Manage client documents inside Xero Practice Manager

Every client in Xero Practice Manager (XPM) gets a Documents tab from XTK: a full file manager for that client's folder in your practice's own Google Drive, OneDrive or SharePoint. You can browse, search, upload, rename, favourite, share and organise client files without leaving Practice Manager — and because it's your storage underneath, everything you do here is just ordinary files and folders in your own drive.

XTK is an independent product and is not affiliated with or endorsed by Xero Limited.

Open a client's documents

Open any client in Practice Manager and click the “Documents” tab — XTK replaces Xero's native Documents tab with its own. What you're looking at is the client's own folder in your practice's storage: files and folders listed with size and modified date, a search box, and a toolbar for everything you can create.

How XTK finds the client's folder

The first time anyone opens a client's Documents tab, XTK looks inside your Main Storage Folder for a folder named after the client:

• Exactly one folder matches the client's name — XTK adopts it, and your existing files appear immediately.
• No folder matches — XTK creates one named after the client, so brand-new clients need no setup at all.
• Two or more folders match — XTK asks you to pick the right one (or create a fresh one) rather than guess.

Picked the wrong folder, or reorganised your drive? Click “Change storage folder” at the right of the toolbar and choose again. It only re-points XTK — nothing in your drive is moved or deleted.

Find files: browse, search, favourites

• Browse: click a folder to open it, and use the breadcrumb above the list to step back up. Click a file's name to open it in Google Drive, OneDrive or SharePoint in a new tab.
• Search: type in the search box to find files by name — it searches the folder you're in and every subfolder beneath it, and each result shows the folder path it lives in. Click the × to return to browsing.
• Favourites: hover over a row and click the star to bookmark files or folders you keep coming back to. The star button in the toolbar filters the list to your favourites only — they're personal, so your stars are yours alone.
• Refresh: the circular-arrow button re-reads the folder — handy when a colleague has just filed something.

Upload files

To add a folder, use “Create” → “Create folder”, name it, and it appears in the listing — inside the client's folder, like everything else here. If your practice files every client the same way, folder templates can create the whole structure in one action.

Rename, download and more: the row menu

Each row has a ⋮ menu at the right, and it only offers what makes sense for that item:

• Download — saves the file through your browser.
• Convert to PDF — Word documents only: creates a PDF copy beside the original, keeping both.
• Send for signature — PDFs only: starts an e-signature request for this file (covered in its own guide).
• Rename — the name becomes editable in place; type the new name and press Enter.
• Delete — moves the item to your storage provider's trash (more below).
• Share / Unshare — publishes the file or folder to this client's portal, once the portal is enabled (covered in its own guide).

Delete a file — and get it back

Deleting asks for confirmation, and it's a soft delete: the file moves to your storage provider's trash, where it can be restored for around 30 days. Nothing is permanently destroyed from the Documents tab.

Working with several files at once

Tick the checkboxes at the left of the list and a selection bar appears with bulk actions: move, copy, download as zip, merge PDFs, convert to PDF, delete and share — a guide of its own.

Where next

With filing sorted, the rest of the Documents series builds on this tab: bulk actions for moving and merging, document templates that write client letters for you, and folder templates for a standard structure. When you need something from the client instead, “Create” → “Request documents” sends them a checklist — that's the document requests guide.