Plan: Available: All plans
Users: Available: All users
Practice Management Source: Available: All sources
This article outlines the fields synchronised between FYI and Xero Practice Manager (XPM), including Client, Job, Time, Tax Return, and User information.
Synchronisation behaviour depends on your practice configuration, including whether Xero Practice Manager or FYI has been selected as the Practice Management source, and whether FYI as Primary for Client Maintenance has been enabled.
Some fields may only synchronise in one direction, may not be editable in FYI, or may only be available for practices in specific regions such as Australia, New Zealand, or the United Kingdom.
Expand each section below to view the fields synchronised for each area of FYI and any important notes or limitations that apply.
Client Details
Client Details can be viewed from the Client - Summary tab in FYI.
The following fields are synchronised when FYI as Primary for Client Maintenance is enabled.
| Field | Notes |
| Groups | |
| Business Structure | Synchronised from XPM to the Structure field in FYI. Must be assigned to an active client. |
| First Name | |
| Last Name | |
| Other Name | |
| Name | |
| Salutation | N/A - must be updated directly in FYI. |
| If a client email address is not entered, FYI will default to the Primary Contact's email address (not synchronised to XPM), or remains blank if a Primary Contact is not selected. | |
| Phone Number | |
| Mobile Number | N/A - must be updated directly in FYI. |
| Date of Birth | |
| Export Code | |
| Client Code | N/A for NZ practices. |
| Manager | |
| Partner |
The following fields are synchronised when FYI as Primary for Client Maintenance is not enabled.
| Field | Notes |
| Groups | |
| Business Structure | Synchronised from XPM to the Structure field in FYI. Must be assigned to an active client. |
| First Name | |
| Last Name | |
| Other Name | |
| Name | |
| Salutation | |
| If a client email address is not entered, FYI will default to the Primary Contact's email address (not synchronised to XPM), or remains blank if a Primary Contact is not selected. | |
| Phone Number | |
| Mobile Number | |
| Date of Birth | |
| Export Code | |
| Client Code | N/A for NZ practices. |
| Manager | |
| Partner |
The following fields are synchronised when FYI is selected as the Practice Management source.
| Field | Notes |
| Groups | |
| Business Structure | Must be assigned to an active client. |
| First Name | |
| Last Name | |
| Other Name | |
| Name | |
| Salutation | N/A - must be updated directly in FYI. |
| If a client email address is not entered, FYI will default to the Primary Contact's email address (not synchronised to XPM), or remains blank if a Primary Contact is not selected. | |
| Phone Number | |
| Mobile Number | N/A - must be updated directly in FYI. |
| Date of Birth | |
| Export Code | |
| Client Code | N/A for NZ practices. |
| Manager | |
| Partner |
Client Tax and Company
Client Details can be viewed from the Client - Summary tab in FYI.
The following fields are synchronised when Xero Practice Manager is selected as the Practice Management source.
The following fields are synchronised when FYI as Primary for Client Maintenance is enabled. Please note that fields are region-specific.
Australian-specific
| Field | Notes |
| Business Number | |
| Company Number | |
| Tax Number | The Tax Number will be displayed partially masked when synchronised from XPM, but once edited in FYI will display the full value. |
| BSB Number | Synchronised from XPM only. |
| Account Number | Synchronised from XPM only. |
| Account Name | Synchronised from XPM only. |
| Financial Institute Name | Synchronised from XPM only. |
| Balance Month | |
| Prepare Activity Statement | |
| Prepare Tax Form | |
| Tax Agent | Synchronised from XPM only. |
| Automatically Retrieve from the ATO | Synchronised from XPM only. |
| Active ATO Client | Synchronised from XPM only. |
| Branch/CAC/ICA | Synchronised from XPM only. |
New Zealand-specific
The following fields are specific to practices based in New Zealand.
| Field | Notes |
| NZBN | |
| Company Number | |
| IRD Number | |
| Balance Month | |
| Signed Tax Authority | |
| Return Type | Synchronised from XPM only. |
| Agency Status | Synchronised from XPM only. |
| Provisional Tax Basis | Synchronised from XPM only. |
| Tax Agent | Synchronised from XPM only. |
| GST Registered | |
| Prepare GST | |
| GST Period | |
| GST Basis |
United Kingdom-specific
| Field | Notes |
| Business Number | |
| Company Number | |
| VAT Number | |
| Balance Month | |
| Prepare Tax Return |
The following fields are synchronised when FYI as Primary for Client Maintenance is not enabled. Please note that fields are region-specific.
