The integration of XPM and Practice Ignition allows you to import and sync data between the two apps - this article explains some FAQs around how the client data import and sync function works.
Table of Contents:
What data is imported from XPM to Practice Ignition?
When you first connect XPM to Practice Ignition, this will import all your current clients from XPM as a Lead in Practice Ignition.
This is a one way import that occurs the first time you connect the two systems together.
If you already have clients within Practice Ignition, we will attempt to match them with an exact client name match in XPM to avoid duplicate clients from being created.
If we find a client with the exact same name, and that client in Practice Ignition is not already mapped to a client in XPM, the import process will create that link so they will be in sync.
Practice Ignition will import from XPM:
Client name, client address, postal address, phone, fax, website as well as company structure (only on the initial import) and tax registration (yes/no)
Contact name(s), emails, phone/mobile and salutation
Groups - note groups cannot be assigned in Practice Ignition, only imported from XPM
Partner and Manager - note these will only be imported if they are set-up as users in Practice Ignition.
To select users from XPM to import as users to PI, go to Settings → Team → Add User and select them from the XPM user linking dropdown. See screenshot below.
Practice Ignition will NOT import:
Client status (i.e., if a lead, prospect, client in XPM)
Tax and financial information - access to tax/company numbers and other financial information is restricted by the XPM API
Current jobs, quotes or documents
What data is/is not synced between the two systems?
Following the one-way import of data from XPM on connection to Practice Ignition, the following imported data will begin to sync 2-ways with XPM as soon as the client becomes Active in Practice Ignition (i.e. once they have accepted a proposal).
2-way sync means that change in either system will update the other:
Client name, client address, postal address, phone, fax
Contact name(s), emails, phone/mobile and salutation
Partner and Manager - only if they are users in PI
The following data is kept up to date with data in XPM, but is unable to be changed in Practice Ignition:
Website and tax registration
Job templates & categories
Please note, company structure cannot be updated after the initial sync with XPM as it is a custom dropdown field in XPM, but a free text field in PI.
Tax and financial information (tax/company numbers etc) is never imported or synced due to XPM API privacy restrictions.
Archiving a client in either system, will not automatically archive the record in the other system. This will need to be updated manually.
Blue Xero Tip:
Make sure that in XPM → General Settings → Xero → Clients and Suppliers → 'Update Details in Xero: Every time client or supplier details are updated' is selected/ticked.
How long does the sync take?
Each time you edit and save a client in Practice Ignition that has a corresponding record in XPM, this will trigger a single record sync from Practice Ignition to XPM immediately.
In addition, once a day (at midnight your local time) a whole database sync with XPM will occur to update all records with current data in XPM.
If you require information to be pushed across more frequently, you can trigger a manual sync by going to Apps → Xero Practice Manager and clicking Sync.
Please note that time delays may be experienced if there are a large number of records to sync or there is high demand for XPM integration syncs at the current time.
Please note: Syncs can take up to 30 minutes to complete during busy periods and when syncing large records.
If your sync is taking more than 1 hour, please contact us at [email protected] or reach out to your Customer Success Manager or Account Manager.
Does Practice Ignition sync job or client state from XPM?
No, the Practice Ignition integration with XPM will not sync client or job state. This means:
If you merge or archive a client in XPM or Practice Ignition, this will not impact the other system - you will need to update both systems
If you complete proposal in Practice Ignition, this will not complete the jobs in XPM or vice versa.
When will a client that was created in Practice Ignition be created in XPM?
Clients created in Practice Ignition (i.e., not imported from XPM) will be created in XPM once a proposal will be accepted. Once the client is Active in Practice Ignition, the 2-way sync will begin to occur for that client.
If client data needs to be present in XPM before proposal acceptance, it is best to create the client in XPM, perform a manual sync to PI and then prepare a proposal for that client.
What if my data doesn't appear to be syncing?
Please check the above lists to ensure the field is currently imported/synced with XPM. If this is the case, there are a few common reasons that it may appear data is not syncing:
If it is a Manager or Partner, this is usually because they have not been added as a user in Practice Ignition, because that user is not linked to XPM, or because the user email differs between both systems
If you have performed a manual sync, this may take some time to update records if you have a lot of records or if there is a lot of demand at the time.
Check if you are looking at a duplicate client and have a read through our troubleshooting guide for duplicate clients here.
Finally, it is important to note that with the 2-way sync, the most recent change in either system will take precedence over all prior changes.
In order to prevent unpredictable behaviour, it is best to avoid changing information in both systems close together in time or without a manual sync in between to avoid changes being overwritten.