XBert Capture is a free companion app built for your clients. They photograph or upload a receipt, choose how it was paid, and it arrives straight in your Receipt Capture list, ready for you to code and publish. It's the easiest way to stop chasing clients for their paperwork, because they can send it the moment they have it.
This article covers your side of it: switching the app on for a client, inviting the people who'll use it, and picking up what they send. Coding and publishing those receipts is covered in Overview: XBert Receipt Capture.
Important: there are two switches.
Turning on Receipt Capture for a client and turning on XBert Capture are two different settings, on two different screens. Switching one on does not switch on the other. You need both.
What's covered
1. Switching XBert Capture on for a client
2. Inviting a client
3. Tracking and managing invitations
4. How your client's receipts reach you
Where to find everything
Glossary
If you get stuck
The two forms of the app
It comes in two forms, and clients can use either with the same login.
The web version is at capture.xbert.io in any browser, and it's best for uploading files already on a computer, or several at once.
The mobile apps are on the App Store (iOS) and Google Play (Android), and they're best for snapping a receipt on the spot, while out and about.
Helping a client find the app.
It's listed as XBert Capture in both stores, and clients can simply search "XBert" in the App Store or Google Play to find it. The app is listed in Australia, New Zealand, the UK and South Africa only, so a direct App Store link needs the correct region code in it.
1. Switching XBert Capture on for a client
This is a different switch from the one that turns Receipt Capture on for a client, on a different screen, so switching on Receipt Capture does not switch this on too. You need both.
In the left menu, click Settings.
Under XBert Capture, click Settings. You'll see your clients listed.
Find the client you want and set Access to On.
XBert Capture is only available for connected clients. If a client isn't connected to accounting software, the Access toggle stays off and greyed out; hover over it and you'll see "XBert Capture not available for non-connected clients", and the client will show a Connect now link instead.
Connect and sync that client to a ledger, and the toggle becomes available. It's also unavailable while a client is locked or still syncing, so give a fresh sync a moment to finish.
On the same screen you can set User Permissions for the client, choosing Admins Only, All Users or Specific Roles. This controls which of your people can use the Capture chat. It has nothing to do with your client's own login.
Tip: set up Payment Methods first.
If you are using the XBert Capture App & Receipt Capture together, do this before you invite any clients. A client can't send a receipt from the app without choosing a payment method. If that list is empty, they'll get stuck at the last step and won't be able to send anything.
đ Read more here: How To: Configure Payment Methods for Receipt Capture
2. Inviting a client
Once Access is on, you can invite the people at your client who'll be sending receipts.
Go to Settings, then under XBert Capture click Users. You'll land on the Capture Users page.
Click Invite Capture User to open the Invite XBert Capture User window.
Choose the Client from the dropdown. Only clients that have Access switched on, and are synced and connected, will appear here.
Enter the person's Email Address, First Name and Last Name, all three of which are required.
Click Send Invite. You'll see a confirmation that the invitation has gone out.
Your client then receives an XBert-branded email with the subject "[Your name] has invited you to XBert Capture". It gives them three ways to get started: a Get Started button that opens the sign-in link, a 6-digit activation code they can type into the app instead, and App Store and Google Play download buttons.
If the person you invite already has an active XBert login, they won't be sent a code. They're simply given access to the extra client and receive a shorter "you've been added" email instead.
3. Tracking and managing invitations
The Capture Users page keeps you across who's in and who isn't. It lists each person's Name, Email, Status, Activation Code and Last Login.
Status | What it means | What to do |
PENDING | Invited, but hasn't signed in yet | If they can't find the email, read them the Activation Code |
EXPIRED | The invitation is more than 7 days old | Use Re-invite on the row's menu |
ACTIVE | Signed in and using the app | Nothing needed |
A few handy details. The Activation Code only shows until the person activates, and you can click it to copy (you'll see "Copied!") so you can read it out over the phone. Re-invite appears on expired rows and sends a fresh link and code, though it's limited to one send every 30 minutes, so you can't spam it.
To remove someone entirely, open the row's menu and choose Delete User.
4. How your client's receipts reach you
The receipt appears in your Receipt Capture list immediately, with its Source shown as Web or Mobile depending on how they sent it, and it starts at Queued.
Your client sees a confirmation in the app letting them know it's being processed by their bookkeeper.
Once XBert has read it, it also becomes a work item on your work board, and from there you code and publish it exactly as described in Overview: XBert Receipt Capture.
Replying to a client about a receipt. Open the receipt's work item with Open, then use the Client Chat (Beta) tab. The Chats column back on the list shows the message count and flags any unread messages from clients, so you can see at a glance where someone's waiting on you.
Where the chat lives
The client chat sits on any of the work items for that client (e.g. Tasks, XBert alerts, Receipt Capture work).
How you'll know a client has been in touch: your firm is notified of client messages by push and by email (to members who are offline), and by a CLIENT CHAT entry in your Activity feed. There isn't a separate "a client submitted a receipt" alert, so the chat notification and the receipt appearing in your list are your cues.
Where to find everything
What you're after | Where it is |
Capture app settings | Settings > XBert Capture > Settings (admin only) |
Capture app users and invitations | Settings > XBert Capture > Users (admin only) |
Payment Methods for a client | Settings > Receipt Capture > Settings (admin only) |
Receipts your clients have sent | Receipt Capture in the left menu |
Glossary
Term | What it means |
XBert Capture | The separate companion app your clients use to send receipts. Web and mobile. |
Receipt Capture | The feature inside XBert where captured receipts are read, coded and published. |
Activation Code | The 6-digit code a client uses to sign in to the Capture app for the first time. |
Payment Method | A named account a receipt can be coded to. Your client picks one when they send a receipt. |
Source | How a receipt arrived. Web and Mobile mean your client sent it from the Capture app. XBert stamps this itself, so it can't be mistaken. |
If you get stuck
What you're seeing | What to do |
A client can't sign in to the Capture app | Check their Status on the Capture Users page. If PENDING, they still need their Activation Code, so click it to copy and read it out. If EXPIRED, use Re-invite.
Also check Access is On for that client under Settings > XBert Capture > Settings; if it's off, they'll be turned away with a message telling them to contact their advisor. |
A client can't send a receipt without choosing a payment method | That's working as intended, because a payment method is required. Make sure the client has Payment Methods set up under Settings > Receipt Capture > Settings. |
The Access toggle is greyed out for a client | XBert Capture is only available for connected clients. Connect and sync that client to Xero or QuickBooks first. It's also unavailable while a client is locked or still syncing. |
You can't see Receipt Capture or XBert Capture at all | Both are beta features, and only XBert can switch them on. Get in touch with XBert support. |
You can't see the Settings screens | All Receipt Capture and XBert Capture settings screens are admin only, so you'll need admin access to reach them. |
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