Link Capacity + Xero Practice Manager Sync Types

Initial Connection Sync

Here is what is synced from Xero Practice Manager to Link upon your initial connection:

• All Active Jobs (including their tasks)
• All Timesheets
• All Clients
• All Client Groups
• All Staff
• 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.

24 Hour Sync (from Xero Practice Manager to Link)

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, Edited, and Deleted 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

Note: New, Edited and Delete Timesheets and staff are synced every 10 minutes so are not included in the 24 hour sync.

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. When this situation arises, Link will ignore any job field updates from Xero Practice Manager to avoid overwriting any changes that are queued. The job fields that are ignored when there are updates queued are:

• Job Budget
• Job Partner
• Job Manager
• Job Start Date
• Job Due Date

Important: When there are job field updates in the queue and the above fields are ignored for updates, this will not impact the creation of new jobs and tasks in Link. New jobs and tasks will be created every night regardless of the export queue.

10 Minute Sync

As its name suggests, the 10 minute sync runs every 10 minutes. Here is what is synced from Xero Practice Manager to Link every 10 minutes:

• New, Edited, and Deleted Timesheets
• New, Edited, and Deleted Staff

This allows Link to be updated every 10 minutes with new timesheets as they are entered into Xero Practice Manager. New, edited and deleted staff are also updated every 10 minutes which means if you create a new team member, you don’t need to wait any longer than 10 minutes for them to show up in Link.

Although it makes sense to also sync new, edited and deleted jobs and tasks every 10 minutes, unfortunately the Xero Practice Manager API does not allow for this to be done easily. As the Xero Practice Manager API cannot provide a list of modified jobs, the only option is to request every single open job and task. This process can take a few minutes. We then need to manually check for updates to jobs manually by checking every field on every job against what is in Link. This includes every task on every job. This process can also take a few minutes. Due to the amount of time this takes, we run this process overnight rather than every 10 minutes.

The situation may arise where a job is created and a timesheet is added to it within the same day. When Link finds a timesheet that does not have a job to add it to, it makes a ‘special request’ for that specific job and adds it to our database when the timesheet is imported. This is all done seamlessly in the 10 minute sync.