If integrated with Xero Practice Manager (XPM), your Clients, Jobs, Tax Returns, Time and Team are instantly imported from XPM and continuously synchronised with FYI.
Any change in Xero Practice Manager is reflected in FYI. Additionally, certain changes that are made in FYI will be synchronised to update Xero Practice Manager. Synchronisations occur both automatically and manually, covered further below.
For practices on the Elite plan where FYI is the Primary Source of client data, the client sync frequency is different to the frequency described in this article. Refer to Synchronising with Xero Practice Manager where FYI is enabled for Primary Source of Client Data
Important Note: With its move to the new oAuth, Xero has introduced restrictions on the synchronisation with FYI. Refer to Xero Practice Manager Rate Limiting.
Verifying your Initial Integration
To verify your initial integration with Xero Practice Manager, refer to the Practice Set Up Checklist in your Verifying your Synchronisations with Xero Practice Manager for the First Time.
Synchronisation Frequency
Automatic Sync
There are two types of automatic synchronisations:
- From Xero Practice Manager to FYI, occurring overnight.
- Changes made in FYI that update Xero Practice Manager are synced to Xero Practice Manager immediately.
Automatic syncs that fail will be reported in the Practice Activity with a message to request a manual sync (refer to Practice Activity). A failure could occur if:
- Xero Practice Manager was down overnight
- The authorization token for your practice has expired and you need to reconnect Xero Practice Manager. Refer to Resetting your connection between FYI and Xero Practice Manager.
- The rate limit that is set by Xero Practice Manager has been reached for your practice.
If there is still an issue after a manual sync, data will sync on the next scheduled automatic sync.
Custom Field Synchronisation
When the overnight job sync runs, it will sync through the standard job fields, i.e. state, budget, description, manager etc. Custom fields are synchronised separately after the overnight job sync itself.
When the overnight sync changes the job state to 'Completed', the Job Custom Fields will only be synchronised again if the Job Details have been modified in the last 48 hours. No other synchronisations will occur for that job.
Manual Sync
A manual sync from Xero Practice Manager to FYI can also be run, as and when needed.
All users can run a sync for Clients and Jobs using the Sync function on the Clients list or Jobs list.
For practices on the Elite plan where FYI is the Primary Source for client data, the Client Sync function is not available. Refer to FYI is enabled as the Primary Source of Client Data below.
Providing Maintain Jobs in FYI is set as "Off" in the Xero Practice Manager app, all users can run a sync for Jobs using the Sync function on the Jobs list or Client - Jobs tab in the Client workspace.
Refer to All Users - Running a Clients or Jobs Sync from the Clients or Jobs List in Running a Manual Sync with Xero Practice Manager and Additional Notes on Syncing.
An FYI Admin can run a sync for Clients, Jobs, Users (Staff) and Tax Returns from the Automation dashboard.
Refer to FYI Admin - Running a Manual Sync with Xero Practice Manager in Running a Manual Sync with Xero Practice Manager and Additional Notes on Syncing.
Note: Jobs will be marked with a 'Pending Sync' tag while waiting for the updates to be synced with Xero Practice Manager. This tag is located beside the Job Name in the Job Summary and prevents updates from being overwritten by a user selecting the Sync from PM button. Once the updates have synced to Xero Practice Manager, the tag will be cleared.
When a manual synchronisation is requested, an entry will be displayed in Practice Activity. Refer to Practice Activity.
FYI is enabled as the Primary Source of Client Data
Practices on the Elite plan can 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.
When upgrading to the Elite plan and selecting FYI as the Practice Management solution, FYI will be automatically enabled as the Primary Source for Client Data. This means that FYI becomes the point of truth for the client details. To reduce the impact on Xero Practice Manager Rate Limits, the synchronisation frequency with Xero Practice Manager will be adjusted.
- The synchronisation of fields will change. Some fields will continue to synchronise, while others may not sync as often, or not at all.
- Custom Fields will only be synchronised one-way from FYI to Xero Practice Manager, for both Clients and Jobs.
