The Gap Portal

Creating documents for leads when using the XPM integration

The current integration that syncs your client list from Xero Practice Manager (XPM) to The Gap Portal only includes clients, not prospects (i.e. leads).  If you need to send documents to leads via the portal, there are two options to do this:

Option 1: Create a temporary profile for each lead

  1. Add the lead manually in the portal via Main menu >  > Add Client.
  2. Send a proposal to the lead by selecting them from the client dropdown, e.g. a Services Proposal after a Proactive Accounting Meeting.
  3. If the proposal is accepted:
    1. Download the accepted proposal from the client's Activity tab.
    2. Delete the client's profile in The Gap via the client's Profile tab > Edit > Delete.
    3. Add the lead as a client in XPM. They will be synced to the portal in the next daily Xero sync or can be manually synced.
    4. Once the client had been added to XPM and successfully synced to the portal, you can then upload the signed proposal to the client's Activity tab using the Upload Document button.
Following these steps to completion will ensure you do not end up with duplicate client profiles.

Option 2: Create a dummy profile for all leads

  1. Create a dummy profile using your email address via  > Add Client.
  2. When creating a document for a lead, select the dummy client, then update the dummy client's details to the lead's details (e.g. name and company name).
  3. When sending a proposal, add the lead's email address via the  button in the Recipients section. Add multiple email addresses if required, separated by a comma.
  4. If the proposal is accepted:
    1. Download the accepted proposal from the dummy client's Activity tab.
    2. Add the lead as a client in XPM. They will be synced to the portal in the next daily Xero sync or can be manually synced.
    3. Once the client had been added to XPM and successfully synced to the portal, you can then upload the signed proposal to the client's Activity tab using the Upload Document button.
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