Xero Practice Manager Integration
Keep your two systems in sync using the Xero Practice Manager integration
Erin Jamison avatar
Written by Erin Jamison
Updated over a week ago

Please Note - The Xero Practice Manager Integration is currently in Beta phase and will be available for all Karbon users soon.


Connecting to Xero Practice Manager

Link the integration and Karbon together by logging into your Xero Practice Manager account. Navigate to your 'Settings' > click 'Connected Apps' and select 'Connect' next to Xero Practice Manager.

You will then be able to connect to your account by logging in.

Sync your contacts

Once you're connected to your account, click 'Sync Now' found under the Xero Practice Manager section of the Connected Apps to sync your contacts from the integrated app to Karbon.

This will then match your contacts and allow you to see all the contacts that were automatically synced as well as the contacts that are showing as duplicates for you to resolve.

For contacts that get mapped, the following information will be imported to either Karbon or Xero Practice Manager:

  • Name

  • Email

  • Phone number(s)

  • Physical address

  • Mailing address

A client is matched using the following rules:

  • If there is a name and email match exactly the contact will get automatically matched.

  • If both the name and email don't match then Karbon will create a new contact.

  • If there's a partial match (i.e. email matches, the name doesn't / name matches, email doesn't) then Karbon will show the contact in the duplicates resolution screen - allowing you to pick the right match or create a new contact.

Viewing mapped contacts

To view contacts that were already mapped, click on 'View Client List' and you will be presented with the contacts that are in Xero Practice Manager that have been connected in Karbon.

Here you can view the contacts that have been mapped. If you feel that the mapping is incorrect, you can remove the match by clicking the options menu (...) to the right of the match and clicking 'Remove Match'.

Identifying duplicates

If duplicates have been identified after syncing it's likely that the contacts share the same associated email address but the name is differs from one another. You can reconcile this by selecting the potential match given or you can create a new contact in Karbon to connect the Xero Practice Manager contact.

To do this, click on 'Resolve Duplicates' and you'll be taken to a page that shows you which contacts came up as duplicates. You can confirm the match that was prompted by Karbon or you can create a new contact if it's not correct.

Updating contacts

If the following updates are made to connected Clients in Xero Practice Manager or Karbon, it will be updated to the subsequent system:

  • Name change

  • Email change / addition

  • Phone number(s) change / addition

  • Physical address change / addition

  • Mailing address change addition

If the change isn't occurring quickly, you can manually update your contacts by going to Karbon Settings > clicking on Connected Apps > Manage your Xero Practice Manager and click Sync Now.

Please keep in mind, this integration is only available for Australian and New Zealand users.

Did this answer your question?