You need to be an admin user to add client files. If you're non-admin, you will not be able to add any clients.
Connecting a client's accounting ledger puts them on Financial AI, where XBert works on their real transactions - running checks, flagging risk and drafting reviews.
1. Adding a new client
Open Quick Add (the + icon in the top header) and choose Add Client.
The Connect a ledger screen opens.
Click the Connect a ledger button.
Select the client's accounting software: Xero, MYOB, QuickBooks or FreeAgent.
Click Grant access to [provider]. You are taken to that provider to sign in securely. XBert never sees your password.
Sign in, choose the client file or files you want to sync, and authorise the connection.
You are returned to XBert. A short Finishing up step runs, then you'll see [Client name] is connected, with a Syncing tag while their data comes in.
Syncing continues in the background, so you don't have to wait for it to finish before moving on.
š” Still showing Analysing data please wait after a day?
The first sync hasn't finished. This usually means the person who connected the file doesn't have full access to it in the accounting software, for example payroll-only access. Ask someone with full access to the file to connect it again. If it's still stuck, contact support with the client name.
From then on, XBert syncs the file automatically at least once every day. Need the latest data sooner? You can trigger a manual sync from Clients > Sync.
š Read more here: How To: Manually Sync a Client
Selecting your files in Xero, QuickBooks and MYOB
Connecting Xero
Connecting Xero
You need two sets of permissions to add a Xero client: you must be an XBert admin user, and you must have Xero Standard or Adviser-level permissions on the organisations you are connecting.
The client is not in the list at all. You most likely do not have the right permissions on that organisation in Xero. Only organisations you have access to appear.
The client's name is greyed out, or Xero says it's connected but XBert still shows Connect.
Either:
It has already been added to XBert, or
A previous attempt was started but never finished, so the client was not actually added. To complete it, click the blue continue with xx organisations button rather than Cancel.
š” If your client list is long, use the search bar on the Xero selection screen rather than scrolling.
Once you have made your selections, click Allow Access.
Connecting QuickBooks
Connecting QuickBooks
QuickBooks shows one of two selection screens, depending on whether you were invited into the business at accounting firm level or as a normal user. Both end the same way, but the firm-level one has an extra step.
As a normal user
Select the business you want to add and click Next. It is added to XBert and starts syncing.
At accounting firm level
Choose which firm the client belongs to. Alternatively, tick Install for your firm, which adds the firm itself to XBert rather than one of its clients.
A second dropdown appears listing the clients you can access. Select the one you want.
Click Next. It is added to XBert and starts syncing.
š” If Next stays greyed out after you have picked a client, select the client again. It sometimes takes a second selection before the button becomes available.
Connecting MYOB
Connecting MYOB
The person connecting the file needs full access to it in MYOB, not payroll-only access. Without it the client stays on Analysing data please wait and its tasks stay locked.
If the MYOB file is password protected, enter its username and password on the Client Connections page before it will sync.
š Read more here: MYOB Client Files Locked
2. Connect a ledger to a client you already have
Go to Settings, then under Clients select Connections to open the Client Connections page.
Find the client and click Connect in the Connection column.
The Connect a ledger screen opens. Click the Connect a ledger button.
From here it is the same as steps 4 to 7 in section 1 above
During syncing, you won't be able to access or edit workflow items for that client.
The client's name in XBert is overwritten with the name on the accounting file.
You can rename the client in XBert if you prefer a different name.
š Read more here: How To: Rename a Client
What happens next
From the confirmation you can choose:
Set up your client - opens the Client Setup wizard, so you can assign staff roles, schedules and groups while syncing continues.
I'll do this later - finishes the flow. You can set clients up any time from Client Insights.
Once the file has synced, XBert checks it automatically and starts surfacing risk alerts.
If the client has no ledger to connect
You don't have to connect a ledger to add a client. On the Connect a ledger screen (step 3), next to Not ready to connect a ledger?, click Start with Workflow AI.
From there you can add the client on the Nano plan with the blue Add client button, or as a free workflow-only client with the smaller Add as a Manual Client link underneath it.
š Read more here: How To: Add Workflow-only (Manual) Clients
š Read more here: How To: Add a Client to Workflow AI
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