Xero Practice Manager (XPM) is a powerful workflow and practice management tool designed for accounting and bookkeeping firms. It helps professionals manage jobs, track time, and handle billing efficiently. XPM includes features like client management, task scheduling, fixed and recurring billing, and reporting. With its integration capabilities, XPM enables firms to automate workflows, streamline operations, and enhance collaboration with clients and teams.

Business use cases

Automating Client Onboarding

Frends can integrate Xero Practice Manager with CRM systems like Salesforce or HubSpot to automate client onboarding workflows. For example, when a new client is signed in the CRM, Frends can automatically create their profile in XPM, including contact details, billing preferences, and assigned accountants. This eliminates manual data entry and ensures a seamless onboarding experience.

Syncing Financial Data

Frends can connect Xero Practice Manager with Xero Accounting to ensure financial and client data remains synchronized. For instance, new invoices generated in XPM can be automatically synced with Xero Accounting to update financial records and monitor payments. This integration provides real-time visibility into both practice and accounting data.

Automating Timesheet Entry

Frends can integrate XPM with time-tracking tools like Toggl or Harvest to automate timesheet workflows. For example, time entries logged in external tracking systems can be synced automatically into XPM, enabling accurate job costing and billing calculations without the need for manual transfers.

Simplifying Job Management

Frends can integrate XPM with project management tools like Asana, Trello, or Wrike to enhance job tracking. For instance, new tasks created in XPM can be synced with job management tools, while updates or status changes can be reflected in XPM, ensuring transparency across platforms and enhancing team collaboration.

Automating Recurring Billing

By integrating Xero Practice Manager with payment gateways like Stripe or PayPal, Frends can automate recurring billing workflows. For example, Frends can generate recurring invoices for subscription-based services in XPM, process payments via the gateway, and update the payment status in the system automatically.

Enhancing Client Communication

Frends can connect XPM with email platforms like Mailchimp or SendGrid to automate client communication workflows. For instance, when a job progresses or invoices are issued, Frends can trigger automated email updates or reminders, ensuring that clients stay informed about the status of their accounts.

Generating Advanced Reports

Frends can extract data from Xero Practice Manager and integrate it with business intelligence (BI) tools like Power BI, Tableau, or Google Data Studio for enhanced reporting. For example, billable hours, revenue, and client profitability data can be visualized in BI platforms, helping firms make data-driven decisions to optimize operations.

Tracking Compliance Deadlines

Frends can integrate XPM with regulatory compliance tools to track deadlines for tax filing, audits, or other accounting obligations. For example, Frends can monitor client deadlines in XPM and trigger notifications to teams or clients as deadlines approach, ensuring timely compliance with minimal manual tracking.

Automating Payment Reconciliation

Frends can integrate XPM with banking systems or financial tools to reconcile payments automatically. For instance, payments received through bank transfers or payment gateways can be matched with their corresponding XPM invoices, marking them as paid in real time while keeping payment records up to date.

Facilitating Multi-System Integration

Frends can act as a middleware connecting XPM with other business systems like ERPs or document management tools. For example, when documents or reports are uploaded in a document management tool, Frends can link relevant entries in XPM to ensure accountants have all necessary files linked to their jobs.

Streamlining Client Portals

By integrating XPM with client-facing portals, Frends can enable secure data sharing and updates. For example, Frends can automatically push job status, invoice details, or time logs from XPM to a client portal, allowing clients to access up-to-date information and enhancing transparency.

Automating Expense Management

Frends can integrate XPM with expense management tools like Expensify or Concur. For example, client-related expenses recorded in external systems can be automatically synced with jobs in XPM, ensuring accurate billing and better expense tracking.

Handling Multi-Currency Transactions

Frends can connect XPM with forex platforms or financial tools to manage multi-currency billing workflows. For instance, Frends can automatically fetch updated exchange rates and apply them to XPM invoices, ensuring accurate billing for international clients.

Enhancing Lead-to-Invoice Workflows

By integrating Xero Practice Manager with CRM and marketing tools, Frends can automate the lead-to-invoice lifecycle. For example, when a lead becomes a client in a CRM system, Frends can create a client profile and job template in XPM, ensuring an efficient transition from prospecting to billing.

Providing Real-Time Notifications

Frends can enable notifications by integrating XPM with communication platforms like Slack or Microsoft Teams. For instance, Frends can notify team members in Slack or Teams when new jobs are created, invoices are overdue, or client deadlines are approaching, keeping everyone aligned and informed.