With Practice Ignition, your invoices can be automatically sent to Xero and your jobs sent to XPM. To have your invoices show in XPM, you will need to enable the Xero invoice import in XPM. If you have not enabled this function, you can find instructions here.
This article will help you understand how this function works with invoices generated in Xero by Practice Ignition and some common troubleshooting tips.
Please also refer to Xero's help articles for more information.
How are invoices imported from Xero by XPM?
Invoices will be imported into XPM overnight if they were created that day or edited in the last 14 days.
XPM will match the reference number on the invoice to either the job number or the client reference number of the job.
If your invoices have been generated by Practice Ignition, we will fill both the reference field of the Xero invoice and the client order number of the XPM job with the proposal number from Practice Ignition.
Please note, only the job designated as the Billing Job on a proposal will receive the proposal number and this will be the job that invoices are assigned to in XPM.
What if my invoices are not being allocated to the XPM Billing Job?
There are a few reasons that this may be the case - please check:
- Are you referencing the correct job? The easiest way to check is to go into Practice Ignition proposal, go to the Jobs tab and click on the job number of the billing job to take you to that job in XPM. See screenshot above.
- Is the job completed, or does it have a job state type other than 'Standard' in XPM? Invoices cannot be imported by XPM to a job state that is not a Standard state. Most commonly this is a completed job, but you may have other non-standard job status states as well (e.g., on hold, canceled). In this case, the invoice will be imported to the client and will not be allocated to a job. To rectify this, change the job state and follow Xero's instructions to re-import the invoice here.
- Is the invoice one that XPM will import? The invoice must be created that day or edited in the last 14 days. There are also a few other conditions including references to the lock out date detailed in Xero's help article here.
- Do you have 'Create an Ad hoc job' turned on in your XPM Xero settings? Please check your Xero settings in XPM to ensure that 'Create an Ad hoc job when no current job matches the Xero reference field' is unticked. This will sometimes create an ad hoc job to allocate invoices to rather than matching based on the client reference number of a job.
- Is the name on the invoice the same as the name of the client in XPM? To import invoices, client names in Xero and XPM must be the same. We recommend keeping one name in both systems and also enabling Client Name Sync in your Xero App settings in Practice Ignition. To rectify this, change the name on the invoice (or name in XPM) and follow Xero's instructions to re-import the invoice here.
- Do you have a duplicate client in XPM? By the same logic as above, if you have duplicate clients in XPM with the same name, invoices can sometimes get allocated to the wrong client by XPM. The easiest way to check is to look at the client XPM identifier in Practice Ignition and whether this is the same as the ID in the URL of the client in XPM. You can find the client XPM identifier in the client record under System after clicking Edit Client. See screenshots below.
Can I allocate invoices to more than one job in XPM?
This is currently a limitation of the XPM and Xero integration, that one invoice cannot be 'split' across multiple jobs. Practice Ignition allows you to elect which job to send invoices to if you have more than one job on a proposal - this is the Billing Job.
Having one Billing Job designated on you proposal when you have multiple jobs included avoids invoices being randomly allocated across many different jobs in XPM.
If you need to re-allocate a whole invoice to another job that is not the billing job, one workaround for this would be to edit the invoice reference number to the job number in XPM and then follow Xero's instructions to re-import the invoice here.
How do I best manage annual service agreements with my client?
If your client has an annual service agreement, where you are performing work for an agreed annual fee that is paid monthly (or weekly etc.), then it is best to set up one annual job to be deployed by PI as the billing job. Please see our blog detailing this structure here.
We would also recommend tracking your time against this job to make WIP wash-up easier at the end of the annual term. To find more information on the WIP wash-up process, read our article here.