Synchronising Clients, Staff, Jobs, Time, Tax Returns with Xero Practice Manager

Plan: Available: All plans

Users: Not Available: All users Available: FYI Admins or User Group Permissions

Practice Management Source: Not Available: APS, Iris, MYOB AE & AO, CCH, MYOB Practice Management (formerly GreatSoft) Available: FYI or Xero Practice Manager

FYI integrates with Xero Practice Manager (XPM) to keep key practice data in sync across both platforms. The frequency of the synchronisation and the type of data synchronised depend on your chosen FYI plan and the configuration of your practice settings:

Synchronisations between FYI and Xero Practice Manager (XPM) occur automatically at scheduled intervals, when specific changes are made in either system, or manually when required. Refer to Xero Practice Manager Synchronisation Types.

Note: Xero Rate Limits restrict the number of synchronisation requests each day between FYI and Xero Practice Manager. Refer to Xero Practice Manager Rate Limiting.

Synchronisation Frequency

Click on your Practice Management source and relevant Practice Settings to view the sync frequency relevant to your configuration.

For information on specific fields synchronised between Xero Practice Manager and FYI, refer to Xero Practice Manager Synchronised Fields.

Clients

PM Source - Xero Practice Manager
FYI as Primary (Beta) Non-FYI as Primary
  Event Automatic Sync 
Clients Create or Edit
in FYI 		Approx. 15 minutes
Clients Create, Edit or Delete
in XPM 		Approx. 15 minutes
Archived Clients Archive
in FYI 		Approx. 15 minutes
Archived Clients Archive
in XPM 		Overnight
Archived Clients

Restore
in XPM

 Approx. 15 minutes
Client Groups Create and Edit
in FYI 		Approx. 15 minutes
Client Groups Create, Edit or Delete
in XPM 		Approx. 15 minutes
Client Contacts Create, Edit or Delete
in FYI 		Approx. 15 minutes
Client Contacts Create, Edit or Delete
in XPM 		Approx. 15 minutes
Client Relationships Create, Edit or Delete
in FYI 		Approx. 15 minutes
Client Relationships Create, Edit or Delete
in XPM 		Approx. 15 minutes
PM Source - FYI
  Event Automatic Sync 
Clients Create or Edit
in FYI 		Approx. 15 minutes
Clients Create, Edit or Delete
in XPM 		Approx. 15 minutes
Archived Clients Archive
in FYI 		Approx. 15 minutes
Archived Clients Archive
in XPM 		Overnight
Client Groups Create and Edit
in FYI 		Approx. 15 minutes
Client Groups Create, Edit or Delete
in XPM 		Approx. 15 minutes
Client Contacts Create, Edit or Delete
in FYI 		Approx. 15 minutes
Client Contacts Create, Edit or Delete
in XPM 		Approx. 15 minutes
Client Relationships Create, Edit or Delete
in FYI 		Approx. 15 minutes
Client Relationships Create, Edit or Delete
in XPM 		Approx. 15 minutes

Please note that the following data is not synchronised between FYI and Xero Practice Manager:

  • XPM Leads.
  • 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.
  • Clients archived in Xero Practice Manager before your initial connection to FYI.

Jobs

For optimal sync performance, it's recommended that jobs are maintained in FYI.

PM Source - Xero Practice Manager

For practices where XPM is the Practice Management source, the Job synchronisation will depend on whether the XPM Workflow Jobs setting has been enabled.

XPM Workflow Jobs Enabled XPM Workflow Jobs Disabled

The following job information is synchronised when XPM Workflow Jobs have been enabled.

  Event Automatic Sync 
Jobs Create and Edit
in FYI 		Approx. 15 minutes
Jobs Create
in XPM 		Approx. 15 minutes
Jobs

Edit
in XPM

Overnight
Jobs

Delete
in XPM

Job is deleted in FYI

Overnight

Requests to delete more than 500 jobs will be processed on weekends only
Job State
(Billing and Standard jobs)

Edit
in FYI

Approx. 15 minutes

Job State

(must be assigned to an active job in XPM)

 Create and Edit
in XPM

Overnight

Requests to bulk update more than 500 jobs to a cancelled or completed state will be processed on weekends only
Job Details
(Name, State, Budget, Manager, Partner etc)		 Edit
in FYI 		Approx. 15 minutes
Job Details
(Name, State, Budget, Manager, Partner etc)

Edit
in XPM

Overnight

Job Category

(must be assigned to an active job in XPM)

 Create
in XPM 		Overnight
Job Templates Create or Edit 
in XPM 		Overnight
Workflow Jobs

Create XPM Task
in XPM

Creates Workflow Jobs in FYI for Billing Jobs with a "Standard" Type Job State in FYI

Approx. 15 minutes

Workflow Jobs

 

Edit XPM Task
in XPM

Updates Workflow Jobs in FYI for Billing Jobs with a "Standard" Type Job State in FYI

 Overnight
Workflow Jobs

Edit Job State to "Cancelled" or "Completed"
in FYI

Autocompletes the XPM Task in Xero Practice Manager

 Approx. 15 minutes
Workflow Jobs

Tick the checkbox to complete Task
in XPM

Autocompletes the  Workflow Job in FYI

 Overnight
PM Source - FYI

The following job information is synchronised with Xero Practice Manager when FYI has been selected as the Practice Management source.

