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

From the moment you sign up to FYI, your Clients, Jobs, Tax Returns, Time and Team are instantly imported from Xero Practice Manager 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.

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:

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 FYI Admins

All users can run a sync for Clients and Jobs using the Sync function on the Clients list or Jobs list.

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.

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.

If FYI is enabled as the Primary Source for Client Management 3345_Elite_plan_Swish.png

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.

Practices can also choose to enable FYI as the primary source for Client Maintenance. 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 accordingly:

  • Changes to Primary client and tax fields will be queued to synchronise to Xero Practice Manager immediately. Refer to the List of Synchronised Fields below.
  • All other client changes will synchronise to Xero Practice Manager overnight.

Any changes made to clients in FYI will not be updated back to the original state in Xero Practice Manager if a manual Sync is requested before the change in FYI has been updated to XPM.

Refer to Enabling FYI as Primary Source for Client Maintenance.

Important note:  We recommend that once this setting is enabled, it is not disabled in the future, 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
in XPM

Overnight

All users

Archived Clients

Archive
in XPM

Overnight

All users

Archived Clients
*if FYI is not set as Primary Source

Archive
in FYI

Overnight

All Users

Archived Clients
*if FYI set as Primary Source

Archive
in FYI

Overnight

All Users

Client Details

Create, Edit or Delete
in XPM

Incremental sync every 15 minutes

All users

Client Details
*if FYI is not set as Primary Source

Create and Edit
in FYI

Incremental sync every 15 minutes

All users

Client Details

*if FYI set as Primary Source

Create and Edit
in FYI

Immediate or Overnight

Refer to Sync Fields

All users

Client Groups

Create, Edit or Delete
in XPM

Overnight

All users

Client Groups
*if FYI is not set as Primary Source

Create and Edit
in FYI

Overnight

All users

Client Groups
*if FYI set as Primary Source

Create and Edit
in FYI

Overnight

All users

Client Contacts

Create, Edit or Delete
in XPM

Overnight

All users

Client Manager or Partner

Edit
in FYI

(from the Client  - Summary)

Immediate

All users

Client Custom Fields (the Custom Field Definition)

Create, Edit or Delete
in XPM

Overnight
(unless this has been disabled in Xero Practice Manager Settings)

Manual Sync and 
Sync from PM button in Client - Custom Fields tab,  FYI Admins via Xero Practice Manager app

Client Custom Field values selected for a Client

Add, Edit or Delete
in XPM

Overnight
(unless this has been disabled in Xero Practice Manager Settings)

Manual Sync and 
Sync from PM button in Client - Custom Fields tab,  FYI Admins via Xero Practice Manager app

Client Custom Fields (the Custom Field Definition)

Add, Edit or Delete
in FYI

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
in FYI

(using Edit from Client - Custom Fields tab
or with an Update Client step in an Automation process)

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
in XPM (Staff)

Overnight

FYI Admins

Users

Delete
in XPM (Staff)

No action in FYI
(User needs to be made Inactive in FYI)

 

No action in FYI
(User needs to be made Inactive in FYI)

Jobs

 

Event

Automatic Sync

Manual Sync

Jobs

Create, Edit or Delete
in XPM

Overnight

If enabled
All users
(there could be a delay of 5 to 10 minutes to sync)

Jobs

 Create
in FYI

(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
in XPM

Overnight

If enabled
All users
(there could be a delay of 5 to 10 minutes to sync)

Job details
such as Name, State, Budget, Manager, Partner

Edit
in FYI

(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
All users
(there could be a delay of 5 to 10 minutes to sync)

Job Category

Create and apply to an active Job
in XPM

Overnight

All users

Jobs Custom Field (the Custom Field Definition)

Create, Edit or Delete
in XPM

Overnight
(unless this has been disabled in Xero Practice Manager Settings)

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
in XPM

Overnight
(unless this has been disabled in Xero Practice Manager Settings)

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
in FYI

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
in FYI

(using Edit from Job - Custom Fields tab, Bulk Update
or with an Update Job step in an Automation process)

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 
in XPM

Overnight

If enabled
All users
(there could be a delay of 5 to 10 minutes to sync)

Tasks for Jobs

Create or Edit
in XPM

Overnight

All users

Workflow Jobs

(when Workflow Jobs are enabled in FYI)

Create, Edit XPM Task
in XPM

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

Overnight

If Maintain Jobs in FYI is set as "Off" in the Xero Practice Manager app
All users
(there could be a delay of 5 to 10 minutes to sync)

Workflow Jobs

(when Workflow Jobs are enabled in FYI)

Tick checkbox to complete Task
in XPM

Autocompletes the  Workflow Job in FYI

Overnight

If Maintain Jobs in FYI is set as "Off" in the Xero Practice Manager app
All users
(there could be a delay of 5 to 10 minutes to sync)

Workflow Jobs

(when Workflow Jobs are enabled in FYI)

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

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
All users
(there could be a delay of 5 to 10 minutes to sync)

Time

 

Event

Automatic Sync

Manual Sync

Time

Create or Delete
in FYI

(with Status "Submit")

Time entries are queued and can take up to 15 minutes to sync

N/A

Note: 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 Practice Management Sync app

Tax Returns

 

Event

Automatic Sync

Manual Sync

Tax Returns

Create in XPM

(from Xero Tax, Tax Forms)

Overnight

FYI Admins

Data not synchronised

The following data is not synchronised between FYI and Xero Practice Manager:

  • XPM Leads
  • Job Template - Job Description and Category
  • Clients that are archived in Xero Practice Manager before the initial connection to FYI

List of Synchronised Fields

Clients
Field Sync Frequency if FYI is Primary Source
Groups Immediate
Structure Immediate
First Name Immediate
Last Name Immediate
Other Name Immediate
Name Immediate
Contact Overnight
Salutation Overnight
Email Immediate
Phone Number Overnight
Mobile Number Overnight
Date of Birth Overnight
Export Code Overnight
Client Code Overnight
Manager Immediate
Partner Immediate
Custom Fields (if enabled in FYI) No synchronisation
Tax and Company

General

Field Sync Frequency if FYI is Primary Source
Business Number Immediate
Company Number Immediate

Tax Number

(when FYI enabled as the Primary Source for Client Maintenance the Tax Number will be displayed partially masked if synchronised from XPM, but once edited in FYI will display the full value)

Immediate
BSB Number Immediate
Account Number Immediate
Account Name Immediate
Financial Institute Name -

Balance Month

Immediate

Prepare Activity Statement

Immediate

Prepare Tax Return

Immediate

New Zealand-specific

Field Sync Frequency if FYI is Primary Source
NZBN Immediate
Tax Agent Immediate
IRD Number Immediate
Return Type Immediate
Signed Tax Authority Immediate
Agency Status Immediate
Client Contacts
Field
Name
Email
Phone
Mobile
Position
Salutation
Jobs

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)
Users
Field
Name
Email

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.

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