Does Xero Practice Manager Have a Write-Off Approval Workflow?
Complete FAQ guide to Xero Practice Manager's write-off approval workflow capabilities, limitations, and implementation strategies for accounting firms.
Short answer: No, XPM does not include a native, automated write-off approval workflow.
Detailed explanation: Xero Practice Manager provides tools to identify and track write-offs but lacks a formal, multi-step approval process. You can flag time entries as write-offs and categorize them, but the approval, review, and authorization steps require manual processes or external workflows.
✅ What XPM CAN Do
- Flag individual time entries as write-offs
- Categorize write-offs by type/reason
- Generate write-off reports
- Track write-off amounts against budgets
❌ What XPM CANNOT Do
- Multi-step approval routing
- Automated approval notifications
- Conditional approval rules
- Integrated audit trails for approvals
XPM offers these core write-off capabilities:
- Write-off Flagging: Mark individual time entries as write-offs during or after entry
- Categorization: Assign write-off reasons (admin error, client request, scope change, etc.)
- Reporting: Generate write-off reports by staff, client, job, or category
- Budget Tracking: Compare actual time against budgets to identify potential write-offs
XPM's Basic Write-off Workflow
Most firms implement one of these workarounds to create approval workflows:
Option 1: Manual Email Approval Process
Other Common Approaches:
- Weekly Review Meetings: Managers review write-off reports and approve in batch during team meetings
- External Form Systems: Use Google Forms, Microsoft Forms, or Typeform for write-off requests that feed into XPM
- Integration Solutions: Connect XPM to workflow tools like Zapier for basic automation between systems
- Spreadsheet Tracking: Maintain a separate approval log that reconciles with XPM data
Not directly within XPM, but you can implement structured processes using external tools:
Option A: XPM + Zapier Automation
- Zapier detects new time entries approaching budget limits
- Automated email sent to manager for approval
- Manager clicks approve/reject in email
- Zapier updates XPM with approval status
- Cost: $50-200/month + setup time
Option B: Custom API Integration
- Build custom interface for write-off approvals
- Connect to XPM via API for real-time data
- Create multi-level approval workflows
- Generate custom reports and analytics
- Cost: $5,000-20,000 development + monthly hosting
Option C: Third-Practice Practice Management Integration
- Use tools like Karbon or Jetpack Workflow alongside XPM
- Handle approvals in external system
- Sync approved write-offs back to XPM
- Cost: $60-120/user/month additional
Recommended workflow for small to medium firms using XPM:
Weekly Write-off Review Process
Pro Tips for Efficiency:
- Set up report templates for one-click generation
- Use XPM's batch editing for multiple write-offs
- Establish clear dollar thresholds for different approval levels
- Train all staff on consistent categorization
- Review and refine process quarterly
✅ Switch FROM XPM if:
- Write-offs exceed 10% of billable time
- You need complex, multi-level approvals
- Audit compliance requires detailed tracking
- You're already considering broader practice management upgrades
- You have multiple approvers across locations
⏸️ Stay WITH XPM if:
- Write-offs are minimal (<5% of time)
- Current manual process works adequately
- You're deeply integrated into Xero ecosystem
- Other XPM features meet your needs
- Budget constraints limit new software
Alternative Platforms with Better Write-off Workflows:
- Karbon: Robust approval workflows and audit trails
- Jetpack Workflow: Simple but effective approval processes
- Accelo: Service automation with write-off controls
- BigTime: Enterprise-level approval systems
- Financial Cents: Modern interface with workflow automation
Real Experiences with XPM Write-off Management
How accounting firms are managing write-off approvals with Xero Practice Manager.
"We built a Google Forms approval system that connects to XPM via Zapier. It's not perfect, but it gives us the audit trail we need for compliance without leaving Xero's ecosystem."
CFO, 25-person accounting firm
"Our write-offs were getting out of control with XPM's basic system. We switched to Karbon specifically for the approval workflows and reduced write-offs by 40% in six months."
Managing Partner, Coastal Advisory Group
"For our 8-person firm, the manual email approval process works fine. We save $1,200/month by not switching platforms, which more than covers our occasional write-off errors."
Solo Practitioner, Precision Accounting
Need Help with XPM Write-off Workflows?
Download our Write-off Workflow Implementation Kit, including process templates, approval form examples, and integration guides for Xero Practice Manager.
Download Implementation KitIncludes Google Forms templates, Zapier workflows, and compliance checklists