Why connect to Xero?
Xero is a beautiful accounting software that is an easy to use yet powerful cloud solution designed specifically for small to medium businesses. Connecting Xero to Practice Ignition allows you to automatically generate upfront and monthly recurring invoices in Xero upon acceptance of a proposal by your client.
For detailed instructions on how to connect to Xero, see our help article on Connecting to Xero.
You can also connect to Xero Practice Manager to allow Practice Ignition to import your client and prospect database, and automatically create jobs and push across client information into XPM.
How does Practice Ignition create new (or identify existing) clients details in Xero?
Practice Ignition uses the Client Name to determine if a new client should be created in Xero.
If the Client Name in Practice Ignition exactly matches a Client Name in Xero, then PI will assign all invoices to that existing client.
When creating a new client in Practice Ignition, you can ‘map’ the PI client record to an existing Xero record so that any new invoices generated from Practice Ignition will link to that existing client.
For example, if your client has two entities: Entity A and Entity B. You want the PI proposal to address Entity A, but the invoices to be allocated to Entity B in Xero, you will manually map them via Practice Ignition.
To do this, simply click into Clients > Select the Client > click Edit Client > click on the "Apps Tab" > Xero Mapping > Select the Xero client you want to map to.
Otherwise if you do not elect to map the client, they will be created as a new entity in Xero. The client's entity name, address, postal address and phone numbers will be pushed across to Xero.
If a new entity is created, their details are not pushed across to Xero until a proposal for that entity has been accepted through Practice Ignition.
How does Practice Ignition create invoices in Xero?
Practice Ignition does a one-way push of invoices to Xero. Invoices will only start sending to Xero after a proposal is accepted. Practice Ignition uses the default invoice functionality to create invoices in Xero. The invoice will include the customer details (name, email address), the billing address, invoice number and due dates. The services included in your proposal become line items in the invoice.
When will Practice Ignition create invoices for each client?
The number and frequency of invoices is dependent on the billing types you've included in your proposal:
- If you have "On Acceptance" services in your proposal, an invoice will be immediately generated in Xero once the proposal is accepted. If you have more than one "On Acceptance" services, they become individual line items on the same invoice.
- If you have "weekly recurring" services in your proposal, Practice Ignition will generate a new invoice once a week, on the day you specified in the Weekly Recurring Invoice Day settings, found in your account's Global Settings. If you choose "Continue Recurring Billing", a new invoice will be created weekly until you complete the proposal. If you choose "Stop Recurring Billing", a new invoice will be created weekly until the proposal end date has passed.
- If you have "monthly recurring services" in your proposal, Practice ignition will generate a new invoice once a month, on the day you specified in the General Proposal Settings. The recurring billing rules can be applied just as it is stated above, to determine when invoices will stop being created.
- If you have "On completion" or "Estimate" services, you will complete the steps laid out in this article to generate an invoice in Xero.
Data transfer between Practice Ignition and Xero
Practice Ignition does a one-way push of invoices to Xero, once a day, but this can also be pushed manually across by going into the Apps section, then by clicking the Sync button next to Xero.
The client's entity name is pushed across along with the invoice details and the contact details (individual's name and email) that we have Practice Ignition.
For more information about Xero, you can visit their website using this link.