- A manual synchronisation of Clients can only be performed from the Automation Dashboard by an FYI Admin or a user in a User Group that has Permissions enabled for Automations.
Refer to Synchronising with Xero Practice Manager where FYI is enabled for Primary Source of Client Data and Enabling FYI as Primary Source of Client Data.
Important note: Once enabled, FYI as Primary for Client Maintenance cannot be disabled, to ensure data integrity is kept at one source location.
Synchronisation Details
The following is a summary of when the event and changes in Xero Practice Manager or FYI are synced.
For information on running a Manual Sync and for additional notes on syncing, refer to Running a Manual Sync with Xero Practice Manager and Additional Notes on Syncing.
Clients
Note: Clients that are archived in Xero Practice Manager before your initial connection to FYI will not sync to FYI.
|
Event |
Automatic Sync |
Manual Sync |
Clients |
Create or Edit |
All users |
|
Archived Clients |
Archive |
All users |
|
Archived Clients |
Archive |
Overnight |
All Users |
Client Details |
Create, Edit or Delete |
Incremental sync every 15 minutes |
All users |
Client Details |
Create and Edit |
Incremental sync every 15 minutes |
All users |
Client Groups |
Create, Edit or Delete |
N/A |
|
Client Groups |
Create and Edit |
Overnight |
All users |
Client Contacts |
Create, Edit or Delete |
All users |
|
Client Relationships |
Create, Edit or Delete |
Incremental sync every 15 minutes |
All users |
Client Manager or Partner |
Edit (from the Client - Summary) |
Immediate |
All users |
Client Custom Fields (the Custom Field Definition) |
Create, Edit or Delete |
Overnight |
Manual Sync and |
Client Custom Field values selected for a Client |
Add, Edit or Delete |
Overnight |
Manual Sync and |
Client Custom Fields (the Custom Field Definition) |
Add, Edit or Delete |
Custom Field Definitions changed in FYI are queued and can take up to 15 minutes to sync |
N/A |
Client Custom Field values selected for a Client |
Add, edit or Delete (using Edit from Client - Custom Fields tab |
Client Custom Fields changed in FYI are queued and can take up to 15 minutes to sync |
N/A |
Users
|
Event |
Automatic Sync |
Manual Sync |
Users |
Create or Edit |
FYI Admins |
|
Users |
Delete |
No action in FYI
|
No action in FYI |
Jobs
|
Event |
Automatic Sync |
Manual Sync |
Jobs |
Create, Edit or Delete |
If enabled |
|
Jobs |
Create (with Create Job step in an Automation process or with + Create Job or Add Job from Jobs list) |
Jobs created in FYI are queued and can take up to 15 minutes to sync |
N/A |
Job State |
Edit |
If enabled |
|
Job details |
Edit (with Bulk Update, Update Job in an Automation. from the Job drawer or from the Job - Summary) |
Updates to Jobs are queued and can take up to 15 minutes to sync. Updates from a Bulk Update are run with an Automation Process |
If Maintain Jobs in FYI is set as "Off" in the Xero Practice Manager app |
Job Category |
Create and apply to an active Job |
All users |
|
Jobs Custom Field (the Custom Field Definition) |
Create, Edit or Delete |
Overnight |
All users via Manual Sync, or FYI Admins via Xero Practice Manager app (To use Manual Sync at least one standard Job Field must also be updated) |
Job Custom Field values selected for a Job |
Add, Edit or Delete |
Overnight |
All users via Manual Sync, Sync from PM button in Job - Custom Fields tab, FYI Admins via Xero Practice Manager app (To use Manual Sync at least one standard Job Field must also be updated) |
Job Custom Fields (the Custom Field Definition) |
Add, Edit or Delete |
Job Custom Field Definitions changed in FYI are queued and can take up to 15 minutes to sync |
N/A |
Job Custom Field values selected for a Job |
Add, edit or Delete (using Edit from Job - Custom Fields tab, Bulk Update |
