Xero Practice Manager Synchronisation Types

Synchronisations between FYI and Xero Practice Manager (XPM) are performed automatically based on changes made in either system, and at scheduled intervals. FYI Admins or users with permissions enabled for Automations can also perform manual synchronisations as required.

Errors encountered during a sync will be reported in Practice Activity.

For more information on the integration with Xero Practice Manager, refer to:

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

Automation Synchronisations

Automatic syncs occur overnight and when specific changes are made in either FYI or Xero Practice Manager. Refer to Synchronisation Frequency below for additional details.

These synchronisations occur at specific times:

• Incremental syncs: where an event is performed in either FYI or XPM, data is synced within approximately 15 minutes. These syncs occur every 15 minutes between the hours of 9am and 7pm AEST (Australian Eastern Standard Time) or GMT (Greenwich Mean Time), depending on your location.
   
• Overnight sync: a full sync of clients, jobs, users/staff, and tax returns is performed at 7pm AEST (Australian Eastern Standard Time) or GMT (Greenwich Mean Time), depending on your location.

Bi-directional Custom Field Synchronisation

When changes to Client or Job Custom Field values in FYI are synchronised to Xero Practice Manager, an additional check is made for any modified Custom Field values for the relevant client or job in Xero Practice Manager. 

These synchronisations are performed every 15 minutes between the hours of 9am and 7pm AEST (Australian Eastern Standard Time) or GMT (Greenwich Mean Time), depending on your location.

Changes to Custom Fields in Xero Practice Manager made by third-party integrations are not synchronised to FYI unless one of the following occurs:

• There is a change to the client or job details in Xero Practice Manager.
• The bi-directional sync from FYI is used.
• The weekend overnight sync is performed.

For Job Custom Fields, this also includes changes made directly by users in Xero Practice Manager.

Weekend Overnight Custom Field Synchronisation

An overnight sync of all Custom Field values is performed on Friday, Saturday, and Sunday, from 5am AEST (Australian Eastern Standard Time) or GMT (Greenwich Mean Time), depending on your location.

This minimises the impact of large synchronisations during the working week and avoids interruptions to day-to-day activity. 

The weekend sync ensures that all Custom Fields are refreshed weekly, including cases where updates are made in XPM by third-party systems, or directly by users for Job Custom Fields that would not otherwise trigger a sync to FYI.

Manual Synchronisation

Manual syncs are performed on request by a user:

• By an FYI Admin from the Xero Practice Manager Automation app.
• For practices where FYI as Primary for Client Maintenance is not enabled, by standard users from the Clients List or Job - Summary tab. 

Refer to Running a Manual Sync with Xero Practice Manager.