This guide is for those looking to set up a MULTI-BUSINESS CONNECT account. To set up a single business on XBert, please read our guide, Time to take the first step!
XBert CONNECT allows you to efficiently manage as many business organisations as you need - all from the one dashboard!
CONNECT is XBert at scale and is perfect for bookkeepers, accountants, advisors, franchisors or multiple business owners who want to stay a step ahead in business. With CONNECT, you, your team, and your clients enjoy all the benefits of automation and AI-powered business alerts and process management.
In your CONNECT portal, at a glance, you'll know if your clients' finances, or your own linked businesses, are on track with the up-to-date visibility you always wanted.
Improve productivity and manage workflow easily with the customisable, AI-powered Process Dashboard and full access to XBert's many task management tools. Enhance collaboration with your team and clients, ensure data integrity and more accurate reporting, reduce the time spent on manual checks and wasteful tasks, and save money for your clients.
SIGN UP AND LINK BUSINESS ORGANISATIONS
There is no limit to the number of organisations you can add to your XBert CONNECT account. It only takes a few minutes to sign up and load your first business organisation. You will have to grant XBert access to the cloud accounting software for each organisation that you load*.
*PLEASE NOTE: Currently, XBert integrates with Xero only (MYOB and Quickbooks are coming soon).
Once your accounting data has synced and XBert completes the analysis, you'll know what risks have been found for that organisation and how to resolve them.
LET'S GET STARTED!
TIP - You can also sign up using your Xero account or social connector login credentials.
Step 2. On the next screen, select CREATE MULTI CONNECT PORTAL.
Step 3. Enter the details for your CONNECT account with the managing business, commonly this is your bookkeeping, accounting, or consultancy firm, or a parent company. Select your role within this managing business and let us know which country your business is registered in.
LOAD YOUR ORGANISATIONS AND MANAGE WORKFLOW
Step 4. As a CONNECT account partner, when your clients or team log into XBert, they will be welcomed with your business name and logo. You can upload your business logo at this time, or skip this for now. When you are ready, go to the Settings tab on the panel menu on the top right of the portal, then CONNECT Settings to upload your logo.
Step 5. Add your client organisations to your CONNECT account.
You'll be prompted to sync your cloud accounting software.* Then click on the GRANT ACCESS button, which will take you to your software provider's site to allow XBert the authority to read and analyse your data.
*PLEASE NOTE: At the moment XBert integrates with Xero, but MYOB, QuickBooks and other accounting software integrations are coming soon. If you don't use Xero or use Xero and other software together, you can still add organisations to XBert and include them in your process workflows so you never miss a deadline! For now, you won't receive XBert alerts, but we'll let you when our MYOB, QuickBooks and other software data integrations are ready.
Step 6. Select the organisations that you want to integrate with XBert and select Allow access.
XBert is now connected and will start analysing your associated cloud accounting data, securely storing it on our encrypted database.
XBert syncs every hour but only reads your data and can't make any changes. After completing the analysis, you'll know how much money is at risk for each organisation, what those risks are and how to resolve them.
The organisations will appear on your CONNECT Organisations and Process Status dashboards.
Step 7. Explore your Organisations dashboard.
On your Organisations dashboard, you'll see the critical information for each linked organisation.
From here, you can monitor the number of XBert risk alerts (XBerts) and potential risk amount for each client, assign team members based on their role and quickly access the client's or linked organisation's settings; Client Console with the XBERTS & TASKS dashboard, snapshots, charts and activity feeds; and XBert Review.
For each client, XBert Review shows the total incoming and outgoing cash monitored by XBert, the total potential risk amount detected with a breakdown of risk types and the amount of actual savings by totalling the XBerts you have resolved. You can also calculate the amount of time saved.
To learn more, please read, Monitoring and managing client risk using your XBert CONNECT Organisations dashboard.
Step 8. Use the Process Status dashboard and each client's XBERTS & TASKS dashboards to prioritise and monitor workflow.
XBerts, Template Tasks and other tasks form part of your Processes. In XBert CONNECT allocate your common workflows to Processes, e.g. Sales, Purchases, Compliance, Banking etc. There are pre-loaded Processes that you can use, or you can customise these or create your own.
The Process Status dashboard enables you to manage and prioritise your workflow and team workload easily. To learn more, please read Setting up processes and automating XBert mapping in XBert CONNECT.
Step 9. XBert is all about collaboration, so invite your colleagues to your CONNECT team. There is no limit to the number of team members you can invite.
Use the CONNECT Users tab on the panel menu to add your CONNECT team.
Fill in their details and decide whether they should have Unrestricted Permissions where they see all linked organisations or Client Consoles, XBerts (risk alerts), Tasks, Snapshots and Charts; or match their Xero permissions so they see only those organisations and associated items (XBerts and Tasks). All XBerts are resolved in Xero, so if Unrestricted, they see items for all linked organisations, however, they can only resolve XBerts for organisations corresponding to their Xero access.
When completed, select ADD USER.
PLEASE NOTE: To collaborate with clients or external teams, you should invite them to the relevant organisation(s) only. They can view snapshots, charts and tasks for that organisation only. Please read, Invite or add users to your XBert team. You can also choose whether clients and external teams see everything or only the relevant XBerts and Tasks requiring action by them. That way, they can view and work across XBert alerts and tasks assigned to them or tasks they create. They won't see XBerts you want to manage and resolve internally, e.g. potential duplicate contacts and account coding discrepancies. This ensures everything is kept clear and uncluttered for your clients. To learn more about inviting clients, refer to our guide, How do I hide XBerts and tasks from clients they don't need to manage?
Step 10. Next, decide whether they should be administrators to your account. Administrators can edit CONNECT Settings such as updating subscription details and User permissions.
The default setting (green ADMIN) is to allow administrator permissions. Select this to remove administrator permissions and give the team member user permissions only.
When completed, you will see the below confirmation message. Each user invited will be sent an email explaining that they have been invited and instructions on how to join. For security reasons, if the user hasn't accepted the invite within seven days, you will need to invite them again.
XBert is now connected and will start analysing your associated cloud accounting data, securely storing it on our encrypted database. XBert syncs every hour but only reads your data and can't make any changes.
You are now on your way to detecting anomalies, patterns, and potential bookkeeping errors, seeing up-to-date business snapshots, resolving risk, saving time and saving money!
Contact us if you need any help by submitting a request, or use the Help box found at the bottom of the page.
WHAT DOES THIS INTEGRATION DO?
How do you do this?
Once integrated, XBert is authorised for read-only access, i.e. the syncing is one-way. We read the records such as Bank Transactions, Contacts, and Invoices that XBert can analyse to best help you detect errors, anomalies, and business patterns. We never update any of your accounting data and securely store only the information we need to provide you with the relevant XBerts. Use the deep links to the relevant entry in your accounting software to easily and quickly resolve the risks that XBert detects.