XBert Glossary of Terms

Commonly used words when you use XBert

Marsha Galicia avatar
Written by Marsha Galicia
Updated over a week ago



Two-factor authentication - lets us quickly and easily verify users by requiring two methods to authenticate identity.



Refers to your XBert account


Actions are a process that you would like to occur once the conditions that you have set for an XBert are met.

More info here: Conditions and Actions


Status that means your template and/or schedule is active and working.


Refers to the things that have been done on a work item. The Activity page summarises, and links to, any work items that have been assigned to you, or that you have been mentioned in.

Actual Time

Corresponds to the actual time you worked on a task and not the estimated time. This is also a feature you can use to document your team's working hours, also allows for compensating team members for hours worked and measuring the time spent on projects.


Type of permission that allows user to have admin permissions - can access CONNECT Settings (business name, logo, payment details), Processes (add, edit and remove), XBert Automation (align XBerts to Processes).


One of the main menu selections in XBert. Also known as reporting whether financial, data quality, transaction activity and other metrics across all your clients.


Refers to a code used to identify and authenticate an application or user.


Helpful knowledge base documents that includes FAQs, How To's and information about XBert and will help you answer your questions or doubts.

More articles here: Support Center


You can assign tasks, XBerts, templates, and schedules to roles or users.

More info here: Assignments

Assigned User

Refers to the user in which the work item is assigned to.


An additional file that can be added under a task or template.

Automatic Mapping

An automatic linking feature that will automatically link XBert tasks to their corresponding XPM Job Tasks, eliminating the need for manual mapping.

Automatic Pushing

A feature that will automatically push added XBert time to XPM without a user needing to press the "Push to XPM" option.


One of the main menu selections in XBert. This is where you'll find your templates, XBerts and Custom XBerts, you can also configure them here.

Some helpful articles here: Automations


A feature that will help reduce the time it takes to address the issues found in your data.

More info here: Auto-Resolve



Type of time on a task that is subject to a fee.

Billing Period

Also referred to as a billing cycle, this is the interval of time between billing statements.

Bulk Assign

Assigning multiple XBerts or tasks to team members in simultaneously.


Client Communication

Any communication between a business and its clients within XBert.

Client Connections

A secondary tab under your Clients page wherein you've set your clients' connected accounting softwares like MYOB, XPM, etc. You can also redirect to their XPM and Xero dashboard from this page.

Client Console

The portal your client will see. It will list all XBerts, tasks, and individual reports for each client.

Client Console Reports

Each client console will have reports for that specific client. This will appear on their Client Console under Reporting.

More info here: Client Console Reports

Client Contact

Each client with a client console can be assigned a client contact role. This is a role that can be assigned to client users and can be used to assign tasks to clients.

Client File

Refers to a specific client within XBert.

More articles here: Clients, How To: Add Client Files

Client Groups

You can create custom Client Groups to sort and group your clients to filter your Work list.

More info here: Overview: Client Groups

Client Plan/s

Refers to what subscription your clients' files are under.

More info here: Overview: Client Plans

Client Reports

Client-specific reports like their financial overview, overall health check, data quality and other quantifiable information within XBert like actual time and estimated time, etc.

More info here: Client Reports

Client User/s

These users are not internal but the users that are under your clients' team members.


A collection is a group of articles that lives in our Support Center โ€” helps educate our customers and gives them easy access to knowledge-base articles.

More collections here: XBert Support Center Collections

Company Details

Your company information like your business name, logo, company type, how big your firm is, etc.

Completed Date

The date in which the work item is completed.


These are decisions you can set on an XBert to continue down the steps or decide whether an action should be run.

More info here: Conditions and Actions

Connect Portal

The portal you'll use for your practice (Internal for you and your team only).

Connect Portal Timezone

The timezone your Connect Portal follows. You have an option to update users' timezones to follow this.

Connect Settings

The Connect Portal's XBert settings.

Connect User/s

These users are internal and means that they are your team members.

Created Date

The date in which the work item was created.

