Why configure these agents?
Every receipt that reaches XBert automatically becomes a Receipt Capture work item in your work list. Three agents create these work items, one for each way a receipt can be published:
Bill Agent: for receipts published as a Bill, a supplier invoice your client still has to pay.
Bank Transaction Agent: for receipts published as an Expense, something already paid from a bank account. XBert creates it as a Spend Money transaction.
Sales Invoice Agent: for receipts published as a Sales invoice, income your client receives on a document someone else wrote, such as an RCTI or an account sale. Xero clients only, and Publish with XBert rules can't be set up on it.
Out of the box, these agents don't give Receipt Capture work items a due date or a role of their own. Receipts can end up sitting in your work list without a clear owner or deadline.
Configuring the agents lets you decide, once for your whole firm:
Who picks up receipt work, for example the bookkeeper who looks after each client
When it's due
Where it sits in your workflow, meaning its process and starting status
How long it should take, and whether it's a priority
Bills, expenses and sales invoices each have their own agent, so you can treat them differently. For example, you could give bills a shorter due date than expenses, or send sales invoices to a different role.
đĄ You can change these at any time
When you save, you choose whether your changes apply to new Receipt Capture work items only, or to the ones you already have as well.
Which agent handles which receipt?
It depends on how the receipt was sent:
You added it yourself: your choice under Publish as. Bill goes to the Bill Agent, Expense goes to the Bank Transaction Agent and Sales invoice goes to the Sales Invoice Agent.
Your client sent it from XBert Capture: the Payment Method they chose, which can create a bill or an expense but not a sales invoice.
Bill / Invoice goes to the Bill Agent.
Choosing a bank account goes to the Bank Transaction Agent.
It was emailed in: it arrives as a bill and goes to the Bill Agent, and if you switch it to a sales invoice, it's reprocessed and the Sales Invoice Agent creates a new work item for it.
Before you start
You need admin access. Only admins can open the Automation menu.
If you want to assign work by role, set up your client roles first.
Go to: Settings > Clients > Client Roles and, for each client, pick the team member for each role.
Open the agents
In the left-hand menu, click Automation, then XBert Automation.
In the header, click the Receipt Capture XBerts filter (the receipt icon).
The list now shows only the three Receipt Capture agents.
Click Bill Agent, Bank Transaction Agent or Sales Invoice Agent.
The XBert Configuration form opens.
These agents apply to all your clients, so there's no client list to choose from.
Choose your settings
Setting | What it does |
Subtasks | A checklist added to every Receipt Capture work item. Click Add, type the subtask, and add instructions if you'd like. |
Process (required) | The process each Receipt Capture work item is filed under. |
Status (required) | The status each new Receipt Capture work item starts in. |
Role | Who the work item is assigned to: the team member who holds this role for that client on the Client Roles page. If you leave it as Do Not Auto Assign, it goes to that client's Default Role for Unassigned instead. If nobody holds the role for that client, the work item stays unassigned. |
Estimated Time | How long you expect each receipt to take. |
Due Date | Enter a number, choose Days or Months, then choose what it counts from. Start Date is when the work item is created, so "2 Days After Start Date" means it's due two days after the receipt arrives. You can also count from End of Week Period, End of Fortnight Period, End of Month Period, End of Quarter Period or End of Year Period. |
Mark as priority | Adds each new Receipt Capture work item to the assigned person's priority list. This only applies when the work item has someone assigned. |
â ď¸ Don't choose a completed status
If Status is set to a completed status, every Receipt Capture work item is created already completed. It will also show Yes under Published on the Receipt Capture page, even though nothing has been sent to your client's ledger.
If you also choose Update all existing and future XBerts, your existing Receipt Capture work items will be marked as completed too.
Leave these as they are:
Title: it can't be changed for these agents.
Auto-complete, Risk Level, Risk Type and Business Function
Linked Agents, if you see it
The toggle next to Save: keep it on Active
Save your changes
Click Save at the bottom right corner.
Choose which Receipt Capture work items to update:
Update future XBerts only
Update all existing and future XBerts. You'll see a list of the fields you changed.
Click Yes.
Repeat for the other two agents.
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