Each XBert process links to one XPM job task. Once a process is linked, XBert can find the matching XPM job for each client's task and link it for you, so time your team records in XBert goes to the right job in XPM.

⚠️ We cache XPM data for up to 10 minutes.

This keeps things quick, but it means changes to XPM jobs can take up to 10 minutes to show in XBert.

Setting up the Integration between XBert and XPM

To set up the integration between XBert and XPM, follow these steps:

Go to Settings > Integrations.
Find Xero Practice Manager and click Connect.
Enter your XPM login details and click Allow Access.

1. Link your processes to XPM job tasks

Go to Settings > Workflow > Processes, or click Link Processes in the Xero Practice Manager configuration under Settings > Integrations.
In the XPM Task Mapping column, pick the XPM job task for each process.
Click Save.

⚠️ A process left on Excluded from XPM won't link its tasks to XPM, and time recorded on those tasks won't go to XPM.

Check what's linked

Once connected, the Xero Practice Manager configuration shows how much is linked:

XBert Clients linked to XPM, with a Link Clients button
XBert Processes linked to XPM, with a Link Processes button
XBert Users linked to XPM, with a Link Users button

2. Link your clients

XBert links a client to its XPM client by itself if exactly one XPM client has the same name as the client's organisation or legal name in its accounting software. Link any others yourself with Link Clients.

⚠️ Clients you create in XPM aren't added to XBert
Add the client in XBert first, then link it.

3. Link your users to XPM staff

XBert links each user to their XPM staff member by email address, or by full name if the emails don't match. To link anyone it missed:

Click Link Users.
Click the pencil icon (Edit) next to the user.
Pick their XPM staff member, then click Save.

Time can only be sent to XPM for users linked to an XPM staff member.

XPM settings

You'll find these in the Xero Practice Manager configuration under Settings > Integrations:

Setting	What it does
Automatically link XBerts/Tasks to XPM Job Tasks	XBert links tasks to the matching XPM job task for you
Allow tasks to be linked to any Job in XPM	Lets you pick a job from any XPM client when linking a task yourself, not just the client's own jobs
Automatically push Actual Times to XPM	Sends time to XPM without anyone clicking Push to XPM
Add XBert ID reference to note when pushing Actual Times to XPM	Adds the XBert ID to the note on the XPM time entry
Add Start time and End time to note when pushing Actual Times to XPM	Adds the start and finish time to the note on the XPM time entry. Only shows when Actual Time is set to Date with Start and End Time
Create XPM Timesheets using Start time and End time	Puts the start and end time on the XPM timesheet itself
Which Actual Times can be pushed to XPM?	Choose All, Billable Only or Non-Billable Only

💡 Can't see the timer on a task?
Turn on the Actual Time feature first.

Why Auto Job-Linking May Fail

XBert links a task to an XPM job task automatically only when all of these are true:

The client is linked to its XPM client, under Settings > Clients > Connections.
The task's process is linked to an XPM job task, under Settings > Workflow > Processes, and isn't set to Excluded from XPM.
The XPM job isn't completed, and that job task isn't ticked off in XPM.
The task's start date falls between the XPM job's start and due dates.
Exactly one current job for that client has that job task. If two jobs match, XBert doesn't guess.

If any of these isn't true, the XPM job fields stay empty and you'll need to select the job and job task yourself.

Troubleshooting and Frequently Asked Questions

Problem	What to do
The job dropdown is empty or shows No data found	The dropdown only lists current jobs for the XPM client this client is linked to. Check, in order: 1. The client is linked to its XPM client under Settings > Clients > Connections. If it isn't, the list is empty. 2. The job isn't completed in XPM. 3. If the job was created in the last 10 minutes, wait and try again. 4. If the job sits under a different XPM client, turn on Allow tasks to be linked to any Job in XPM in the Xero Practice Manager configuration under Settings > Integrations.
Push to XPM is greyed out on a time entry	Hover over it to see why. Time can only be pushed when: - the task is linked to an XPM job and job task - your XBert user is linked to an XPM staff member - that staff member is assigned to the job in XPM - the time entry matches your Which Actual Times can be pushed to XPM? setting
Time entries aren't syncing with XPM	Check each process is linked to the right XPM job task, and that Automatically link XBerts/Tasks to XPM Job Tasks is turned on.
The XPM job fields on a task are empty	XBert only links a task when it finds exactly one match. See Why Auto Job-Linking May Fail above, then: 1. Check the job in XPM has the job task you expect. 2. Check that job task is active and not ticked off. 3. Select the XPM job and job task on the task yourself.
Time isn't being pushed to XPM even though everything is linked	Open the task before you start the timer, so the time is recorded against that task.
A task was linked by hand or unlinked, and won't link automatically again	That's expected. Once a task has been linked or unlinked by hand, link it to the XPM job yourself.
Last year's tasks rolled over and aren't linked to this year's jobs	New tasks link to the new year's XPM jobs automatically. Tasks that rolled over need linking to the new jobs by hand.
XPM returned the following error: The Time Sheet for this period is already submitted	The staff member's XPM timesheet for that week has already been submitted, so XPM won't accept any more time for that week. The time isn't committed in XBert. It stays in your Drafts under the timer icon at the top right. XBert won't try again on its own. Someone with financial access in XPM needs to unlock the timesheet first: In XPM, go to Practice > Time Sheets. Click the staff member's name. Click Unlock Time Sheet in the menu on the left. Back in XBert, click the timer icon at the top right, find the entry under Drafts and click the commit icon (the first icon, beside the pencil) to commit it again. 💡 The button shows Unlock Time Sheet only while the week is submitted. If it shows Submit Time Sheet, the week is already unlocked. Tip: If the user submits their XPM timesheet at the end of each week, they should commit all their XBert time before they submit. Otherwise they'll need to unlock the week again.

Changing a process's XPM job task, or editing time

You can change which XPM job task a process is linked to at any time. XBert picks up the new link.
If you edit a time entry in XBert, it syncs to XPM again. If that week's XPM timesheet has been submitted, unlock it first.

👉 Read more here: How To: Override XPM Job Task Auto-Mapping

Proactive Tips for Avoiding Integration Issues

Link every process you record time against to its XPM job task under Settings > Workflow > Processes. Matching uses this link, not task names.
Make sure each XPM job's start and due dates cover the period of the XBert tasks that should link to it.
Review your XPM job tasks regularly so the ones you link to stay active.

Need help?

If you have any questions, our support team is here to help!

Reach out via the chat widget on the bottom left of your XBert screen (Help), or email us at support@xbert.io

Configuring Xero Practice Manager Job Linking