Once your Fergus account is connected and linked to your company, you can tie a Fergus job to a Retention Track contract. From then on, Retention Track finds that job's invoices in Xero and pulls them onto the contract for you — so your retention balance stays up to date without any manual importing.
⚠️ Not connected yet?
This all builds on the one-time setup in Connecting your Fergus account to Retention Track. You'll also need Xero connected, since invoices are matched through Xero.
Option A: Create a new contract from a Fergus job
This is the quickest way to get a job into Retention Track.
1. Go to your Contracts list and click Import from Fergus (next to Create Contract).
2. Pick the Fergus job you want to bring in.
3. Tell Retention Track which contractor the job's Fergus customer is. In Fergus, your customer is whoever you invoice — usually the head contractor — which is a contractor in Retention Track. If you've matched this Fergus customer before, Retention Track remembers it; otherwise you can pick an existing contractor or create a new one on the spot.
4. Retention Track opens the Create Contract form with the details it already knows filled in for you — including the job's site address. Add the remaining contract details (such as the contract value and retention terms) and save.
Option B: Link a Fergus job to an existing contract
Already have the contract in Retention Track? Link the job to it instead.
1. Open the contract in Retention Track.
2. Click Link Fergus job and choose the job from the list.
3. That's it — the job is linked, and Retention Track immediately looks for its invoices.
Good to know: The Link Fergus job button only appears once your company is linked to Fergus. Each contract links to one Fergus job.
How invoices flow in
Because your Fergus invoice numbers are the same as your Xero invoice numbers, Retention Track can match them up. For a linked job it takes each of the job's invoice numbers, finds the matching invoice in your Xero, and adds it to the contract — so the retention on it is tracked automatically.
This happens:
as soon as you link a job,
automatically once a day, and
whenever you click Sync invoices on the contract.
On the contract you'll see when the invoices were last synced, along with any invoices that are in Fergus but not yet in your Xero. If an invoice is on that list, raise or approve it in Xero and it will be picked up on the next sync.
Make sure retention is recorded correctly: Retention Track can only track retention that's separated out on the invoice. When you invoice from Fergus, record the retention as described in Fergus Best Practices.
Removing a link
To unlink a job from a contract, open the contract and click Unlink. The invoices already on the contract stay put — only the connection to the Fergus job is removed.