Prepare for implementation

Practice Manager Self Implementation Programme

Before you get started, it is a good idea to review what is expected of you We recommend you create a Project Plan and a Training Plan, to help you schedule your time to complete all the tasks required.

Planning your implementation

  • The amount of time you require to implement Practice Manager in your business will depend on the size of your business, the number of users, and the data you want to import.
  • If you are a single user firm, you will have to do the implementing yourself, but you won’t need to spend time training up any other users.
  • If you have staff, you can consider involving them in the implementation process. This will speed up the implementation and it also means that you will not be the only person in your firm who knows and understands your settings.
  • The first step in your planning process is to decide on the Start Date, which is the day you want to start using Practice Manager. Usually, this is the first day of a month. Allow yourself enough time before that day to complete any setup, import and training you have planned.

Training your staff

  • If you have staff members, they should complete product training while you are completing the implementation. That means, they will be ready to use the system when it goes live.
  • You can use the Training Plan Template to help you allocate training modules to your staff and manage who needs to learn what.
  • They can sign up for a trial account and use the user guides to learn and practice at the same time.

Migrating your data

  • You can import data from another system to speed up the setup process; especially if you have many records that need to be imported. In some cases, you can edit default data that is loaded with your trial account, saving you from having to do an import.
  • Importing data requires you to export the information from your current system, perform some data cleanup, change the file format to a CSV format, import and check the data imported.
  • Preparing a client import file may take some time, especially if you also want to import custom fields, contact records, client relationships, and create client groups. Setting up billing groups requires a separate import file.
  • Although you can also import costs and tasks, it may be easier and quicker to review and edit the default data in your trial account.
  • Staff records can also be imported, but if you just have a few staff members, it may be quicker to set them up manually.

Customising your settings

  • There are many practice settings that you can choose from and many decisions you will have to make when customising your settings.
  • We will guide you and recommend best practices to help you make those decisions.
  • It is important that you understand what each setting does, and how it affects the way data is created, managed and displayed in Practice Manager.

 

Converting AU Tax

  • If you are planning to use Tax in Practice Manager, then you could phase the conversion of Practice Manager and Tax to ease the load of training and conversion on yourself and your staff.
  • Our suggested approach is to implement Xero Tax first. This allows you to use Xero Tax to lodge all forms and get up and running quickly, and if converting from MYOB historical data can be imported.  Please speak to your Xero Account Manager or Partner Consultant to determine what data is included and what data is not.
  • The second phase of your implementation will be to implement XPM to allow for time-based billing (jobs, tasks, invoicing WIP), as a part of this process you can import client jobs and opening WIP balances.  Our recommendation is to bill out as much WIP as possible before you complete this conversion process.  

Closing off your current system

  • Prior to your Practice Manager Live Date you should invoice out as much WIP in your existing system as possible. The remaining WIP can be exported, and using CSV files you can import jobs and WIP into Practice Manager.
  • Prior to your Tax Live Date you should file as many tax returns in your current system as possible. Otherwise you will have to enter those returns into Practice Manager manually, as they cannot be imported.