If you have just made changes in your accounting system and are wondering why your XBert reports have not updated yet, you are in the right place. Here is a simple explanation of how it all works.
How reports get their data
Before a report can show you the latest figures, two separate things need to happen, one after the other:
XBert collects the latest data from your accounting system
XBert automatically connects to your accounting system (such as Xero, MYOB, or QuickBooks) in the background and pulls through any changes.
You do not need to do anything to kick this off - it happens on its own.
Each report updates itself using that new data
Once the fresh data has been collected, each report then goes through its own update process. This also happens automatically, in the background, without any action from you.
Because these two steps happen separately, there will always be a gap between when you make a change in your accounting system and when you see that change reflected in a report. This is completely normal.
Where to See the Last Sync Time
To see the last sync time for each client, navigate to the Client Summary Metrics or Banking Summary Metrics report.
In these reports, the Last Sync time represents the most recent sync of the client, covering all parts of the sync process, including:
Fetching the latest data from Xero, MYOB, or QuickBooks.
Creating and updating XBerts based on the most recent data.
Creating and updating reporting data relevant to the client's activities.
Custom/XI XBert creation and updates, which are also included in this sync process.
Note: XBert alerts may display more up-to-date data than what you see in reports, particularly in the period immediately following a sync.
Is there a button I can press to refresh things faster?
Yes - you can now trigger a manual sync for any client from Clients > Sync. A manual sync collects the latest data from the client's accounting system straight away and re-runs XBert's checks; each report then refreshes from that new data in the background as usual.
Your practice shares a daily manual sync allowance - two syncs per client per day, pooled across your team. Accounting providers such as Xero, MYOB and QuickBooks limit how many times each file can be synced per day, and the allowance keeps your files safely inside those limits so they are never locked out of syncing. See How To: Manually Sync a Client.
If it is not urgent, you do not need to do anything - syncing and report updates also run automatically in the background, and the report will update on its own.
My report still looks out of date - what should I do?
If a report does not look quite right, the best thing to do is come back and check it again later. Both steps - collecting the data and refreshing the report - need time to complete, and they do not always finish at the same time.
If you have waited a reasonable amount of time and the report still seems incorrect, feel free to reach out to our support team and we will take a look.
A quick summary
Reports update automatically - no action is needed from you.
Two things must happen in order: data is collected from your accounting system, then each report refreshes itself.
There is always a natural delay between making a change and seeing it in a report.
Need it sooner? Trigger a manual sync from Clients > Sync - your practice shares a daily allowance of manual syncs.
If a report looks out of date, check back later. It will update on its own.
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, or email us at support@xbert.io