The Xero Practice Manager (XPM) data area represents the core entities of a professional-services client relationship - your clients, the jobs you deliver for them, the tasks and time logged against those jobs, and the practice invoices you raise. Each record is a client, with its jobs and invoices (and the tasks, notes and time entries beneath each job) nested inside it.
Use this data area to set up alerts for client management, job delivery, invoicing and task/time adherence - for example overdue jobs, unbilled or outstanding invoices, missing time entries, or clients assigned to a particular account manager.
The AI will only look back at 12 months' worth of data.
Key Properties:
SourceLink: The unique identifier/URL of the source client record. This is the key used when an alert is raised for the client.
ClientName: The name of the client.
ClientStartDate: The date the client relationship started in Xero Practice Manager.
Client Status: Flags describing the client's current state.
ClientIsProspect: Indicates the client is a prospect (not yet a live client).
ClientIsArchived: Indicates the client has been archived.
ClientIsDeleted: Indicates the client has been deleted.
Physical Address: The client's physical/street address.
ClientAddress: Physical/street address line of the client.
ClientCity: Physical address city/suburb of the client.
ClientRegion: Physical address state/region of the client.
ClientPostCode: Physical address postcode of the client.
ClientCountry: Physical address country of the client.
Postal Address: The client's separate postal/mailing address (e.g. a PO Box).
ClientPostalAddress: Postal/mailing address line of the client.
ClientPostalCity: Postal address city/suburb of the client.
ClientPostalRegion: Postal address state/region of the client.
ClientPostalPostcode: Postal address postcode of the client.
ClientPostalCountry: Postal address country of the client.
Contact & Communication: How to reach the client.
ClientPhone: The client's phone number.
ClientFax: The client's fax number.
ClientWebsite: The client's own public website URL (not a link into Xero Practice Manager).
ClientReferralSource: How the client was referred to the practice.
Staff Assignments: The people responsible for the client.
ClientAccountManagerName: The account manager assigned to the client.
ClientJobManagerName: The job manager assigned to the client.
ClientBillingClientName: The name of the client that is billed for this client's work (where billing is grouped under a parent client).
Client Type: The client-type classification and its associated terms.
ClientTypeName: The name of the client type.
ClientTypeCostMarkup: Cost markup multiplier applied to costs for this client type (e.g. 1.5 means costs are marked up 1.5x), not a percentage.
ClientTypePaymentDay: Numeric component of the payment term for this client type (e.g. 15 or 30).
ClientTypePaymentTerm: Payment term type code for this client type (e.g. "WithinDays", "DayOfMonth") - a text code, not a number.
Metadata: Other reference details.
ClientExportCode: The client's export/accounting code.
ClientWeburl: Deep-link URL to this client record in Xero Practice Manager (distinct from ClientWebsite, the client's own site).
ClientSourceLink: Source-system link/identifier for this client record (overlaps with SourceLink).
Jobs: The list of jobs (engagements/projects) for the client.
XPMJob
JobId: The job's reference number/code.
JobIdPk: The internal numeric key for the job.
JobTenantId: The tenant the job belongs to.
JobName: The name of the job.
JobDescription: A description of the job.
JobState: The job's status as free text (e.g. "Active"). For a reliable completion signal use JobCompletedDate.
JobClientOrderNumber: The client's order/reference number for the job.
JobStartDate: The date the job started.
JobDueDate: The date the job is due.
JobCompletedDate: The date the job was completed (set only once the job is complete).
JobClientName: The client the job belongs to.
JobContactName: The contact associated with the job.
JobManagerName: The manager assigned to the job.
JobPartnerName: The partner assigned to the job.
JobWebUrl: Deep-link URL to the job in Xero Practice Manager.
JobCreationTime: The date and time the job was created.
Tasks: The tasks under the job.
XPMJobTask
TaskName: The name of the task.
TaskDescription: A description of the task.
TaskEstimatedMinutes: The estimated time for the task, in minutes.
TaskActualMinutes: The actual time recorded against the task, in minutes.
TaskCompleted: Indicates the task is complete.
TaskBillable: Indicates the task is billable.
TaskFolder: The folder/category the task sits in.
TaskStartDate: The date the task started.
TaskDueDate: The date the task is due.
TaskCreationTime: The date and time the task was created.
TaskTimes: The time entries logged against the task.
XPMJobTaskTime
TimeJobName: The job the time entry relates to.
TimeJobTaskName: The task the time entry relates to.
TimeStaffName: The staff member who logged the time.
TimeMinutes: The duration of the time entry, in minutes.
TimeNote: A note describing the time entry.
TimeBillable: Indicates the time entry is billable (the authoritative billable flag for billable-hours calculations).
TimeDate: The date of the time entry.
TimeStart: The start time of the time entry.
TimeEnd: The end time of the time entry.
TimeWebUrl: Deep-link URL to the time entry in Xero Practice Manager.
TimeCreationTime: The date and time the time entry was created.
Notes: The notes attached to the job.
XPMJobNote
NoteIdPk: The internal numeric key for the note.
NoteTitle: The title of the note.
NoteText: The body text of the note.
NoteFolder: The folder/category the note sits in.
NoteDate: The date of the note.
NoteCreatedBy: The user who created the note.
NoteCreationTime: The date and time the note was created.
Invoices: The list of practice invoices for the client.
XPMInvoice
InvoiceId: The invoice number/reference.
InvoiceType: The type of invoice.
InvoiceStatus: The current status of the invoice (e.g. Paid, Outstanding).
InvoiceJobText: The job(s) the invoice relates to, as text.
InvoiceDate: The date of the invoice.
InvoiceDueDate: The date the invoice is due.
InvoiceAmount: The invoice amount, net of tax.
InvoiceAmountTax: The tax component of the invoice.
InvoiceAmountIncludingTax: The gross invoice total, including tax.
InvoiceAmountPaid: The amount already paid against the invoice.
InvoiceAmountOutstanding: The unpaid balance (InvoiceAmountIncludingTax minus InvoiceAmountPaid). Use this to detect outstanding/overdue invoices.
InvoiceClientName: The client the invoice was raised for.
InvoiceContactName: The contact the invoice was raised for.
InvoiceCreationTime: The date and time the invoice was created.
📝 Example Alerts
Alert me when a job is past its due date and has no completed date.
Alert me when a client has an invoice that is outstanding and more than 30 days past its due date.
Alert me when a task is marked completed but has no time logged against it.
Alert me when the actual time on a task exceeds the estimated time by more than 20%.
Alert me when a new client is added for account manager Jane Smith.
Alert me when a client's total outstanding invoice amount exceeds $10,000.