Welcome to XBert!
We're excited to help you streamline your accounting processes and enhance your firm's efficiency. XBert offers a range of powerful features designed to provide you with valuable insights and simplify your workflow.
By following these simple steps, you'll be able to make the most out of your XBert experience and ensure that your firm operates smoothly and effectively.
Let's get started!
Step 1 - Connect your Client Files
XBert connects to Xero, MYOB, QuickBooks and FreeAgent. Once a file is connected it syncs automatically, and our AI checks it for errors and risks.
👉 How To: Add Client Files - connect them one at a time
👉 Bulk Import Clients - connect many at once
👉 Overview: How XBert Syncs Your Client Data - how often files refresh, and how to sync one on demand
Add as many as you can. The more files XBert can see, the more useful your practice-wide reporting becomes.
Step 2 - Set your clients up with the Client Wizard
The wizard is the fastest way to get a client working properly. It opens automatically after you add a client, and walks you through assigning roles, adding the client to schedules, and organising them into groups — in one flow, so nothing gets missed.
You can also run it any time from Clients → Insights, using the Actions menu (the zig-zag icon) in the top right.
Step 3 - Invite your team
XBert works best when your whole team is in it - work can be assigned, and everyone sees what's theirs.
👉 Overview: Roles and How To: Assign Roles - who does what, on which client
Step 4 - Make XBert match how you work
Rename roles, processes and statuses to your practice's own language, so the app reads the way your team already talks.
Roles are the named positions on each client - Partner, Manager, Bookkeeper - that you assign a team member to. Work is allocated by role rather than by person, so tasks and XBerts land with whoever holds that role on that client. There are two kinds: Organisation Roles for your team, and Client Roles for your client's own users.
Processes are the folders you group work into - Payroll, BAS, Month End - and they're the main menu you and your team navigate by in the work view. Both tasks and XBerts sit under a process, so all your payroll work is in one place. You can also mark a process billable or non-billable, which sets the default for time recorded against it. Set them up under Settings → Workflow → Processes.
Statuses track where a piece of work is up to, and you sort and filter by them. They sit in three fixed categories - To-Do, In Progress and Completed - and you can add your own inside each one, give it a colour, and set it as the category default. You can also give a status an Auto Assign role, so moving a task to that status hands it to whoever holds that role on the client. Set them up under Settings → Workflow → Statuses.
💡 Rename rather than delete.
Renaming a process keeps every XBert already mapped to it; deleting and re-adding means remapping them all by hand.
Step 5 - Review data quality in Client Insights
Clients → Insights is your practice at a glance: a data-quality score for each client, open XBert risk alerts and the dollar value at risk, whether activity is trending up or down, and how many transactions are unreconciled. Every figure links through to the report behind it.
Connected clients sit at the top of the list - so the clients you're actively monitoring are always the ones you see first.
Step 6 - Clear your first XBerts
XBerts are the risks and errors our AI finds in your clients' files. Each one explains what it found and what to do about it.
👉 Overview: XBerts - what they are and where they appear
👉 How To: Resolve an XBert - working through one
👉 Auto-Resolve - where it's supported, you can fix the issue in the ledger by clicking the Auto-Resolve button, rather than switching to your accounting software
Step 7 - Automate your recurring work
Templates and schedules create your recurring tasks automatically - BAS, month-end, payroll - assigned to the right person, on the right client, on time.
👉 Load Up Standard Templates - the quickest start, using XBert's ready-made templates
Once you're up and running
Overview: XBert Intelligence - XI, XBert's AI layer
How to: Create a Custom XBert - build checks specific to your practice
Overview: The Client Console - give clients their own view
Analytics - practice-wide reporting
Understanding Your Notification Preferences - control what XBert tells you about
Your checklist
[✓] I have connected my Client Files.
[✓] Clients set up through the Client Wizard
[✓] Team invited and roles assigned
[✓] Roles, processes and statuses renamed to suit your practice
[✓] Data quality reviewed in Client Insights
[✓] First XBerts resolved
[✓] Templates and schedules running
New to the terminology? Check out ➡ XBert Glossary of Terms