Aiwyn maps client ID, address, staff assignment, status, and contact data from your practice management system. The exact source field depends on the system and on the mapping agreed to during implementation.
Client identity
Below are the five most commonly used practice management systems integrated with Aiwyn but it is not a full list of all practice management systems integrated with Aiwyn. If you do not see field mapping specifications for your practice management system, the data mapping between your system and Aiwyn is confirmed, documented, and shared with your firm during implementation.
| Practice management system | Aiwyn Client ID | Aiwyn Client Name |
|---|---|---|
| CCH Axcess | Client ID + Sub-ID, combined | Client Sort Name or Correspondence Name, selected during implementation |
| CCH ProSystem | Client Code + Engagement Code, combined according to the implementation mapping | Client Name |
| PracticeCS | ID | Name 1; required for Aiwyn to recognize the client |
| PracticeEngine | Client Code | Client Name |
| Star | Client Ref | Client Name / Search Name according to the configured mapping |
Keep the identifier exactly as it appears in the source system. Leading zeroes, prefixes, spaces, and sub-IDs are part of the match.
Client status
The integration can use upstream status to determine whether a client enters or remains available in Aiwyn.
Status mapping is configured according to your practice management system and firm needs during implementation.
Client address
Aiwyn stores these address values on the client record:
| Source value | Aiwyn field |
|---|---|
| Street address line 1 | Address |
| Street address line 2, when present | Address 2 |
| City | City |
| Country | Country |
| State or province | State / Province |
| Postal or ZIP code | Postal Code |
Aiwyn assembles these values into a Client Address Block used by Engagement Letters through client.address.block.
Client Address Block format:
Address line 1
Address line 2, when present
City, State/Province Postal Code
Address data rules
- Store only address information in address fields.
- Use one consistent state or province format across client records.
- Keep country and postal-code formats consistent.
- Do not combine care-of instructions, alternate names, or internal notes into the street-address field.
Contacts and delivery preferences
Contact mappings vary more than client mappings. Aiwyn commonly reads full name, email, category or role, address, and client-specific delivery flags.
| Aiwyn value | Common upstream source |
|---|---|
| Full name | Contact first name + last name, or a source full-name field |
| Email Address | The contact's primary email field |
| Primary Contact | Source-system preferred or primary contact designation |
| Billing Contact | Source-system billing contact or configured contact category |
| Receives Invoices | Invoice-delivery flag or a configured translation rule |
| Receives Statements | Statement-delivery flag or a configured translation rule |
| Receives payment confirmation | Payment-receipt flag when supplied by the source |
CCH Axcess
- Store named contacts in the Client Contact section with first name, last name, primary email, and category.
- Avoid relying on the client-level Billing Email field for Engagements because it does not provide a contact name or category.
- For the documented Payments & Collections email workflow, real client contacts use the Statement flag, while a shared Aiwyn inbound contact uses the Invoice flag. Follow the firm's implementation design rather than applying this pattern without confirmation.
- CCH Axcess data must first refresh into the Data Axcess Utility. A four-hour scheduled task cadence must run data becomes available to Aiwyn.
PracticeCS
- Preferred, Billing, and Additional Contacts come from their corresponding contact sections.
- Contact name, primary email, and address map directly.
- The Billing and A/R area's Additional Email Addresses can be included according to the firm's delivery configuration.
PracticeEngine
- Many firms store billing email at the client level rather than as a separate contact record.
- Aiwyn can create a default contact from the client name and client billing email when configured to do so.
- Invoice and statement delivery preferences commonly come from the AR/Collections delivery settings.
Star
- Contact first name, last name, email, and contact type map into Aiwyn contact data.
- Primary, Billing, and Statement designations come from the corresponding source flags or contact types.
Field ownership
- Firms on Aiwyn Practice can maintain Aiwyn-owned client and contact fields in Aiwyn.
- Firms with a connected practice management system must update source-owned values in the practice management system.
- Mapping choices—especially client name, staff roles, inactive-client handling, and email-recipient flags—are established during implementation and can differ by firm.