Australian-specific
| Field | Notes |
| Business Number | |
| Company Number | |
| Tax Number | |
| BSB Number | |
| Account Number | |
| Account Name | |
| Financial Institute Name | |
| Balance Month | |
| Prepare Activity Statement | |
| Prepare Tax Form | |
| Tax Agent | |
| Automatically Retrieve from the ATO | |
| Active ATO Client | |
| Branch/CAC/ICA |
New Zealand-specific
The following fields are specific to practices based in New Zealand.
| Field | Notes |
| NZBN | |
| Company Number | |
| IRD Number | |
| Balance Month | |
| Signed Tax Authority | |
| Return Type | Synchronised from XPM only. |
| Agency Status | Synchronised from XPM only. |
| Provisional Tax Basis | Synchronised from XPM only. |
| Tax Agent | Synchronised from XPM only. |
| GST Registered | |
| Prepare GST | |
| GST Period | |
| GST Basis |
United Kingdom-specific
| Field | Notes |
| Business Number | |
| Company Number | |
| VAT Number | |
| Balance Month | |
| Prepare Tax Return |
The following fields are synchronised when FYI is selected as the Practice Management source. Please note that fields are region-specific.
Australian-specific
| Field | Notes |
| Business Number | |
| Company Number | |
| Tax Number | The Tax Number will be displayed partially masked when synchronised from XPM, but once edited in FYI will display the full value. |
| BSB Number | Synchronised from XPM only. |
| Account Number | Synchronised from XPM only. |
| Account Name | Synchronised from XPM only. |
| Financial Institute Name | Synchronised from XPM only. |
| Balance Month | |
| Prepare Activity Statement | |
| Prepare Tax Form | |
| Tax Agent | Synchronised from XPM only. |
| Automatically Retrieve from the ATO | Synchronised from XPM only. |
| Active ATO Client | Synchronised from XPM only. |
| Branch/CAC/ICA | Synchronised from XPM only. |
New Zealand-specific
The following fields are specific to practices based in New Zealand.
| Field | Notes |
| NZBN | |
| Company Number | |
| IRD Number | |
| Balance Month | |
| Signed Tax Authority | |
| Return Type | Synchronised from XPM only. |
| Agency Status | Synchronised from XPM only. |
| Provisional Tax Basis | Synchronised from XPM only. |
| Tax Agent | Synchronised from XPM only. |
| GST Registered | |
| Prepare GST | |
| GST Period | |
| GST Basis |
United Kingdom-specific
| Field | Notes |
| Business Number | |
| Company Number | |
| VAT Number | |
| Balance Month | |
| Prepare Tax Return |
Client Addresses
The following fields are synchronised between Xero Practice Manager for both Physical and Postal Addresses.
The following fields are synchronised when FYI as Primary for Client Maintenance is enabled.
| Field | Notes |
| Address | |
| City | |
| State/Region | |
| Postcode | |
| Country |
The following fields are synchronised when FYI as Primary for Client Maintenance is not enabled.
| Field | Notes |
| Address | Synchronised from XPM only. |
| City | Synchronised from XPM only. |
| State/Region | Synchronised from XPM only. |
| Postcode | Synchronised from XPM only. |
| Country | Synchronised from XPM only. |
The following fields are synchronised when FYI is selected as the Practice Management source.
| Field | Notes |
| Address | |
| City | |
| State/Region | |
| Postcode | |
| Country |
Client Contacts
Client Contacts can be viewed on the Client - Contacts tab in FYI.
Contact fields will be synchronised depending on your practice settings.
The following fields are synchronised when FYI as Primary for Client Maintenance is enabled.
| Field | Notes |
| Name | |
| Salutation | |
| Addressee | N/A - must be updated directly in FYI. |
| Phone | |
| Mobile | |
| Position | |
| Primary Contact |
The following fields are synchronised from XPM when FYI as Primary for Client Maintenance is not enabled.
| Field | Notes |
| Name | |
| Salutation | |
| Addressee | |
| Phone | |
| Mobile | |
| Position | |
| Primary Contact |
The following fields are synchronised when FYI is selected as the Practice Management source.
| Field | Notes |
| Name | |
| Salutation | |
| Addressee | |
| Phone | |
| Mobile | |
| Position | |
| Primary Contact |
Client Relationships
Client Relationships can be viewed on the Client - Relationships tab in FYI.
