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).
There is no additional fee for CONNECT, you pay per organisation on a tiered pricing structure. 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.
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. 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.
Fill in their details and decide whether they should have Unrestricted Permissions where they see all linked organisations, 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.
If you prefer, you can skip this for now, and when you are ready, use the CONNECT Users tab on the panel menu to add your CONNECT team.
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 6. Next, decide whether they should be administrators to your account. Administrators can edit CONNECT Settings such as updating payment 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.
LOAD YOUR ORGANISATIONS AND MANAGE WORKFLOW
Step 6. Add your first business organisation to your CONNECT account. You'll need to confirm your role in relation to the organisation, and also indicate who will pay for the organisation's subscription. Billing will not start until after the free trial ends.
There are two options, either you will manage the organisation's subscription and enter the payment details, or somebody else, e.g. a client will pay.
Step 7. 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.
*Currently, XBert integrates with Xero and has been added to the Xero App Marketplace as an approved Add-On Partner. MYOB and Quickbooks integrations are coming soon.
Step 8. Select the organisation, if you have multiple, that you want to integrate with XBert and click the 'Allow access' button.
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. Within minutes, XBert will have completed the analysis and you'll know how much money is at risk for that organisation, what those risks are and how to resolve them.
That organisation will appear on your CONNECT Organisations and Process Status dashboards.
Step 9. Go to the Add Organisation tab on the panel menu to add subsequent organisations to your CONNECT account. These organisations will appear on your dashboards once XBert begins syncing the accounting data.
Step 10. Use the Process Status and organisation's XBERTS & TASKS dashboards to prioritise and monitor workflow.
XBerts and tasks use process tags, allowing greater control over how you work and more customisation. Use tagging to group your XBerts and tasks, e.g. GST or Urgent. The PROCESS STATUS dashboard gives you a better way to manage and prioritise your workflow. To learn more, please read CONNECT's Process Status dashboard and tagging.
Enable Search and Filter to view ALL items, just XBERTS or just TASKS and prioritise your work.
On the TASKS dashboard, use + NEW TASK to create CONNECT-only tasks and Template Tasks that you can allocate to all linked organisations or selective organisations only. To do this, select TASKS from the top navigation menu in your CONNECT portal.
On your Organisations dashboard, you'll see the critical information for each linked organisation. Prioritise and manage workflow by searching and ordering organisations or using the filters. Use the drop-down menu to search or switch between any of your XBert organisations.
Assign a CONNECT team member to an organisation to manage, and you can set a due date, add process tags, e.g. Urgent, and make comments.
On an organisation's tile, selecting CLIENT DETAILS shows the XBert Review with risks and savings breakdowns. Select OPEN XBERT to view the organisation’s Snapshots, XBerts, Tasks and Charts.
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.