XBert connects to your accounting software (Xero, QuickBooks, MYOB and FreeAgent) and keeps your client data in sync automatically — no action needed from you. This article explains how syncing works, how to monitor it, and why sync frequency is managed carefully.
How automatic syncing works
XBert automatically syncs every connected client file in the background at least once every day. Each sync:
Collects the latest data from the client's accounting software
Runs XBert's audit checks across the fresh data, raising or resolving XBerts
Updates tasks, analytics and reporting data for that client
Workflow-only clients are synced too — their workflow items, schedules and tasks are processed on the same automatic cycle.
The Sync page
Head to Clients > Sync to see syncing across your whole practice at a glance.
For each client you'll see:
Items Processed — the total records XBert has processed for this client across all syncs
Activity Trend — the client's activity over recent months; click it to open Client Insights
Automatic — when XBert's recurring background sync last ran
User — the most recent sync a team member triggered manually, and who requested it (shown in the tooltip)
Sync — a button to trigger a manual sync right now (see below)
Disconnected clients are flagged with a red Disconnected chip — syncs can't run for these clients until they're reconnected. Click the chip to start reconnecting.
Need the latest data right now?
You can trigger a manual sync for any client from the Sync page — handy when you've just fixed something in the ledger and want XBert to re-check it straight away. See How To: Manually Sync a Client for the steps.
Why sync frequency is limited
Accounting providers such as Xero, QuickBooks, MYOB and FreeAgent strictly limit how many API calls each connected file can make per day. If a file exceeds those limits, the provider can temporarily lock it out — which would stop all syncing for that client until the limit resets, delaying data for everyone in your practice.
To keep every file safely inside provider limits, XBert:
Schedules automatic syncs so each client is refreshed daily without hammering provider APIs
Pools manual syncs into a shared daily allowance for your practice — two manual syncs per client per day, shared across all team members (for example, a practice with 10 clients gets 20 manual syncs a day, usable on any client)
The Sync page header shows how many manual syncs your practice has remaining today. The allowance resets each day (midnight UTC).
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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, or email us at support@xbert.io