Custom XBert/s

These are certain XBerts that can only be created when configured with your custom rules.

More info here: Custom XBerts


Date Range

The dropdown on the right side of Reporting Period selection, you can use this to select a particular date range.

Date Range Selector

The bar across the top of the Work board (mentions Day, Week, Month, etc.).


Stands for product demonstrations you can request from our amazing Customer Success team!


This will usually appear as the main text editor field in a task. You can format using the editing tools as well and add hyperlinks in this section.

Disconnected Clients

Refers to clients wherein they're accounting software was originally connected to XBert but is now disconnected or they've been changed to a workflow-only client.


A type of status for Notes - Anyone can see a Draft note, Draft indicates it might not be finished.

More info here: Client Notes Overview

Due Date

The date in which the work item needs to be completed on or before.


Email Task/s

Emails forwarded or sent to your unique XBert email address creates email tasks.

More info here: Email Tasks

Employment Hero

Formerly KeyPay / Accounting Software

Estimated Time

Evaluation of the time required to complete a task.


Fast-Track Sessions

Program that is suitable for Firms and Individuals who want a customised XBert configuration done right the first time, up and running in the shortest possible time.

Get started quickly with the XBert: Fast Track Sessions


An action you can do to easily find your notes by enabling quick access to them in future.

More info here: How To: Favourite a Note


These are the areas of functionalities within XBert.

Feature Requests here: XBert Roadmap


An action in which you can select or remove particular info from options to get to a specific view of your Work board/ Work list.



Status that means your template and/or schedule is inactive and not currently working.


Allows you to get a deeper look into your client files through data quality, potential risk, etc.

More info here: Overview: Client Insights


Automatic syncing of information and data from accounting softwares to XBert. This is very helpful with practice management.

Internal Time

Refers to the time spent by employees on various activities within the organization. This includes time spent on tasks, projects, meetings, training, and any other work-related activities.


Refers to any form of problem that may arise. This can be due to data or mistakes. They are commonly seen on XBert summaries and these need to be resolved or fixed.

More info here: How To: Resolve an XBert


Job Linking

Refers to the process of manually mapping XBert Processes to XPM Job Tasks Templates.

Job Mapping

Refers to the process of manually mapping XBert Tasks to XPM Job Tasks.


List View

View gives you a summarised list of your work items.

More info here: Working in List View

Locked Clients

Refers to client files that have been locked due to the trial period expiring. These files will continue to be locked unless they are upgraded.

More info here: How To: Unlock a File



Mention your teammates by their @name in comments under the activity tab, so they can get notified about any questions or information you want to relay to them.

More info here: How To: Comment on a Task


Mind Your Own Business / Accounting Software


Next Reporting Period Start Date

It's the date whereby the following task will be created as part of a schedule.

More info here: How To: Edit a Schedule


Type of permission that allows user to have non-admin permissions.


Type of time on a task that is not subject to a fee.

Note Link Tag

Helps link your Notes to your Templates or subtasks.

More info here: Client Notes Overview

Note Topic/s

You can add this under your notes and this will help you group similar Notes within the same Topic.


Further information relating to a specific client or task. This feature is helpful when creating tasks and is only available internally for connect users.

More info here: Client Notes Overview



Tasks or XBerts that haven't been finished on the specified due date.



Refers to the access of users and what they can view within XBert. They can either have admin or non-admin permissions. This can also refer to the access you can have to client files, accounting software, etc.

More info here: Permissions

Potential Risk

Potential risks include errors in financial reporting and other factors that could affect the accuracy of financial statements or the overall financial health of a company.

Practice Reports

Practice-specific reports that are beneficial for your business.

More info here: Practice Reports

Practice XBerts

Alerts that help protect your practice data quality and remove time spent managing on this. The focus is both on XPM data and XBert data.

Priority Board

A view for all prioritized work items. Helps in visibility, ordering and actioning important tasks and XBerts.

More info here: Overview: Priority Board


A type of status for Notes - Private notes can only be seen by the team member who created it.

More info here: Client Notes Overview


Pertains a group of tasks or XBerts and is helpful in grouping similar tasks.

