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How Long Does It Take for Invoices to Appear Against a Job in XPM

Learn how long it takes for invoices from Practice Connect to show in XPM jobs and what to check if they don’t appear

Written by Alex Millar

If invoices are in Xero, but do not appear 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.

Settings that must be configured for syncing to work

Before troubleshooting, confirm the following settings are correct in XPM and Rechargly:

  1. Xero and XPM connections are 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.

  2. Client mapping is complete - Go to Recharges Mapping and Practice Connect Mapping and confirm the client is correctly mapped.

  3. The invoice has been created: Search for the Invoice and confirm that it is not in a Draft or Scheduled status. If the invoice exists in Xero, you can hover over the grey Xero logo and find the invoice in your Xero account.

  4. 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.

  5. 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.

What to do when invoices are stuck in Xero Syncing

If your settings are correct and invoices are still stuck in Xero Syncing status:

  1. 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.

  2. 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.

  3. 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.

  4. Re-sync manually. Go to Integrations, click on the Xero connection, and select Re-sync now. Then check back in 24 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 24 hours and all settings above are correct, contact Xero support.

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