Xero integration beta testing

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  • Announcement
  • Updated 5 months ago
  • (Edited)


Smartsoft is pleased to announce that we have now completed the Xero integration and are in the final stages of internal testing and documentation.

We are looking for a group of beta testers that are happy to trial the new integration in early January. Initially, we are looking for:

  • Front Desk users that do not currently use Xero, but are looking to start using Xero in the near future or;
  • Front Desk users that currently use Xero that are happy to create a new Xero account to familiarise themselves with this new functionality.

Xero offers free 30-day trials to evaluate their product, which can be used for the beta testing.

Following this initial beta testing, we will commence a second beta test program to test the interface in production Xero environments.

Users that are interested in participating in the beta testing can register their interest by opening a support case at www.smartsoft.com.au/support with ‘Xero Beta Testing’ in the description field.
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Timothy, Business Care Manager

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Posted 11 months ago

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Paul Bramley

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What would the main benifits of integrating with Front Desk and how easy would it be to convert a file from Cash Flow Manager to Xero?
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Timothy, Business Care Manager

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Hi Paul. The Xero integration will allow users to synchronise income and debtor information recorded in Front Desk to Xero and therefore removes the need to double enter data into your accounting software. Currently, most clients would be manually entering summarised information into their accounting system using reports generated in Front Desk. It’s important to remember that even with the integration, Front Desk will continue to be used for its accounts receivable functionality, which is specifically designed for receipting and invoicing in the Allied Health industry. 
 
Though, we think Cash Flow Manager is a good, simple accounting system, Xero is currently the market leader for SME businesses and proper integration is an enormous effort. I say ‘proper’, as we have reviewed some other integrations to Xero and though they do upload some data to Xero, we were surprised to find that they were not actually being used my most of their users due to the superficial nature of how this was being done and the limited support by the vendor. You can expect this to be done properly in Front Desk.

If you’re interested in migrating to Xero, it may be worthwhile contacting Xero to see what options are available to transfer your Cash Flow Manager data.
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Adam Woolacott

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Thanks Tim. Will Frontdesk interface allow the entry of the EFT code from the supplier and the suppliers name when paying an account by a DD amount and will this info turn be uploaded to Xero linked to the payment amount. Just trying to get an understanding on how the reconciliation will work in Xero with the integration.
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Timothy, Business Care Manager

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Hi Adam. Are you referring to accounts payable functionality? Paying of practice expenses would be handled by Xero directly and not Front Desk.
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Adam Woolacott

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Sorry my mistake. I meant insurance companies paying a bill for say physio service rather than suppliers. Currently we enter the payment as a DD on Frontdesk but there is no space in Frontdesk for extra information such as the EFT code and the insurance company name - all of which we need to reconcile the deposit in xero.
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Timothy, Business Care Manager

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Thanks for clarifying Adam. I can confirm that the Xero integration will synchronise the remittance number that you can currently list on a group direct deposit. We have also added new fields to the payment type screen allowing you to record payer and remittance information for single direct deposit payments, which are also synchronised to Xero.

We will also be including a new report in Front Desk that will list all direct deposit payments (group & individual) to make manual bank reconciliation easier.
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Adam Woolacott

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Fantastic - that report will save us a lot of time even without the direct integration.

Thanks
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Julienne Locke

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Will we also be able to load the remittance advice into the transaction?  
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Adam Woolacott

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Hi Tim, we have started entering the remittance no and payer details when making DD payments on frontdesk but the remittance number section is too limited for characters - is there a chance that this can be increased?
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Timothy, Business Care Manager

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Hi Adam. Thank you for the feedback. Currently, there are 30 characters for a payer name and a 12 characters for a remittance number. Historically, this has been acceptable for group deposits. Note that we have to consider the lengths of these fields as they are also used in reports and external interfaces such as Xero. We're happy to considering extending these out in future based on user feedback.
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Adam Woolacott

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Thanks Tim - currently in xero we create an invoice for each dd. Unfortunately each insurer includes different information on their bank deposit description so for us to reconcile we need each xero invoice we create to contain the payer name, the claim number, the date of payment, the Eft code, and the patient name, and invoice number. Somewhere in that information will give us the necessary information to reconcile. Obviously impossible to fit in the 42 characters.
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Simone Tenae Thomas

