XBert

Soraya Brown

Marsha Galicia

Sunniva Andersen

Everything about your team's work in XBert: tasks and workflow, XBerts, and tips to get the most out of it.

Workflow Foundations

Manage your team's day-to-day work: tasks, priorities, team members, time tracking, and the Task List and work boards you work from.

Work

See all your XBerts and tasks in one list, and narrow it down by process, client and date.

Overview: Task List

See your work as columns on five boards: by day, by week, by status, by person or by process. Drag work items to update them.

Overview: Work Boards

Why the Time Flow Board works the way it does, and how to use it to plan days you can actually get through.

Overview: Time Flow Board Benefits

For full visibility of work allocation across your clients.

Overview: Client Overview

View the tasks you have logged actual time to and export the data.

Overview: Actual Time

Choose which date your work items are filtered by, and the period you want to see.

How To: Use the Date Range Selector

For setting and saving your filters for quick access.

How To: Use Saved Views

Creating a Saved view that your team members can access too

How to: Create Shared Views

See and organise your work: the Task List, the work boards, Time Flow, Client Overview and Actual Time, plus filters, saved views and date ranges.

Work View

For managing tasks and workflow within XBert.

Overview: Tasks

Create a one-off task from scratch or from a template, and assign it to yourself or a team member.

How To: Create a One-Off Task

How To: Delete a Task

For editing the content of the Task or adding template fields.

How To: Edit a Task

For easy visibility of where your Task is up to.

How To: Update the Status of a Task

For setting or changing the Due Date of a task

How To: Set a Task or XBert Due Date

How To: Move an Email Task to a Different Client

For updating the status of the Task when you've finished working on it.

How To: Complete a Task

For an audit trail of everything that has been completed.

How To: See All Your Completed Tasks

For easily seeing where the items you created are up to.

How To: See All the Tasks You’ve Created

For adding Notes and Mentioning your team members.

How To: Comment on a Task

For temporarily removing an XBert off your work tasks

How To: Snooze An XBert or Task

Learn how to create a quick task and understand its limitations.

How To: Add a Quick Task

How To: Change a Task's Start Date

Use Additional Subtasks to include extra work in a task

How To: Add Additional Subtasks to a Task

Use Update Tasks to Match Roles to ensure open tasks follow the current role holder

How To: Update Tasks to Match Roles

Assign or reassign work items to a team member or a client user, either one at a time or several at once in bulk.

How To: Assign or Reassign an XBert or Task

Client Intelligence

AI Support

Task Management

For Visibility, Ordering and Actioning Priority Tasks.

Overview: Priority Board

How To: Prioritise a Task

For Visibility and Management of your team's priorities.

Managing Your Team's Priorities

For actioning the items on your Priority Board.

How To: Action Priority Tasks

For moving prioritised work from Priority to a normal task.

How To: Deprioritise a Priority Task

Priority Board

Invite your staff to XBert, choose what they can see, and send their invitation.

How To: Invite Team Members

How To: Remove Team Members

See how much work each team member has in each process, what's overdue or completed, how full their capacity is, and export it to Excel.

Using Team Overview to See Work Allocation Across Your Team

For seeing what tasks are assigned to your team members.

Seeing What's Assigned to a Team Member

For permissions and restrictions available within XBert.

About: User Permissions - what will my team see?

Choose which clients each team member can see and work on in XBert, and how Xero access fits in.

Invited Users' Client Access Permissions

Users can now customise their roles according to their requirements.

How To: Add Custom Roles

To monitor your team's and clients' activity on XBert.

Monitoring User Login Activity

For easy assignment and management of your tasks and workflow

How To: Assign Roles

Aaron Wittman

Managing Team Members

Turn on Actual Time to record your team's time, choose how start and end times go to XPM, and turn on Capacity.

How To: Activate the Actual Time & Capacity Feature

Flag how long tasks should take and track how much work time each user has allocated.

