XBert syncs every connected client automatically each day, but sometimes you want the latest data right now — for example, after fixing an issue in the ledger. You can trigger a manual sync for any client from the Sync page.

The sync is queued and starts processing within moments. When it finishes you'll see a confirmation with the number of items processed, and the client's User column updates with the sync time. Everyone in your practice sees the row update live — and if a teammate triggers a sync, you'll see who requested it in the row's tooltip.

Each client can only run one sync at a time. If a sync is already in progress, the button is disabled and the tooltip tells you who started it.

Manual syncs come from a shared daily allowance for your whole practice: two manual syncs per client per day, pooled across all team members. For example, a practice with 10 clients gets 20 manual syncs per day, and they can be used on any client. The Sync page header shows how many syncs your practice has remaining today. The allowance resets each day (midnight UTC).

Accounting providers such as Xero, QuickBooks, MYOB and FreeAgent strictly limit how many API calls each connected file can make per day. Exceeding those limits can get a file temporarily locked out by the provider — which would stop all syncing for that client and delay data for everyone in your practice. The pooled allowance keeps every file safely inside provider limits, so automatic syncs always have room to run.

Problem: You can't click Sync for a client.
​Solution: Hover the button to see why. Either a sync is already running for that client (wait for it to finish — the tooltip shows who requested it), or your practice has used its manual sync allowance for today. The allowance resets each day, and the header shows the time remaining.

Problem: Instead of a Sync button, the client shows Disconnected.
​Solution: Syncs can't run while a client's accounting file is disconnected. Click the chip to reconnect the file, then sync. See Reconnecting Files with New Xero Permissions.

Problem: You can't find a client on the Sync page.
​Solution: Clients that have never been connected to accounting software (and have never synced) don't appear, because there's nothing to sync yet. Connect the client first — see Syncing a Non-Connected Client.

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