Creating documents for leads when using the XPM integration

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 a portal form, e.g. pre-work or a proposal, to a lead 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 the portal form to the lead by selecting them from the client dropdown.
  3. If the lead becomes a client:
    1. Download the accepted proposal or completed pre-work 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 or completed pre-work 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 the portal form, 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 lead becomes a client:
    1. Download the accepted proposal or completed pre-work 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 or completed pre-work to the client's Activity tab using the Upload Document button.

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