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Creating client data and syncing to Xero Practice Manager
Creating client data and syncing to Xero Practice Manager

FAQ's around creating and syncing client data between Ignition and Xero Practice Manager (XPM)

Nick Dainty avatar
Written by Nick Dainty
Updated over a week ago

The integration of XPM and 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.

What data is imported from XPM to Ignition?

When you first connect XPM to Ignition, this will import all your current clients from XPM as a Lead in Ignition.

This is a one way import that occurs the first time you connect the two systems together.

If you already have clients within 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 Ignition is not already mapped to a client in XPM, the import process will create that link so they will be in sync.

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, salutation and addressee

  • Groups - note groups cannot be assigned in Ignition, only imported from XPM

  • Partner and Manager - note these will only be imported if they are set-up as users in Ignition.

    To select users from XPM to import as users to Ignition, go to Settings → Team → Add User and select them from the XPM user linking dropdown. See screenshot below.

Ignition will NOT import:

  • Client relationships

  • Client status (i.e., if a lead, prospect, client in XPM)

  • Custom fields

  • 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 Ignition, the following imported data will begin to sync 2-ways with XPM immediately.

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

    • If you have multiple contacts, the Primary Contact in XPM will be set as the Default Contact in Ignition - but only if a default contact hasn't already been set.

  • Partner and Manager - only if they are users in Ignition

The following data is kept up to date with data in XPM, but is unable to be changed in Ignition:

  • Client group

  • 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 Ignition.

Tax and financial information (tax/company numbers etc) is never imported or synced due to XPM API privacy restrictions.

Archived Clients

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 Ignition that has a corresponding record in XPM, this will trigger a single record sync from 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 or reach out to your Customer Success Manager or Account Manager.

Does Ignition sync job or client state from XPM?

No, the Ignition integration with XPM will not sync client or job state. This means:

  • If you merge or archive a client in XPM or Ignition, this will not impact the other system - you will need to update both systems

  • If you complete proposal in Ignition, this will not complete the jobs in XPM or vice versa.

When will a client that was created in Ignition be created in XPM?

Clients created in Ignition (i.e., not imported from XPM) will be created in XPM once a proposal will be accepted. Once the client is Active in 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 Ignition 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 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.

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.

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