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YAY! So excited for this. We've been using Xero and it is great, but the more integration the better!
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Astute Psychology

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A question regarding Xero integration and confidentiality. We assume confidentiality exists, however currently we are required to ensure any processes we use are based in Australia (eg cloud) as a measure of protection.... Where is the information that will be integrated into Xero stored and what measures of confidentiality are in place? (eg client names on DD). A great move by the way!
(Edited)
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Steven, Business Care

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Hi Astute Psychology

Though we are providing Xero integration, you will need to refer to Xero in regards to their privacy policy, I believe it can be found here: https://www.xero.com/au/about/legal/privacy/

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Astute Psychology

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thank you for the reply. Xero states that the data is stored in the US which thus prohibits us from using it if it stores any client information. Will the integration mean that client names will be exported/imported for reconciliations?
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Timothy, Business Care Manager

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Hi Astute Psychology. We can't confirm where Xero stores their data, but it may be in the US as you state.

Smartsoft is providing three types of Xero integration. The first is a detailed synch where each Front Desk patient file has a record in Xero with their associated transactions.

The second synchronises all Front Desk transactions to a single record in Xero, however for reconciliation purposes, the patient name is included in the transaction description.

The third type of integration is a summary mode, which will only upload a summary of payments received. It does not upload individual invoices and payment transactions, but instead creates a new invoice in Xero reflecting the total of each payment method received that day.

If you're wishing to avoid synchronising client names to Xero, the summary option is your best choice.
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Astute Psychology

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Thank you Timothy, according to AHPRA it will be only the summary we can use.
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Julie Woolfield

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Is the initial Beta testing still ongoing or have you progressed onto the second program?
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Steven, Business Care

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Hi Julie

Xero integration testing is still ongoing. We have three types of integration with Xero. Two are ready for production, the third which is a summary entry is having some tweaking to include more breakdowns in payment types (DVA, Medicare etc.) to assist with reconciliation. It will be released to the beta testers on Wednesday next week, and we expect a general release a few weeks after that.

In relation to working on a second program, you may be referring to PracSuite. We have different teams working on Front Desk and PracSuite. Both applications will be developed and supported in the future as there is a demand for both desktop and cloud products.
Feel free to join the beta program on Wednesday next week if you wish to have some exposure to the new Xero interface.
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Timothy, Business Care Manager

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We've had a further think about Astute Psychology's post above concerning where third-party vendors host their data. To give our users more options, we have decided to provide an option to use the patient's client ID rather than their name for the 'single contact' type of integration. This will allow you to have more detailed information without using the patient's name. Thank you for this valuable feedback.
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Astute Psychology

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Thank you Timothy and Smartsoft! this would be most helpful and 'safe' for us :)
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Adam Woolacott

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Hi Tim - we had the scenario this AM where our admin staff entered a DD amount and then accidentally hit enter before entering the payee/EFT number. When she went to "edit the Item details" by right clicking on the payment the option to enter these details was no longer there. Is there any chance that this could be fixed? 

Also some of our Insurers have a 14 digit remittance number which won't fit.

Thanks,

Adam
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Andrew, Community Manager

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Hi Adam

I've moved this reply to a new conversation, as it doesn't relate to Xero integration beta testing.

Please reference the new conversation here: Direct Deposit - Editing & 14 digit remittance numbers
(Edited)
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Timothy, Business Care Manager

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Official Response
We are pleased to announce that the Front Desk Xero integration is now available for general release in Front Desk v19.0. We would like to extend a big thank you to our group of beta testers for their assistance throughout the testing process.

The Xero integration is provided on a self-installation basis by following the detailed Xero Integration User Guide. For those users wishing to have an assisted installation and configuration of this interface, Smartsoft can provide this professional service. For more information on this service, please click here.

Key integration features include:
  •  3 types of integrations: Daily Summary (recommended for most users), Detailed & Detailed-Single Contact
  •  Ability to synch practice groups to different organisations within the same Xero account or to separate Xero subscriptions
  •  Detailed breakdown of payments in Xero to help with reconciliation
Before using this integration, please note that Xero does not provide any means to reverse an upload made to their system. It is essential that you test your integration using a Xero trial account before uploading data to your live (production) Xero organisation. Xero offers a free 30-day trial organisation, which is ideal for this purpose.
(Edited)