Job Custom Fields changed in FYI are queued and can take up to 15 minutes to sync |
N/A |
Job Templates (refer to the Job Templates section below for specific fields) |
Create or Edit |
If enabled |
|
Tasks for Jobs |
Create or Edit |
All users |
|
Workflow Jobs (when Legacy Workflow Jobs are enabled in FYI) |
Create, Edit XPM Task Creates, Updates Workflow Job in FYI |
If Maintain Jobs in FYI is set as "Off" in the Xero Practice Manager app |
|
Workflow Jobs (when Legacy Workflow Jobs are enabled in FYI) |
Tick checkbox to complete Task Autocompletes the Workflow Job in FYI |
If Maintain Jobs in FYI is set as "Off" in the Xero Practice Manager app |
|
Workflow Jobs (when Legacy Workflow Jobs are enabled in FYI) |
Edit State to a "Cancelled" or "Completed" State Autocompletes the XPM Task in Xero Practice Manager |
Changes to State of Workflow Jobs are queued and can take up to 15 minutes to sync |
If Maintain Jobs in FYI is set as "Off" in the Xero Practice Manager app |
Workflow Jobs |
Job with XPM tasks is deleted |
If Maintain Jobs in FYI is set as "Off" in the Xero Practice Manager app |
Time
Depending on the XPM Staff Allocation method selected in Practice Settings, additional syncs may be performed when submitting time to ensure the user is assigned to the Job or Task. The option selected will impact the risk of exhausting the Xero Practice Manager Rate Limits
Note: Time Entries created in Xero Practice Manager will not be displayed in Home - My Time.
For users on the Elite plan where FYI has been set as the Practice Management Source, time will not be synchronised with Xero Practice Manager. Refer to Synchronising with Xero Practice Manager where FYI is enabled as the PM Source
|
Event |
Automatic Sync |
Manual Sync |
Time |
Create or Delete (with Status "Submit") |
Time entries are queued and can take up to 15 minutes to sync |
N/A |
Tax Returns
|
Event |
Automatic Sync |
Manual Sync |
Tax Returns |
Create in XPM (from Xero Tax, Tax Forms) |
FYI Admins |
Data not synchronised
The following data is not synchronised between FYI and Xero Practice Manager:
- XPM Leads
- Job Template fields - Job Description and Category
- Clients that are archived in Xero Practice Manager before the initial connection to FYI
-
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.
List of Synchronised Fields
The following fields are synchronised when FYI is not enabled as the Client Maintenance primary source. Refer to Enabling FYI as Primary Source of Client Data.
Field |
Groups |
Structure |
First Name |
Last Name |
Other Name |
Name |
Contact |
Salutation |
Phone Number |
Mobile Number |
Date of Birth |
Export Code |
Client Code |
Manager |
Partner |
Custom Fields (if enabled in FYI) |
General
Field |
Business Number |
Company Number |
Tax Number (when FYI enabled as the Primary Source of Client Data the Tax Number will be displayed partially masked if synchronised from XPM, but once edited in FYI will display the full value) |
BSB Number |
Account Number |
Account Name |
Financial Institute Name |
Balance Month |
Prepare Activity Statement |
Prepare Tax Form |
New Zealand-specific
Field |
NZBN |
Tax Agent |
IRD Number |
Return Type |
Signed Tax Authority |
Agency Status |
Field |
Name |
Phone |
Mobile |
Position |
Salutation |
General
Field |
Name |
State |
Category |
Type |
Budget |
Estimated |
Actual |
Start Date |
Due Date |
Manager |
Partner |
Assigned |
Custom Fields (Completed jobs will synchronise Custom Fields for 48 hours after the Job Details were last modified) |
Field |
Name |
Job Templates
Job Templates are synchronised from Xero Practice Manager, ensuring consistency and efficiency when creating jobs in FYI.
Due to limitations from Xero Practice Manager, only the following data is synchronised:
- Job Name
- Milestones
- Workflow Jobs
- Costs
The Job Description and Category are not synchronised.