Link Practice + Xero Practice Manager Sync Types

Initial Connection Sync

Upon the initial connection, this this is the data that is synced from Xero Practice Manager to Link:

• All Active Jobs (including their tasks)
• All Timesheets from the past 3 years (and a year into the future)
• All Clients
• All Client Groups
• All Staff
• Your Task List

This data creates the starting point and all your opening balances in Link.

The diagram below shows the data that is synced from Xero Practice Manager to Link on the initial sync.

Sync from Xero Practice Manager to Link (every 60 minutes)

The 60 minute sync pulls new timesheets and new staff from Xero Practice Manager. Each organisation using Link is allocated one of four timeslots and the sync is run based on that timeslot. The timeslots are 15 minutes apart. This is to spread the load rather than having everyone run on the hour.

The diagram below shows the data that is synced from Xero Practice Manager to Link every 60 minutes:

If you would like to not have a delay in entering timesheets, timesheets can be created in Link which are exported immediately to Xero Practice Manager. See next section for details.

Sync from Link to Xero Practice Manager (upon published changes)

Xero Practice Manager has a limit of 60 calls per minute, so up to 60 changes you make each minute will be published to Xero practice Manager straight away. If you make more than 60 changes in a minute, they will be queued and processed in the following order:

• Timesheets
• Job Updates
• Client Updates
• Task Updates

This means timesheets will be prioritized first, so new timesheets created will jump the queue and be processed before the other items. You can view the export queue by navigating to HQ, then Export Queue in the menu.

The diagram below shows the data that is synced from Link to Xero Practice Manager when changes are published.

Full Sync from Xero Practice Manager to Link (overnight/requested)

The 24 hour sync is run overnight with the objective of aligning data in Link with Xero Practice Manager. Here is what is synced from Xero Practice Manager to Link overnight:

• New and Edited Jobs
• New, Edited and Deleted Tasks on Jobs
• New, Edited, and Deleted Tasks in the Task List
• New, Edited, and Deleted Clients
• New, Edited, and Deleted Client Groups
• Modified Timesheets

The diagram below shows the data that is synced from Xero Practice Manager to Link each night. The sync can also be requested by navigating to the HQ, then the Integration tab in the menu, then clicking “Full Sync”.

Important things to note about the Full Sync from Xero Practice Manager to Link:

Completed vs Deleted Jobs. The Xero Practice Manager API does not provide details on when a job is completed or deleted. The API call that is run overnight requested ‘all active jobs’ from Xero Practice Manager. When a job does not show up in this API call, we determine the job to be Completed and mark all the tasks (and the job) as completed in Link. This means Deleted jobs will also be treated as completed in Link. If you have a job that has been treated as completed, but would prefer to have the job deleted, contact our support team to have this job manually removed.

Modified Timesheets. The Xero Practice Manager API does not provide details on modified timesheets. This means we have to run a manual check to find modified timesheets. We do this by API calling 15 months of timesheets from Xero Practice Manager, then checking every field on each timesheet against what is stored in Link. If a difference is found, we update this to match Xero Practice Manager. This process can take up to 10 minutes for larger organizations due to the volume of queries that need to run. For this reason, we only check for modified timesheets overnight, instead of each 60 minute sync.

API Call Limit. Xero Practice Manager limits each organisation to 10,000 API calls per day. We keep 200 per day in reserve at all times to sync important things such as timesheets and the overnight sync, giving you the ability to publish up to 9,800 changes per day. The situation may arise where job fields have been updated in Link, but have not yet been exported to Xero Practice Manager due to the daily API limit being hit. These changes will be queued and sent as soon as the API limits are restored.