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PM Hub – Xero Integration

Advanced Practice Management & Cash Flow Control for Xero Firms

Overview

PM Hub is a purpose-built practice management platform designed specifically for accounting and advisory firms using Xero. It provides structured control over client management, WIP, billing, debtor management, payments, and operational performance — all within a single integrated system.

As firms grow, managing work-in-progress, billing approvals, debtor collections, and client relationships across multiple tools becomes increasingly complex. PM Hub replaces fragmented processes with controlled workflows, real-time visibility, and integrated financial management, helping firms operate more efficiently while improving cash flow outcomes.

PM Hub integrates seamlessly with Xero Practice Manager (XPM) and Xero Blue, allowing firms to maintain their existing compliance and ledger workflows while enhancing operational governance and billing performance.

features-benefits
Key Features & Benefits
Centralised Client & Relationship Management

  •  Maintain structured client records, including entities, groups, contacts, and billing relationships.

  •  Support multi-entity clients with consolidated engagement tracking and reporting.

  •  Preserve relationship integrity across systems for governance and reporting accuracy.

Structured Time & WIP Control

  •  Capture time, disbursements, and charges in one unified platform.

  •  Monitor unbilled WIP, write-ups, write-offs, realisation, and lock-up in real time.

  •  Provide partners and managers with clear visibility to support informed billing decisions.

Multi-Entity Billing & Debtor Management

  •  Bill across multiple entities with full visibility and control.

  •  Consolidate WIP from multiple practice entities into single invoices.

  •  Centralise debtor tracking, allocations, and reconciliation across related entities.

  •  Support flexible billing group structures and WIP transfers.

Controlled Billing Workflows

  •  Convert WIP into invoices using configurable draft, review, and approval stages.

  •  Apply role-based authorisation controls to strengthen governance.

  •  Support recurring billing and automated payment processing.

Cash Flow & Lock-Up Visibility

  •  Real-time insights into WIP ageing, debtor balances, and revenue performance.

  •  Identify collection risks early and improve cash flow predictability.

  •  Provide detailed financial performance tracking across the practice.

Integrated Payment Collection

  •  Collect payments through multiple channels:

o   Direct debit and card payments (Ezidebit integration)

o   Client portal payments

o   Secure payment links

o   Automated recurring collections

  •  Reduce debtor days and improve client payment experience.

Role-Based Permissions & Governance

  •  Define approval rights for WIP, billing, and financial reporting.

  •  Strengthen internal controls while supporting scalable growth.

  •  Ensure accountability across partners, managers, and staff.

Operational Performance Reporting

  •  Monitor productivity, revenue contribution, and financial performance.

  •  Customisable dashboards for partners and management.

  •  Actionable insights for profitability and resource planning.

integration
Integration with Xero

PM Hub integrates with both Xero Practice Manager (XPM) and Xero Blue, creating a connected ecosystem between operational practice management, compliance, and financial reporting.

This approach allows each system to perform its core role effectively:​

  •  PM Hub → Operational control, WIP, billing, debtor management, payments

  •  XPM → Compliance workflows and Xero Tax access

  •  Xero Blue → General ledger and financial reporting

Xero Practice Manager (XPM) Integration

PM Hub synchronises structured client data directly into XPM to ensure consistency between operational and compliance systems.

Client Data Synchronisation Includes:

  •  Client details

  •  Business structures

  •  Client groups

  •  Contacts and relationships

  •  Custom fields

  •  Staff assignments

Benefits for Firms

  •  Maintain advanced billing and WIP control in PM Hub

  •  Continue using XPM and Xero Tax for compliance and lodgements

  •  Avoid manual recreation of entities and relationships

  •  Ensure consistent data across systems

Xero Blue Integration (Ledger)

PM Hub integrates directly with Xero Blue, ensuring financial transactions created through PM Hub are accurately reflected in the ledger.

Transactions Synced to Xero Blue

  •  Sales invoices

  •  Credit notes

  •  Invoice reversals

Invoices generated through PM Hub’s structured workflows — including multi-entity billing, approval stages, and recurring billing — are posted automatically to Xero Blue.

Key Benefits

  •  No duplicate data entry

  •  Accurate financial reporting

  •  Alignment between operational and ledger balances

Flexible Payment Synchronisation Options

PM Hub provides configurable payment synchronisation, allowing firms to choose the workflow that best suits their controls.

Option A — Xero-Managed Payments

  •  Payments reconciled in Xero Blue

  •  Payments sync into PM Hub automatically

  •  Allocations reflected across both systems

Best suited for firms managing receipts primarily in Xero.

Option B — PM Hub-Managed Payments

  •  Payments and allocations created in PM Hub

  •  Transactions sync to Xero Blue

  •  Ledger reflects allocations made within PM Hub

Best suited for firms that manage debtor control within their practice management system.

Why Xero Firms Choose PM Hub

PM Hub complements the Xero ecosystem by providing:

  •  Advanced billing workflows beyond standard practice tools

  •  Structured WIP and lock-up control

  •  Multi-entity billing flexibility

  •  Integrated payment and debtor management

  •  Strong governance and approval controls

  •  Improved cash flow performance

  •  Real-time operational visibility

It enables firms to modernise practice operations without disrupting existing compliance or accounting processes.

Getting Started

Getting started with PM Hub is straightforward and fully supported.

Step 1 — Explore

  •  Review plans and features

  •  Book a live demonstration

  •  Discuss your firm requirements

Step 2 — Consultation

  •  Review workflows and structure

  •  Assess integration requirements

  •  Identify reporting needs

Step 3 — Proposal & Implementation Plan

  •  Clear pricing confirmation

  •  Implementation scope and timeline

  •  Migration and integration plan

Step 4 — Structured Onboarding

  •  System configuration

  •  Data migration

  •  Xero integration setup

  •  Training and go-live support

Ongoing Partnership

After implementation, firms continue to receive:

  •  Responsive support

  •  Workflow optimisation guidance

  •  Product updates and enhancements

  •  Strategic partnership as the firm grows

Summary

PM Hub provides Xero firms with a powerful operational layer that improves efficiency, strengthens billing control, and accelerates cash flow — while maintaining the flexibility and reliability of the Xero ecosystem.

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