Deploy Jobs to XPM

This guide explains how to create and deploy jobs directly to Xero Practice Manager (XPM) from Seamlss workflows.

Prerequisites #

Before you can deploy jobs to XPM, ensure:

1. XPM Integration is Connected
   • Go to Settings > Integrations in Seamlss
   • Connect your XPM account if not already connected
   • Verify the connection shows as “Active”
   • Verify that you have at least one Job Template

1. User Permissions in XPM
   • Users need appropriate job permissions in XPM
   • Required permissions include:
     • Access to all practice jobs (or relevant subset)
     • Manage jobs permission (Edit, Create, Delete)
   • Check permissions in XPM: Staff > Permissions > Jobs
2. Job Templates Configured
   • Ensure your XPM job templates are set up and accessible
   • Templates will appear in the dropdown when creating jobs

Where You Can Deploy Jobs #

You can deploy XPM jobs from three key areas in Seamlss:

1. Client Requests #

When processing a client request for additional work (see below +Client Request)

2. Re-engagement Campaigns #

When clients confirm their continuing service

3. Client Onboarding #

When setting up new clients, just click +Add Client. Sync the basic client details to XPM and start deploying jobs.

How to Deploy Jobs #

Step 1: Access Job Deployment #

1. Navigate to the relevant workflow (request, re-engagement, or onboarding)
2. Look for the “Job Options” section
3. Select “XPM” as your deployment option

Step 2: Set Client Entities #

A list of relevant clients will display, showing if they are “XPM Ready” – have been connected to XPM already.

If not, press the “Match or Create in XPM” button to either find an existing client in XPM to match to or add as a new client.

Once all the clients that you wish to deploy a job for are ready, continue to Job Details.

Step 3: Set Job Details #

Click “Set Job Details” to open the job configuration panel.

For each client, configure:

1. Deploy Toggle – Turn on (blue) to create a job for this client
2. Job Template (Required)
   • Select from your available XPM job templates
     • If you don’t see any templates, go back to Settings > Integrations – XPM to sync Job Templates.
   • Templates include: Tax Returns, Annual Accounts, BAS, Consulting, etc.
3. Job Name (Required)
   • Edit to customise (e.g., “2025 ITR”, “Q1 BAS”)
4. Budget ($)
   • Enter the job budget amount
   • Leave blank to use XPM template defaults
5. Category
   • Select from: Compliance, Consulting, or Internal
   • Helps with job organisation and reporting
6. Start Date
   • Defaults to today’s date
   • Click calendar icon to select different date
7. Due Date
   • Defaults to 60 days from today
   • Adjust based on actual deadline

Step 4: Add Multiple Jobs (Optional) #

To create multiple jobs for the same client:

1. Click “+ Add Job” button
2. Configure the additional job details
3. Repeat as needed

To create jobs for additional clients:

1. Click “Add another job for a client entity”
2. Select the client from dropdown
3. Configure their job details

Step 5: Choose Deployment Timing #

Select when jobs should be created in XPM:

• Now – Deploy jobs immediately when request is sent
  • Best for: Urgent work, immediate capacity
• Completion – Deploy jobs when request is marked complete
  • Best for: Batch processing, controlled workflow timing

Step 6: Save and Deploy #

1. Click “Save” to confirm your job configurations
2. Jobs will be created in XPM based on your timing selection
3. You’ll see a confirmation message when successful

Troubleshooting Failed Deployments #

If a job fails to deploy:

1. Check Permissions
   • Verify user has correct XPM permissions
   • Ensure access to selected job template
2. Validate Required Fields
   • Job Template and Name are mandatory
   • Ensure client exists in XPM
3. Connection Issues
   • Go to Settings > Integrations
   • Re-authenticate XPM connection if needed

Common Use Cases #

Annual Re-engagement Campaign #

1. Set up re-engagement workflow
2. As clients confirm, add their standard jobs for the year
3. Use “Completion” deployment to control timing
4. Batch deploy when ready

New Client Onboarding #

1. After engagement letter signing
2. Create initial setup jobs (Xero setup, first BAS, etc.)
3. Use “Now” deployment for immediate action
4. Team can start work right away

Best Practices #

✅ DO:

• Test with a single job first
• Use consistent naming conventions
• Set realistic due dates
• Review job templates regularly
• Train team on permission requirements

❌ DON’T:

• Create duplicate jobs (check XPM first)
• Skip budget amounts if billing by job
• Use “Now” deployment for future-dated work
• Forget to update job templates in XPM

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Last updated: September 2025