Guides

Learn XTK, step by step

Practical walkthroughs for everything XTK adds to Xero Practice Manager — documents, e-signatures, client portals and templates. New to XTK? Start with getting started, see what it costs, or read the blog for the thinking behind it.

Getting started

The XTK practice registration form, framed in a browser window

Updated 27 July 20265 min read

Getting started with XTK — Xero Practice Manager extension

Install the XTK extension in Chrome or Firefox, register your practice account and take your first look at your new tools inside Xero Practice Manager.

The XTK Document Storage tab in Xero Practice Manager showing a connected OneDrive and the practice's storage root folder

Updated 27 July 20266 min read

Connect Google Drive, OneDrive or SharePoint to XTK

Connect Google Drive, OneDrive or SharePoint to XTK so each client document in Xero Practice Manager stays in storage your practice owns. A 10-minute Admin job.

The XTK Email Templates tab in Xero Practice Manager with the Send my mail from section showing a connected Practice account

Updated 27 July 20265 min read

Connect Gmail or Outlook so XTK can send email for you

Connect a Gmail or Microsoft mailbox to XTK and send portal invites, document requests and signature emails from your own address in Xero Practice Manager.

The XTK Team Members tab in Xero Practice Manager showing a roster of team members with their roles and statuses

Updated 27 July 20266 min read

Invite your team to XTK: members, roles and admin transfer

Invite team members to XTK from Xero Practice Manager, see what the Admin role controls, transfer Admin to a colleague, and remove or restore members.

Documents

The XTK Documents tab on a client in Xero Practice Manager, listing folders and files with sizes and modified dates

Updated 27 July 20267 min read

Manage client documents inside Xero Practice Manager

Browse, upload, organise and find client files without leaving Xero Practice Manager — XTK's Documents tab keeps every file in your practice's own storage.

XTK's selection bar in the Documents tab with three PDFs selected, offering Move, Copy, Download as zip, Merge PDFs, Delete and Share

Updated 27 July 20266 min read

Bulk file actions: merge PDFs in Xero Practice Manager

Select multiple files in XTK's Documents tab to move, copy, zip and merge PDFs inside Xero Practice Manager — without downloading anything or leaving XPM.

XTK's File from template dialog in Xero Practice Manager with every placeholder auto-filled from the client's details

Updated 28 July 20266 min read

Document templates in Xero Practice Manager

Upload a Word template with [CLIENT:NAME]-style placeholders and XTK generates client letters inside Xero Practice Manager, filled from live client details.

XTK's searchable Available placeholders reference dialog listing client, contact and date tokens with sample values

Updated 28 July 20268 min read

XTK placeholder reference (complete list)

The complete list of XTK placeholders for Xero Practice Manager templates — client, contact, address, date and custom-field tokens, plus [IF] conditions.

XTK's Folder from template dialog in Xero Practice Manager previewing a standard client folder structure before it is applied

Updated 28 July 20267 min read

Folder templates: one standard client folder structure

Set up your practice's standard client folder structure once in XTK and apply it to any client in Xero Practice Manager — [DATE] tokens, no duplicate folders.

XTK's email template editor in Xero Practice Manager with a subject, markdown body and the portal_invite_url template variable autocomplete open

Updated 28 July 20268 min read

Email templates: write once, reuse for invites and requests

Write reusable email templates once in XTK and pick one when you send a client portal invite or document request from Xero Practice Manager — no retyping.

Client-facing

The client's document request upload page showing a checklist of requested items, a provided count and an optional extras bucket

Updated 28 July 202610 min read

Request documents from clients in Xero Practice Manager

Request documents from clients in Xero Practice Manager with one secure link: build a checklist, watch items turn Provided, and chase what's outstanding.

XTK's e-signature authoring page with a signature field placed on an engagement letter, ready to send from Xero Practice Manager

Updated 29 July 202610 min read

Send documents for e-signature in Xero Practice Manager

Send a PDF for e-signature from Xero Practice Manager: pick documents, add your signers and a signing order, place fields, send, then track every request.

XTK's signing page open in a browser with a signature field on an engagement letter, showing how clients sign documents online without an account

Updated 28 July 20268 min read

How clients sign documents online with XTK e-signatures

How clients sign documents online with XTK: the email they get, the no-account signing page, typed or drawn signatures, and the certificate they receive.

XTK's Client Portal tab in Xero Practice Manager showing the roster of portal contacts with Invited and Active status tags and an Invite contact button

Updated 28 July 20269 min read

Client portal for accountants: set up and share files

Set up a client portal for accountants in Xero Practice Manager: enable it per client, invite contacts by email, and share files that never leave your Drive.

The XTK client portal open in a browser showing a client's shared folders and shared files, ready to download or upload

Updated 29 July 202610 min read

How to use your accountant's client portal

How to use your accountant's client portal: accept the invite, sign in, download shared files, upload your own, sign documents and reset your password.

Account & trust

The XTK notifications bell open in Xero Practice Manager, showing a tray of unread signature, document request and client portal activity grouped by day

Updated 28 July 202610 min read

XTK notifications: the bell, settings and desktop alerts

Read the XTK notifications bell in Xero Practice Manager, choose Practice or Mine, switch any of the 13 per-type alerts, and turn on desktop notifications.

The Billing & Subscription tab in the XTK panel, showing the plan card with its status pill and the Manage Subscription button

Updated 28 July 202610 min read

XTK pricing, your trial, and what read-only mode means

XTK pricing in full: one $59 USD plan for your whole practice, a 30-day free trial with no card, how an Admin upgrades, and exactly what read-only mode blocks.

The Help & Support tab in the XTK panel, with the Category, Subject and Message fields ready for a question about data handling

Updated 28 July 202612 min read

Is XTK safe? Xero data privacy and where files live

Is XTK safe? Exactly how XTK reads your Xero data, why client files stay in your own Drive, what XTK's servers store, and the two places data leaves them.

Give Practice Manager its missing half

Install the extension, connect your Drive, and open your first client — your whole practice can be working in context today.

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30-day free trial for your whole practice — no credit card required.