The Practice Dashboard shows Receipt Capture across all your clients in one place. Use it to spot receipts that need attention, see how many are being published without changes, and see which clients and team members are using it. It counts bills, expenses and sales invoices.
💡 The dashboard is for checking, not working
To check and publish receipts, use their work items in your work views, such as the Task List. The dashboard shows you where to look, and clicking a client or a waiting group takes you straight to those receipts.
👉 Read more here: How To: Find Receipt Capture Work Items on Your Work List
Open the Practice Dashboard
In the left-hand menu, click Receipt Capture.
Click Dashboard at the top right of the page.
The Practice Dashboard opens over the page.
To change the period, use the dropdown at the top right: Last 7 days, Last 30 days (the default), Last 90 days, Last 12 months or All time.
Most sections use the period you choose, and each one shows its period in the top right corner. Waiting on you always shows Right now, and Volume always shows the Last 12 months.
Summary
Five figures for the period:
Figure | What it counts |
Submitted | Every receipt sent in, split underneath into Bills, Expenses and Sales invoices |
Published to ledger | Receipts published to your clients' accounting software |
Not published | Receipts sent in that haven't been published yet |
Failed | Receipts XBert couldn't read |
Duplicate | Files that had already been sent in for that client |
Waiting on you
What needs your team right now, whatever period you've chosen. The top line shows how many receipts are waiting and how old the oldest one is, for example 7 waiting · oldest 9 days. A red tag such as 5 waiting more than 3 days appears if anything has been sitting too long.
Receipts are grouped by where they're stuck. Each group shows how many receipts it has, how old the oldest is and how many are over 3 days, or All clear if it's empty.
Group | What it means |
In pipeline | Still being read by XBert |
Failed | XBert couldn't read them |
Held for review | XBert tried to publish and stopped |
Ready to publish | Read and waiting for someone to check and publish them |
The chart shows each waiting receipt as a dot, placed by how long it's been waiting, from 1 hour to 7 days. Dots to the right of the red 3 days line, in the Over 3 days area, have been waiting more than 3 days.
Under By client, you'll see which clients have the most receipts waiting, and how old their oldest one is.
To see the receipts: click a group, a client under By client, or the red waiting more than 3 days tag. The dashboard closes, and the Receipt Capture page shows just those receipts.
👉 Read more here: How To: Continue Publishing a Receipt Held for Review
Ledger outcome
Where every receipt sent in during the period ended up. The diagram starts with Submitted, flows through Extracted (read by XBert), then splits into outcomes, each with a count and a percentage:
Published to ledger: in your client's accounting software
Ready to publish: read and waiting to be published
Held for review: XBert tried to publish and stopped
Attached to another document: added to a bill as a supporting document
Outcomes with nothing in them are listed underneath the diagram, for example Failed, Duplicate, In pipeline, Closed without publishing, Processed - no work item at 0.
Automation
How often receipts are published exactly as XBert read them.
Published without edits: the share of published receipts nobody changed, for example 16.7%, 1 of 6. Each square in the grid is one published receipt, and the filled squares are the ones published without edits.
Published with edits: the share where someone corrected something first, for example 83.3% (5 of 6).
Where corrections happen is laid out like a receipt. It shows how many published receipts had each field corrected:
Supplier or contact, Reference, Date and Due date
Line items: Description, Account, Tax type, Tracking and Amount, quantity or price
Lines removed, split or merged
Tax treatment
Other
The darker the field, the more often it's corrected. If the same fields keep being corrected on bills or expenses from one supplier, a memory can help, but memories don't work for sales invoices.
👉 Read more here: How To: Use Memories with Receipt Capture
Speed
How long receipts take from being sent in to being published. The headline shows the share published within a day and the typical time, for example 83% published within a day, Typical <1 hour.
The chart groups published receipts by how long they took: Under 1 hour, 1-4 hours, 4-24 hours, 1-3 days and Over 3 days. Each bar shows a count and a percentage, and the most common band is marked Typical. If receipts are still waiting, a red tag like 5 waiting more than 3 days appears underneath.
Problems
Why receipts didn't go straight through, ranked from most to least common. Each bar is a reason, with a count and its share of all problems, coloured by type:
Failed: Your setup, The document, XBert system or Unclassified
Duplicate: Same file already submitted
Held for review: Possible duplicate already in the ledger, Failed validation, New contact needs approval, Ledger rejected the document or Other
The line is the Running total, and the dotted line marks 80%, so you can see which few reasons cause most of your problems. Reasons with nothing in them are listed underneath the chart.
👉 Read more here: How To: Resolve and Reprocess Failed or Duplicate Receipts
Adoption
Who's using Receipt Capture.
1. Clients
Column | What it shows |
Client | The client's name |
Submitted | Receipts sent in for that client |
Published | Receipts published for that client |
Emailed in | Receipts that came in by email |
Last receipt in | When the most recent receipt arrived, or Never |
Click a client to close the dashboard and see their receipts on the Receipt Capture page.
2. Users
How many receipts each person Submitted and Published. Emailed-in receipts are counted per client, not per user, so they don't appear here.
3. Receipt source
How receipts arrived: Connect (added by your firm), Mobile, Web or Email.
👉 Read more here: How To: Send Receipts to XBert
Volume
Receipts sent in each month over the last 12 months. Each bar is split into Bills, Expenses and Sales invoices, with the month's total on top. Click Show figures to see the numbers in a table.
Need help?
If you have any questions, our support team is here to help!
Reach out via the chat widget on the bottom left of your XBert screen (Help), or email us at support@xbert.io