Clean Version
If invoices from Practice Connect are not appearing in Xero or against jobs in Xero Practice Manager (XPM), they may be stuck in a Xero Syncing state. This article covers the settings that need to be configured correctly and what to do if invoices are not syncing.
You can view all invoices in this state at Practice Connect > Invoices > Xero Syncing.
Settings That Must Be Configured for Syncing to Work
Before troubleshooting, confirm the following settings are correct in XPM and Rechargly:
Xero and XPM connections must be active — Go to Integrations and confirm both your Xero and XPM connections show as Active. If either has disconnected, click the dropdown and select Re-sync now.
Client mapping must be complete — Go to Practice Connect Client Mapping and confirm the client is correctly mapped. If the client is unmapped, the invoice has nowhere to sync to.
The job must be in an active state in XPM — If the job in XPM is set to Closed, or another inactive state, XPM may reject the sync. Open the job in XPM and change it to In Progress, then retry.
WIP lock dates must not block the invoice date — If the invoice date falls within a locked WIP period in XPM, the sync will fail. Go into XPM and unlock the prior period, retry the sync, then lock it again. See Practice Connect: Sync Error caused by WIP locked in XPM for step-by-step instructions.
The invoice must not be in Draft or Awaiting Approval in Xero — If the invoice is stuck in one of these statuses in Xero, it will not flow through to XPM.
What to Do When Invoices Are Stuck in Xero Syncing
If your settings are correct and invoices are still stuck in Xero Syncing status:
Check the timing. Invoices typically sync to Xero within 24 hours. The sync between Xero and XPM is controlled by Xero, so Rechargly cannot force it to happen faster.
Check for sync errors. Go to Practice Connect > Costs > Error and check if the invoice appears there with a specific error reason. The error message will tell you which setting needs to be fixed.
Check XPM configuration. Within XPM go to Business > Settings > Xero and confirm that the checkbox is ticked so Invoices from Xero are automatically pushed through to XPM.
Re-sync manually. Go to Integrations, click on the Xero connection, and select Re-sync now. Then check back in a few hours.
What Happens in XPM While Syncing
Until the invoice syncs, the associated cost may still show as a WIP disbursement in XPM. Once the data flows through from Xero to XPM, the disbursement will clear automatically. No manual action is required.
If an invoice has been in Xero Syncing status for more than 48 hours and all settings above are correct, contact Xero support.