Duplicate client records occur when the same client is entered differently in Xero Blue and XPM. The solution is simple: maintain identical naming conventions in both systems.
Why duplicates happen
When Rechargly pushes an invoice to Xero Blue, XPM tries to match that invoice to an existing Practice Client based on the contact name.
If the name in Xero Blue doesn’t exactly match the Practice Client name in XPM (including spelling, spacing, capitalisation, or punctuation), XPM will assume it’s a new contact and create a new record. For example: ‘Smith Family Trust’ vs ‘Smith family trust’ will cause XPM to duplicate clients.
How to prevent duplicates
Your team can avoid duplicates by following this workflow:
Before creating a customer in Xero Blue, search for the client in XPM.
If the Practice Client exists in XPM, copy the name exactly (same case, punctuation, spacing).
Create the customer in Xero Blue using that exact name.
Ensure you map that customer name from Xero Blue in Rechargly.
This ensures that Xero Blue and XPM will both recognise the customer as the same record. Xero Blue will also prevent you from creating a contact if the name matches exactly.
Helpful tips
XPM and Xero Blue are sensitive to case, punctuation, and spaces.
Watch for differences like full stops, commas, or extra spaces.
If you maintain exact naming conventions between systems, duplicates will not occur.
What to do if you already have duplicates
If duplicates have already been created, you may need to merge contacts manually in Xero Blue. If you are merging contacts that are in Rechargly, please contact our support team to ensure everything is merged correctly.