XBert Type: Standard
Accounting Software: Xero, MYOB, QuickBooks Online
Country Restriction: All supported countries
Risk Type: Cash Flow Risk
Business Function: Purchases
Overview
The "Grouped Overdue Bill Outside Normal Behaviour" XBert gathers your long-overdue supplier bills into a single monthly digest, so older unpaid items are reviewed together rather than one at a time. It helps you stay on top of at-risk supplier payments and prioritise bills that could affect your cash flow or supplier relationships.
What it does
This XBert scans your unpaid supplier bills and finds the ones that are significantly overdue. Instead of raising a separate alert for every single bill, it collects them and groups them by the month they were due, so you can review a whole cluster of long-overdue bills in one place.
How it works
XBert builds the monthly digest using the following rules:
It includes unpaid bills that are more than 90 days overdue.
It leaves out abandoned or historical debt — bills overdue by more than around two years (730 days) are excluded, as these are usually known long-term items rather than something to action this month.
It ignores suppliers you normally pay slowly — if a supplier's own past payment history is already slow (a typical pattern of 90 days or more), an overdue bill from that supplier is treated as normal for them and is left out of the digest.
It skips duplicate spend-money transactions — a bill that has already been recorded as a direct payment from the bank is not counted again, so you are not chased for something that is already paid.
It then groups the remaining bills by month into one alert. The headline dollar figure is based on the amount still owing (not the original bill total), so partially-paid bills are not over-stated. Where bills are in different currencies, the amounts are converted to your base currency for the total.
In short: only genuinely unusual, materially late bills are gathered together, so the digest stays focused and worth your attention.
Example/Use Case
Priya runs a small café and reviews her accounts each month. XBert raises one grouped alert showing six bills across four suppliers, all due back in March and now more than 90 days overdue, with a combined balance still owing of $4,180 — the largest being a $2,750 bill to her coffee roaster. Seeing them together, Priya realises a batch of March bills was never scheduled for payment. She confirms they are genuinely unpaid, pays the most urgent supplier to protect her supply, and arranges a short payment plan for the rest before any service is interrupted.
Accounting software
All major supported accounting software, including Xero, MYOB and QuickBooks Online.
Which countries it supports
All supported countries.
Processes
This alert sits within your Purchases (Accounts Payable) function and supports better management of supplier payments. To resolve it:
Review each flagged bill to check whether it has already been paid but not yet reconciled in your accounting software.
If a bill is genuinely unpaid:
Prioritise the most overdue bills first.
Contact the supplier to arrange payment or negotiate new terms.
Consider a part payment or agree to a payment plan if you cannot settle the full amount now.
Add a note in your accounting software or in XBert to record when each bill is scheduled to be paid.
Put steps in place to avoid future late payments, such as payment reminders or a regular accounts payable review.
Once the bills have been paid or accounted for, mark the XBert as resolved.