More info here: How To: Add a Process


Time spent on a task or XBert that hasn't been completed.


A type of status for Notes - Public is a Note that all team members can see.

More info here: Client Notes Overview


A type of status for Notes - Published will let your team know that the Note is finalised.

More info here: Client Notes Overview



QuickBooks / Accounting Software


Recurring Settings

Found under schedules, setting this up will help you automatically create any task depending on your preferred frequency.

More info here: How To: Add a Schedule

Reporting Period

A selection within the dropdown on your workboard that allows you to select which date field on a Task/XBert that the date range filter will apply to.


A manual action in which you want to close an XBert since it has been solved or actioned.

More info here: Overview: Resolve


The roadmap is where we receive feedback and requests for XBert so that our decisions are well-informed and of course, client-facing.

Feature Requests here: XBert Roadmap


You can set users' roles like Bookkeeper, Manager, etc. This will help auto-assign tasks to roles instead of users.

More info here: Roles Overview


Refers to the conditions you set on your XBerts.

More info here: Conditions and Actions



A Schedule is what turns your templates into recurring tasks. This is where you assign the user or role, set the start date, the frequency, if and when it stops running, a due date, and select which clients.

More info here: How To: Add a Schedule


Refers to the action when you want to snooze an XBert or task and remove it from your work board for a set amount of time.


A board under your work board where you can view your snoozed XBerts or tasks.


Refers to the status of your work items. These can also be set for templates.


These appear as tickable checkboxes within a task or templates.


Each XBert has a summary of the alert. Selecting an XBert will open a detailed view with further details of the XBert.

Support Center

Our public knowledge base that comes with our articles on all things XBert. It holds collections of articles that help people understand our product. Every article is meant to answer all our customers' questions.

More articles here: XBert Support Center


The process of receiving and storing data in XBert. The usual sync time is 24-hours.


Ongoing process of receiving data in XBert.


Task Information

The information you'll see under your tasks. They can be checklists, subtasks, information under subtasks, etc.

More info here: Tasks Overview


A type of work item that you can create and can either be one-off or recurring tasks. Just like XBerts, tasks are seen on your work board and can be added with checklists or subtasks.

More info here: Tasks Overview


Templates are how you manage your recurring tasks within XBert. A Template allows you to create a set of instructions that can be set repeatedly.

More info here: Templates


Refers to the naming title of your work items.


Used in template task titles, this allows you to generate tasks with a title based on dates, providing a flexible way to manage your templates.


User Mapping

Process of mapping your XBert user account to a Xero Practice Manager account, ensuring seamless data synchronization and an improved user experience.

User Settings

Each individual users' XBert settings.

User Timezone

The timezone your individual users follow.


Refers to all individual accounts that use XBert. They can either be Connect Users or Client Users.



Refers to your and your team's saved views. You can easily toggle through different views by using this.


Work Board

Where you and your team will spend most of the working day in XBert. Will list all of your work items, processes, views, etc.

More info here: Overview: Work Board

Work Due

Type of sort view wherein it will sort by the Due Date of all work items.

Work Items

Refers to all items under your work board (e.g. tasks, xberts, etc.)

Work List

The view you see when you log into your XBert account. It lists all of your current work items depending on the view/filter/period date you have.


Stands for the sequence of tasks that are within a process.


These are your clients wherein you won't receive XBert alerts. You can allocate template tasks to these clients, create and assign tasks and track workflow.


XBert Configuration

Allows you to set the default values or set up rules for when an XBert is generated.

More info here: XBert Configuration

XBert Intelligence

XBert's AI Intelligence bot

XBert Rule/s

These are rules that can be built to control how an XBert is created according to your needs.

More info here: XBert Rules


Stands for Expert Business Alert. These are audits, alerts or risk alerts generated to alert users of irregularities within their client files.


Xero Practice Manager / Accounting Software

XPM Job Tasks

These are tasks within an XPM Job.

XPM Job Tasks Templates

These are templates for Tasks within an XPM Job.

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