in FYI if the user is an FYI Admin or belongs to a User Group with the "Edit Clients" permission.

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 values will be synchronised from FYI to Xero Practice Manager, as a one-way synchronisation only.
When a new client is created in Xero Practice Manager, Client Custom Field values will be synchronised to FYI, as a one-time synchronisation only.
The Client Manual Sync function is only available for FYI Admins, and users in a User Group with access to Automations.
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.
The client 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. Where data has not been entered in these fields, FYI will default to the Primary Contact details.
Consider your Xero Practice Manager integrations with other app providers before enabling this option.

Synchronisation Details

Note: Clients that are archived in Xero Practice Manager before your initial connection to FYI will not sync to FYI.

Clients

	Event	Automatic Sync
Clients	Create or Edit in FYI	Immediate
Clients	Create or Edit in XPM	Approx. 15 minutes
Archived Clients	Archive in FYI	Immediate
Archived Clients	Archive in XPM	Approx. 15 minutes
Client Details	Create and Edit in FYI	Immediate
Client Details	Create, Edit or Delete in XPM	Approx. 15 minutes
Client Groups	Create and Edit in FYI	Immediate
Client Groups	Create, Edit or Delete in XPM	Approx. 15 minutes
Client Contacts	Create, Edit or Delete in FYI	Immediate
Client Contacts	Create, Edit or Delete in XPM	Approx. 15 minutes
Client Relationships	Create, Edit or Delete in FYI	Immediate
Client Relationships	Create, Edit or Delete in XPM	Approx. 15 minutes

Custom Fields

Client and Job Custom Fields are synchronised between Xero Practice Manager and FYI, as per the frequencies below.

	Event	Automatic Sync
Custom Field Definitions	Add, Edit or Delete in FYI	Immediate
Custom Field Values	Add, Edit or Delete in FYI	Immediate
Custom Field Definitions	Create, Edit or Delete in XPM	Approx. 15 minutes
Custom Field Values *existing clients	Create, Edit or Delete in XPM	Not Synchronised
Custom Field Values *new clients only	Create in XPM	Approx. 15 minutes

Note: When a new client is created in Xero Practice Manager, Client Custom Field values will be synchronised from XPM to FYI, as a one-time synchronisation only.

List of Synchronised Fields and Sync Frequency

When FYI has been enabled as the primary source for both Client Maintenance the sync frequency is as per below.

Clients

Field	Sync Frequency from FYI	Sync Frequency from XPM
Groups	Immediate	Approx. 15mins
Business Structure	Immediate	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 (managed in FYI only)	N/A	N/A
Email	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

Client Tax and Company

Different fields are displayed depending on your location.

Australia
New Zealand
United Kingdom

Australia

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
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

New Zealand

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

United Kingdom

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

Client Contacts

Field	Sync Frequency from FYI	Sync Frequency from XPM
Name	Immediate	Approx. 15mins
Email	Immediate	Approx. 15mins
Phone	Immediate	Approx. 15mins
Mobile	N/A	N/A
Position	Immediate	Approx. 15mins
Salutation	N/A	N/A

Client Addresses

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

Client Relationships

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 Client Maintenance, the following data is not synchronised:

Client Mobile (the Mobile Number for contacts will be synchronised)
Client Salutation (the Salutation for contacts will be 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.

Features