How To: Use Estimated Time

Benefits of Using Actual Time and Estimated Time in XBert

Actual Time Report

How to View Actual Time Recorded (Billable Hours Per Client)

Viewing Actual Time Recorded (Billable Hours Per Client)

For easily viewing changes in your clients' files in Xero

Tracking Activity in Your Xero Client Files

Record time on a task or XBert from the task itself or the timer, set it as billable or non-billable, and what to do when a task, internal time task…

How To: Commit Actual Time on a Task or XBert

For setting up a view to easily review your previous time entries.

How To: View Previous Time Entries

Capacity Drill In

Time Tracking

For notifications within Xero and for making tasks from websites.

How To: Use the XBert Browser Extension

Update the due date, assignee, status or priority on many work items at once, and where else bulk actions are available.

Overview: Bulk Actions

For easily forwarding in emails to become tasks or notes.

How To: Email in a Task or a Note

For adding additional Statuses and auto-assigning to roles

How To: Add Your Custom Statuses

For adding additional information to email tasks.

How To: Update an Email Task

For adding email threads to XBerts or tasks.

How To: Link an Email to an XBert or Task

For a summary within XBert of all your activity and alerts

How To: View XBert Activity

Other Workflow Features

How XBert uses the New Zealand Business Number (NZBN) register, the New-Zealand-specific XBerts, and how they sit alongside XBert's global checks.

XBert for New Zealand: the NZBN register & NZ-specific XBerts

How XBert finds a business's ABN, VAT or GST number, checks it against the official register, and what it raises when something looks wrong.

Overview: Business Registration Number and GST/VAT XBerts

So your team can focus on new and existing XBerts each month.

How To: See What XBerts are Due This Month

To help you understand and resolve XBert alerts.

Overview: XBerts

For exploring and resolving the issue that have been found.

How To: Resolve an XBert

What is Auto Resolve and how do I use the Auto-Resolve function?

Auto-Resolve

Allowing users to manually resolve XBerts if we are not able to auto-resolve this issue due to restrictions that don't let us achieve this.

Overview: Resolve

For updating the status of the XBert when you've finished working on it.

How To: Complete an XBert

For easy visibility of where your XBert is up to.

How To: Update the Status of an XBert

For moving an XBert on the Work board to another Process.

How To: Move an XBert to Another Process

View completed XBerts to see an audit trail of everything that has been completed

How to: See Completed XBerts

How To: Edit the Due Date of an XBert

For connecting Xero, MYOB and QuickBooks files to XBert for auditing.

Sync Your Accounting Software Files

Let XBert's AI data quality feature find issues and help you resolve them

Expert Business Alerts (XBerts)

Making Rules to maximise your email task efficiency on Microsoft Outlook.

Using Microsoft Outlook to Send Emails into XBert as Tasks Automatically

How do outages in Xero or Xero Practice Manager (XPM) impact time entries in XBert, and what are the workarounds?

Easily export work items from your work list or work board.

Export Work Items

Managing WIP for Fixed Fee Jobs Invoiced via Xero

Work Best Practices

Set up Note Topics and Note Link Tags, create a client note, and link it to a template so it appears on the client's tasks.

Overview: Client Notes

Find a client note by topic, client or search, favourite it, edit it, or delete it.

How To: Find, Edit and Delete Client Notes

A guide to tracking changes and restoring previous versions using Notes Version History

Notes Version - History and Restore

For tags that link your notes to your tasks.

How To: Add Note Link Tags

Store important client information and files.

Notes

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A quick lap of the product so you know where everything lives.

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This prototype demo is aware that you are reading “{title}”. It can point you back to the current article, but a production article-aware Fin contract is still follow-up work.

Prototype article-aware answer

Because you already asked about invitations, this prototype demo can add the follow-up: use the role selector before sending each invite to limit access to the teammate responsibilities.

Prototype role-limiting follow-up

This prototype demo suggests starting with your workspace profile, inviting the team members who need access, and then connecting the integrations you use.

Prototype getting-started answer

In this prototype demo, integrations are configured from workspace settings. Choose the integration, connect the account, and review the enabled permissions.

Prototype integrations answer

In this prototype demo, invite teammates from workspace settings, then choose the access each teammate needs before sending the invitation.

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This prototype demo does not have a scripted answer for that question yet. Try asking how to invite your team or open a source article. No production Fin API was called.

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