  Event Automatic Sync

Standard and Billing Jobs

Only the Job Name and Job State (when closed)

 Create or Edit
in FYI 		Approx. 15 minutes

Standard Jobs
(for jobs created prior to selecting FYI as PM)

Billing Jobs
(for jobs created after selecting FYI as PM, or if Workflow Jobs was enabled prior to selecting FYI as PM)

Create
in XPM

Approx. 15 minutes

Standard Jobs
(for jobs created prior to selecting FYI as PM)

Billing Jobs
(for jobs created after selecting FYI as PM, or if Workflow Jobs was enabled prior to selecting FYI as PM)

 Edit
in XPM 		Overnight
Standard or Billing Jobs Delete
in XPM

Overnight

Requests to delete more than 500 jobs will be processed on weekends only
Workflow Jobs Create, Edit or Delete
in FYI 		N/A
XPM Tasks  Create, Edit or Delete
in XPM 		N/A
Job Templates Create, Edit or Delete
in FYI or XPM 		N/A
Job State Create, Edit or Delete
in FYI 		N/A

Job State

(must be assigned to an active job in XPM)

 Create, Edit or Delete
in XPM

Overnight

Requests to bulk update more than 500 jobs to a cancelled or completed state will be processed on weekends only
Job Description Create, Edit or Delete
in FYI 		Approx. 15 minutes
Job Description Create, Edit or Delete
in XPM 		N/A
Assigned User Edit
in FYI 		N/A
Assigned User Edit
in XPM 		N/A

Custom Fields

Changes made to Client or Job Custom Fields in Xero Practice Manager by third-party integrations will not be synchronised to FYI, unless there is a change to the Client or Job Details in Xero Practice Manager, when using the Bi-directional sync from FYI, or during the weekend overnight sync. For jobs, this also includes changes made by users directly in Xero Practice Manager.

Custom Fields will not be synchronised automatically if the client or job displays a Pending Sync tag on the Client Summary or Job Summary.

PM Source - Xero Practice Manager

The frequency of the Custom Fields synchronisations depends on whether FYI as Primary for Client Maintenance has been enabled for the practice.

Note: When a Job is marked as completed, the Job Custom Fields will only be synchronised again if the Job Details have been modified in the last 48 hours, for example, the Job State, Description, etc. No other synchronisations will occur for a completed job.

FYI as Primary (Beta) Non-FYI as Primary

The following Custom Field information is synchronised when FYI as Primary for Client Maintenance is enabled.

  Event Automatic Sync 
Client Custom Field Definitions Add, Edit or Delete
in FYI 		Approx. 15 minutes
Client Custom Field Definitions

Create, Edit or Delete
in XPM

Approx. 15 minutes
Client Custom Field Values Add, Edit or Delete
in FYI 		Approx. 15 minutes
Client Custom Field Values Create, Edit or Delete
in XPM 		Approx. 15 minutes* or 
Overnight on Friday, Saturday, and Sunday nights
Jobs Custom Field Definitions

Add, Edit or Delete
in FYI

Approx. 15 minutes
Jobs Custom Field Definitions Create, Edit or Delete
in XPM 		Overnight
Jobs Custom Field Values

Add, Edit or Delete
in FYI

Approx. 15 minutes
Job Custom Field Values Add, Edit or Delete
in XPM 		Approx. 15 minutes* or 
Overnight on Friday, Saturday, and Sunday nights
PM Source - FYI

The following Custom Field information is synchronised when FYI is selected as the Practice Management source.

  Event Automatic Sync 
Client and Job Custom Field Definitions Add, Edit or Delete
in FYI 		Approx. 15 minutes
Client and Job Custom Field Definitions

Create, Edit or Delete
in XPM

Approx. 15 minutes
Client and Job Custom Field Values Add, Edit or Delete
in FYI 		Approx. 15 minutes
Client and Job Custom Field Values Create, Edit or Delete
in XPM 		Approx. 15 minutes* or 
Overnight on Friday, Saturday, and Sunday nights

Time

Time entries created in FYI will only be synchronised when Xero Practice Manager is selected as the Practice Management source.

Note: Time Entries created in Xero Practice Manager will not be displayed in Home - My Time.

  Event Automatic Sync
Time

Create or Delete
in FYI

(with Status "Submit")

 Approx. 15 minutes

User

(Synchronised when submitting time if XPM Staff Allocation is set to Explicit)

Create Time
in FYI

(with Status "Submit")

Approx. 15 minutes
Time

Create or Delete
in XPM

N/A

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. Please consider the Xero Practice Manager Rate Limits when configuring this option.

Tax Returns

Tax Returns are only synchronised from Xero Practice Manager when both the Xero Tax integration and the Xero Tax Return AutoFile automation process have been enabled. Once enabled, Tax Returns will be synchronised regardless of the selected Practice Management source.

  Event Automatic Sync
Tax Returns

Create in XPM

(from Xero Tax, Tax Forms)

 Overnight

Users

Users will be synchronised from Xero Practice Manager when the "Currently Working" option is enabled in XPM. 

Please note that due to limitations of the Xero API, this includes all users of Xero, not just users specifically within Xero Practice Manager.

This applies regardless of whether FYI or Xero Practice Manager is selected as the Practice Management source.

 

Event

Automatic Sync
Users

Create or Edit
in FYI

N/A
Users

Create or Edit
in XPM

Overnight
Users

Delete
in XPM

N/A
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