Client Relationships synchronise from Xero Practice Manager, but will only be available to edit in FYI, depending on whether FYI as Primary for Client Maintenance has been enabled.
The following fields will be synchronised when FYI as Primary for Client Maintenance has been enabled.
| Field | Notes |
| Type of Relationship | |
| Related Client | Will also update the relationship for the selected Related Client. |
| Start Date | |
| End Date | |
| Shares | Only available to edit when Shareholder or Owner is selected as the Type. |
| Percentage | Only available to edit when Partner is selected as the Type. |
The following fields will be synchronised when FYI as Primary for Client Maintenance has not been enabled.
| Field | Notes |
| Type of Relationship | Synchronised from XPM only. |
| Related Client | Synchronised from XPM only. |
| Start Date | Synchronised from XPM only. |
| End Date | Synchronised from XPM only. |
| Shares | Synchronised from XPM only. |
| Percentage | Synchronised from XPM only. |
The following fields will be synchronised with Xero Practice Manager for practices where FYI is selected as the Practice Management source.
| Field | Notes |
| Type of Relationship | |
| Related Client | Will also update the relationship for the selected Related Client. |
| Start Date | |
| End Date | |
| Shares | Only available to edit when Shareholder or Owner is selected as the Type. |
| Percentage | Only available to edit when Partner is selected as the Type. |
Custom Fields
FYI synchronises both Client and Job Custom Fields with Xero Practice Manager. Refer to Client Custom Fields and Job Custom Fields.
| Field | Notes |
| Name | |
| Type | For example, text, number, drop-down etc. |
| Value | Number-type Custom Fields cannot exceed a value of 2,147,483,647. |
Job Details
The Job Details can be viewed from the Job - Summary tab.
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.
Job Field synchronisation depends on whether XPM Workflow Jobs have been enabled in the Practice Job Settings in FYI.
The following fields are synchronised with Xero Practice Manager when XPM Workflow Jobs is enabled in FYI.
| Field | Notes |
| Job Name |
Workflow Job Names will be synchronised as read-only from XPM, and cannot be updated in FYI. Blank Job Names are replaced with "No Name". |
| Job State |
Jobs with a State Type of On Hold, Completed, or Cancelled will not be synchronised. Bulk updates to the Job State for more than 500 jobs in XPM will be synchronised to FYI on weekends only. For practices on the FYI Elite plan, new Job States with the Type of "Completed" will have the Lock for Time & Disbursements setting enabled, to prevent Time or Disbursements from being created for jobs with this Job State selected. |
| Category | Not available for Workflow Jobs. Only categories applied to a job will be synchronised. Deleting a Job Category from XPM will not remove the category in FYI. |
| Job Type | Used to create Standard, Billing, or Workflow Jobs in FYI as relevant. |
| Budget | For Workflow Jobs, the budget will only be synchronised from XPM to FYI when the Workflow Job is created. Updates to the Budget in FYI will not be synchronised back to XPM. |
| Estimated | |
| Actual | |
| Start Date |
Changes to the Start Date of a Billing Job will update the Job Schedule in XPM. Workflow Job Start Dates will not be synchronised. |
| Due Date |
Workflow Job Due Dates will not be synchronised. If the Due Date is before the Start Date, it is set to the same date as the Start Date. If the Due Date exceeds 30 years, FYI sets the date to 12 months from the current date. |
| Manager | |
| Partner | |
| Assigned user |
For practices where FYI as Primary for Client Maintenance is enabled, Assigned users will not be synchronised. Custom User Roles in FYI must be used to assign users to jobs. For practices where FYI as Primary for Client Maintenance is not enabled, Assigned users must be updated in XPM, and will only be synchronised for Workflow Jobs when the Workflow Job is created. Subsequent changes will not be synchronised. |
| Label (for XPM Tasks) | Synchronised for Workflow Jobs only, and appended to the Workflow Job Name in FYI. |
The following fields are synchronised with Xero Practice Manager when XPM Workflow Jobs is not enabled in FYI.
