How to Streamline XPM Job Management: Using Milestones
May 30, 2025
If you’re already using Xero Practice Manager (XPM) but feel there’s a lack of automation, you’re not alone. Many accounting practices under utilise features that could seriously simplify their workflows. What we recommend (and use AND love) is: Milestones. We use milestones within XPM to better manage our team’s tasks and client deadlines.
What Are Milestones in XPM?
Milestones have been part of XPM (aka Green Xero) for quite some time. They act as internal task reminders that can help track key touchpoints within a job. While many practices manually add these per job (if they use them at all), there’s a far more efficient way: entering milestones into your job templates.
Why Use Milestones?
When milestones are pre-set in your templates, every time a new job is created from that template, the same milestones are automatically included. This saves time and ensures consistency in how tasks are followed up.
Eg you might set a milestone to:
- Remind a team member to follow up with a client for documents 3 days after job creation.
- Prompt another follow up 3 weeks in.
- Remind staff to lodge the BAS before the due date.
These reminders show on the staff member’s dashboard - not on your clients end. This means your team has a clear view of what’s due, what’s pending and what needs attention, all without clogging up client communication.
How to Set Up Milestones in Job Templates
Here’s a quick guide:
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In XPM, go to Settings > Job Settings > Job Templates.
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Open an existing template (eg your Activity Statement job).
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Scroll to the Milestones
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Add a new milestone (eg “Follow up client for documents”), and choose when it should trigger based on the job start date.
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Repeat for as many follow ups or task reminders as needed.
Our Tip: While it’s not fully automated (since everything is based off the job start date), you can adjust that start date when creating jobs to align milestones with realis timing.
If your practice isn’t yet using milestones in XPM, now is the time to start. They provide structure, clarity, and accountability - especially handy for recurring jobs like BAS, tax returns or payroll. Whether you're the practice owner or a team member, milestones will make your life easier. Give them a go!
