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XPM (Xero Practice Manager)

This article explains how the XPM integration works in VXT, including how to connect and disconnect it, as well as other relevant issues.

 

In this article, we’ll cover:

What happens when you connect Xero to VXT?

When Xero integrates with VXT, your Xero contacts, jobs, and tasks are automatically synced, so you can see client information as soon as a call comes in and select relevant jobs or tasks when saving call notes, summaries, transcriptions, or adding time entries. This integration keeps both systems up-to-date, reduces manual work, and ensures key information flows smoothly, helping your team stay organized and informed about every client interaction.

How to connect the XPM integration to VXT

  1. Go to Settings.
  2. Find the ‘Integrations’ tab.
  3. Search ‘Xero Practice Manager’.
  4. Sign in with your XPM username and password.

You'll be automatically redirected to the VXT app, and a 'Connected' label will appear on the XPM tab to indicate that the connection was successfully established. VXT will then download your contacts from XPM and sync them.

Connecting XPM integration requires logging in to VXT using Google, Apple, or Microsoft only

As a security requirement from Xero, users with email/password login in their VXT account won’t be able to connect to the XPM integration. To help you with this, please follow the steps below.

  1. Add any SSO to your VXT account.
    1. Open app.vxt.co.nz in your browser.
    2. Go to Settings.
    3. Select Accounts.
    4. Proceed to Actions.
    5. Click Advanced.
      • Choose Google, Apple, or Microsoft for Single Sign-On, and log in using your existing account with that service.
  2. Contact Support at info@vxt.co.nz to request the removal of your email/password login.

 

How to save your call notes

After a call

To ensure the notes dialog displays, go to the Settings > Calling > Open notes dialog when call ends and set to either ‘For answered calls’ or ‘Always.’ 

  1. Locate the Xero section.

  2. Type the job you intend to save your notes in and select the job.

    Currently, XPM does not allow integration partners like VXT to search all XPM jobs by name. As a workaround, the integration pre-loads all jobs assigned to clients involved in the call, as well as all jobs assigned to the staff member.

    If you don't see the job in the list, please enter the exact job ID to find it.

  3. Click “Add time entry” to create a time entry and select a task to save it to. (Optional)

    In certain situations, a time entry might fail to save due to a validation failure that we cannot detect before the time entry is created. One example is when a time entry is made on a cancelled or completed job.

  4. Add notes or check your existing notes.

  5. Click Save to apply changes.

XPM does not support updating existing notes. Re-saving call notes or adding a transcription will create a new note in Xero Practice Manager.

When left unsaved after a call

  1. Go to the “Phone page” and click the number or contact to show your communication thread.
  2. Hover over the intended call.
  3. Click Notes & Integration.
  4. Follow the instructions above.

How to find saved call notes

  1. Go to the Phone page and select the conversation thread with the contact.

  2. Hover your cursor over the intended call and click Notes & Integration.

  3. Hover over the “Job note” or “Time sheet entry” to see icons for viewing the note, job, and time entry in Xero Practice Manager.

  4. Click the “view note in Xero Practice Manager” to be redirected to XPM.

There you have it! Your call will appear on your screen, where you can view its transcriptions, notes, and summaries.

How to disconnect XPM

  1. Go to Settings.
  2. Select Integrations.
  3. Locate the XPM tab (Edit settings).
  4. Click the Other tab and tap ‘Disconnect.’
  5. Hit disconnect once again when a prompt window appears.