| Field | Notes |
| Name | Blank Job Names are replaced with "No Name". |
| State |
Jobs with a State Type of On Hold, Completed, or Cancelled will not be synchronised. Bulk updates to the Job State for more than 500 jobs in XPM will be synchronised to FYI on weekends only. |
| Category | |
| Type | |
| Budget | |
| Estimated | |
| Actual | |
| Start Date | |
| Due Date | If the Due Date is before the Start Date, it is set to the same date as the Start Date. If the Due Date exceeds 30 years, FYI sets the date to 12 months from the current date. |
| Manager | |
| Partner | |
| Assigned |
For practices where FYI as Primary for Client Maintenance is enabled, Assigned users will not be synchronised. Custom User Roles in FYI must be used to assign users to jobs. For practices where FYI as Primary for Client Maintenance is not enabled, the Assigned field is displayed on the Job - Summary tab. |
| XPM Task Name | |
| XPM Milestone Description | |
| XPM Milestone Date |
The following Job Details are synchronised when FYI is selected as the Practice Management source.
| Field | Notes |
| Job Name |
Workflow Job Names will be synchronised as read-only from XPM, and cannot be updated in FYI. Blank Job Names are replaced with "No Name". |
| Job State | Bulk updates to the Job State for more than 500 jobs in XPM will be synchronised to FYI on weekends only. |
| Job Description | N/A |
| Category | Not available for Workflow Jobs. |
| Job Type | Used to create Standard, Billing, or Workflow Jobs in FYI as relevant. |
| Budget | N/A |
| Estimated | |
| Actual | |
| Start Date |
Changes to the Start Date of a Billing Job will update the Job Schedule in XPM. Workflow Job Start Dates will not be synchronised if scheduled in XPM. (check - PM preprod) |
| Due Date |
Workflow Job Due Dates will not be synchronised. If the Due Date is before the Start Date, it is set to the same date as the Start Date. If the Due Date exceeds 30 years, FYI sets the date to 12 months from the current date. |
| Milestones | N/A |
| Manager | |
| Partner | |
| Assigned | Assigned users will not be synchronised. Custom User Roles in FYI must be used to assign users to jobs. |
Job Templates
Job Templates created in XPM will only be synchronised when Xero Practice Manager is selected as the Practice Management source.
| Field | Notes |
| Job Name | |
| Milestones | |
| Workflow Jobs | |
| Costs | |
| Job Description | N/A |
| Job Category | N/A |
Time
The following Time fields are only synchronised to Xero Practice Manager when XPM is selected as the Practice Management source.
| Field | Notes |
| Date | |
| User | Only synchronised where the XPM Staff Allocation is set to Explicit in FYI. |
| Client | |
| Job | |
| Time | |
| Status | |
| Notes | |
| Billable | N/A - controlled by the job settings in Xero Practice Manager. |
| XPM Task | Selected in the time entry where Workflow Jobs is not enabled. |
Tax Returns
The following fields are synchronised when both the Xero Tax integration and the Xero Tax Return AutoFile automation process have been enabled.
| Field | Notes |
| Return Type | Only original Tax Returns are filed in FYI. Amendments can be viewed by opening the return in Xero Tax. |
| Tax Return Link | The link to the Tax Return within Xero Tax is synchronised and created as a web link in FYI. |
| Estimated income | |
| Estimated Payable/Refundable | |
| Income | |
| Income Variance | |
| Issue Date | |
| Lodgement Date | |
| Payable Date | |
| Payable/Refundable | |
| Payable/Refundable variance | |
| Period From | |
| period to | |
| Year | |
| State |
Users
Users, referred to as "Staff" within Xero Practice Manager, are managed in XPM and synchronised to FYI. New Users will be automatically added to the "Standard User" User Group in FYI.
Additional users can be created directly in FYI and will not be synchronised with XPM. This is useful when you have users that you don't wish to add to Xero Practice Manager, but you want them to have access to information in FYI, for example, Financial Planners.
| Field | Notes |
| Status |
New users will have a status of either Active or Inactive depending on the New Users option selected in Practice Settings. Inactive users will be unable to log in to FYI until their status has been updated to Active. Marking a user as Inactive in XPM, or deleting the user, will not update the user to be "Inactive" in FYI. An FYI Admin will need to update the user within FYI. |
| Name | |
| Phone | Not displayed in the User Drawer in FYI, but inserted when Author Merge Fields are used in Signatures. |
| Mobile | Not displayed in the User Drawer in FYI, but inserted when Author Merge Fields are used in Signatures. |