Connecting and configuring Xero Practice Manager

Integration overview

• Client Integration
  • OnboardMe downloads clients from XPM. We will then try and match clients from XPM with clients in OnboardMe (using ABN, ACN or Name + Email). If no match is found, a new client is automatically created in OnboardMe. 
  • If a soft match is found just on Email, no client is created in OnboardMe to reduce the chances of duplicates.
  • Newly created clients in OnboardMe (manually created or created via client onboarding) will be checked against existing XPM clients and matched if possible. If no match is found, new clients are created in XPM
  • Updates made to matched clients in XPM are downloaded into OnboardMe every 1hour
  • Changes made to matched clients in OnboardMe are automatically pushed to XPM
• Family Group Integration
  • Family Groups are downloaded from XPM when the Sync Groups button is clicked
  • New Family groups created in OnboardMe are created in XPM
  • New Group Members added in OnboardMe are added to Groups in XPM
  • Group member changes in XPM are downloaded into OnboardMe
• Job creation from Engagements
  • Job Templates are downloaded into OnboardMe and must be matched to Engagement Services
  • Job tasks are downloaded into OnboardMe and can be used to manually create custom jobs in XPM
• Invoice creation (via Xero Ledger)
  • Proforma bills created with Engagements are pushed to Xero Ledger when they are paid
  • Future dated invoices are automatically pushed to Xero Ledger on the Invoice date
  • NB: Firms must have Xero Practice Manger and Xero Ledger integrated, refer to this article: Connect Practice Manager to Xero – Xero Central

Connecting OnboardMe and Xero Practice Manager

Login to OnboardMe and navigate to Settings / Integrations. Available integrations for the country will be displayed in the Available Integrations.

Click Connect on Xero Practice Manager and login to Xero.

If you have access to multiple Xero Practice Manager instances, select the appropriate Instance you want to connect OnboardMe to when prompted.

Once the connection process has completed, OnboardMe will automatically download the Clients and Staff from XPM

Once connected successfully, Xero Practice Manager will now show under the Connected Integrations.

If you wish to integrate Groups, you can click the Sync Groups button to download the Groups from XPM into OnboardMe.

Client Integration

Once the matching process has completed, any unmatched Clients between the 2 systems will be created in OnboardMe.

To view XPM clients in OnboardMe, navigate to Clients and open a client.

When opening a client, if the client is connected with XPM, an XPM button will be visible. 

When clicked, this will open the client in XPM.

For Clients who Exist in OnboardMe but do not exist in XPM, A Connect XPM button will be present. 

If there are XPM Clients who we previously chose not to insert into OnboardMe (due to them sharing an email with a client but us being unable to match them on name), a modal will show up asking if you want to link this client to an existing XPM client or create a new client in XPM.

If no unlinked clients are found in OnboardMe, the system will automatically try and create a new client in XPM. If XPM responds that the client already exists, we will then try and match the client with XPM automatically. 

NB: Sometimes the client creation process in XPM can be delayed, please give it 2-5 minutes if the XPM button does not open the client.

Onboarding new clients to XPM

New clients can be onboarding and created in XPM via Engagements with Onboarding, Onboarding or manually in OnboardMe.

Client onboarding is split into 2 parts:

1. Client side
2. Practice side

Client side is what the client completes and is fully branded to your practices branding selections.

Practice side is what you as the practice see and can edit what the client has submitted to you as well as complete fields such as ID Verification.

Only once an onboarding process has been completed by both the Client and the Practice, are clients created in XPM.

Refer to the Onboarding request help article for further information: Send an onboarding request

XPM Job Integration

OnboardMe integrates XPM Jobs and XPM Tasks with our Engagement engine.

Please refer to the XPM Job Integration help article for more information: XPM Job Integration