Why use the Receipt Capture page?

The Receipt Capture page shows every receipt sent in for your clients, however it arrived. It's where you check that XBert has read a receipt, see whether it has a Receipt Capture work item, and see whether it's been published.

💡 Read each receipt left to right

The three columns on the right answer three questions in order:

Stage: has XBert read it?
Status: where is its work item up to?
Published: is it in your client's accounting software?

Before you start

At least one client must have Receipt Capture switched on. Until then, the page won't open.
- 👉 Read more here: How To: Turn On Receipt Capture for Your Clients
You don't need admin access to use this page.

Open the Receipt Capture page

In the left-hand menu, click Receipt Capture.
1. Your clients are listed on the left, starting with All Clients. Each client shows how many of the receipts on this page are theirs.
Click a client to see only their receipts, or All Clients to see everyone's.

💡 Only your 100 most recent receipts show here

The Receipt Capture page lists the latest 100 receipts across all your clients. Older receipts are still in XBert, they just don't show on this page. To find them:

On your work list: open the Task List, set Created Date to All, then click the receipt icon (View Receipt Capture Work Only).
This shows every receipt XBert has processed but not yet published (to see published, filter for your completed statuses).
Everything still waiting, client by client: click Dashboard at the top right of Receipt Capture.
Under Waiting on you, click a client.
This lists that client's receipts that aren't published yet, including any still processing, failed or held for review, oldest first.

What each column means

Column	What it shows
Documents	The client name above the file name, and whether it's a bill, an expense or a sales invoice. You may also see a comment icon if your client added a comment, and Includes N supporting document(s) if other files are attached.
Amount	The total XBert read from the receipt.
Reference	The invoice or receipt number XBert read from the receipt.
Document Date	The date on the receipt. Until XBert has read it, this shows the date it was sent in.
Created By	Who sent the receipt in.
Source	How it was sent: Connect, Email, Mobile or Web.
Stage	Whether XBert has read the receipt. See the table below.
Status	Where its Receipt Capture work item is up to. See the table below.
Published	Whether it's been published. See the table below.
Published Date	When its Receipt Capture work item was completed.

Stage: has XBert read it?

Stage	What it means
Queued	Received and waiting to be read.
Processing	XBert is reading it now.
Processed	XBert has read it. Status and Published take over from here.
Failed	XBert couldn't read it. Open it to see why, and try Reprocess.
Duplicate	The same file has already been sent in, so this copy wasn't read.
Awaiting grouping	It came in an email with other files, and XBert is still working through the rest of the email.
Attached to bill	It was added to another bill as a supporting document.

Status: where is its work item up to?

Status	What it means
A status name	The current status of its Receipt Capture work item. These are your firm's own work item statuses, so they match what you see on your work list.
Pending	XBert has read it, but its work item doesn't have a status yet.
Manual review	XBert couldn't read it and it needs someone to look at it.
-	There's no work item yet.

Published: is it in the accounting software?

Published	What it means
Yes	Its Receipt Capture work item has been completed. When XBert publishes a receipt, it completes the work item for you.
No	It hasn't been published yet.
Held for review	XBert tried to publish it but didn't finish. Open its work item to see why.

Published only shows once a receipt's Stage is Processed.

⚠️ Yes means the work item is completed

If someone marks a Receipt Capture work item as completed by hand, the receipt shows Yes even if it was never published. Check your client's accounting software if you're not sure.

Filter, search and sort

Stage filter: at the top of the page, choose All, Queued, Processing, Processed, Failed, Duplicate or Held for review. Each option shows how many of the receipts on this page are in it.
Source filter: choose All, Connect, Web, Mobile or Email.
Search: type at least two characters to search the receipts on this page by file name, supplier or reference.
Sort: click a column heading, or Client, Name or Type next to Sort at the top of the list, where Type groups bills, expenses and sales invoices together. Click again to reverse the order, and a third time to go back to the newest receipts first.

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

How To: Read the Receipt Capture List