Easily manage workflow remotely with XBert CONNECT's AI, Process Board and Service Template Tasks

by XBert Team ~ 5 min read

Use XBert CONNECT's Template Tasks, Service Breakdown and Quick Views to easily keep track of your bookkeeping and accounting clients, your team workflow and your service offerings. We've got pain-free automated process management covered.

XBert CONNECT is for bookkeepers, accountants, advisors, franchise and business owners. It’s all the benefits of XBert, scaled for those who need to monitor and manage multiple businesses efficiently from one place. Load as many Xero files and invite as many people to your XBert CONNECT account as you want, including your advisory clients.

XBert CONNECT’s Template Tasks have had an exciting upgrade. Template Tasks standardise your processes and ensure consistency of your service offerings across your clients. We also have new features - your Service Breakdown and Quick Views - so you can focus where it's needed and do more of what you do best.

For more detail about these features and how to use them, please read our support guide article.

Taking Template Tasks to the next level

XBert's AI-powered automation and risk alerts create efficiencies, give you oversight of your process workflows and perform hourly health checks of Xero files leaving you free to work on other things or income generating activities.

For the best productivity and to make things easy, automate manual checks and use AI to audit your data and your work, or the work of your internal team or outsourced resources. Automation and AI enable you to effectively manage the completion of processes and services and will save you hours, reduce issues associated with human error, anomalies and risks, and give you more accurate data for better advice and decision-making.

The time you save increases your profit margin and can go towards providing more advisory services, growing your business, career development or more time with family and friends.

It’s important to standardise your internal business processes in terms of organisation, terminology and workflow. This standardised process, or relevant parts of that process, can then be implemented across your clients to ensure a consistency of service. You can track and monitor the status of your clients plus manage workflow using your CONNECT Process Status dashboard and new Service Breakdown.

There are many advantages to adopting a standardised approach. You have a clear and defined service offering, reduce complexity for your team and clients, utilise automated checks and audits to reduce errors and wasteful jobs, have better workflow management and visibility, and have a solid foundation on which to deal with any changes or disruption.

In XBert CONNECT, your different services can be turned into a Template Task with subtasks for the many jobs that form the overall process. Template Tasks can include checklists, requests from clients and agreed communications, client and staff onboarding etc.

For instance, you may offer services like Payroll, Superannuation, Accounts Receivable and Payable, Business Activity Statement (BAS) lodgement, Taxable Payment Annual Reporting (TPAR), EOFY preparation, bookkeeping clean-ups or bookkeeping catch-ups if a business is behind on their compliance obligations. The frequency of services often varies depending on the client. With Template Tasks, you can manage your processes and set them to recur weekly, monthly, quarterly or as required.

Using Template Tasks

To create a Template Task, or parent task, go to TASKS from the CONNECT navigation menu and choose + NEW TASK

  • Give the Template Task a title and choose to Create Task as a Template.
  • Decide which clients or linked organisations you want to assign the task to or choose, Select all clients. Once completed, a task, or child task, will appear in each selected organisation.
  • Add a description and any subtasks, assign the Template Task to a CONNECT team member and allocate process tags that relate to the service offering.
  • Choose a start date for the task, set it to recur if needed and choose an end date or how many times the task should repeat.
  • Set the due date for completion then save the Template Task and it will appear in all assigned organisations’ XBERTS & TASKS board.

Quick Views so you can plan your day

When you log into XBert CONNECT and first select Process Status from the navigation menu, you'll see a welcome message. This has Quick Views of items assigned to you at the top showing the total number of items, due today and due this week. Quick Views act like a filter, select one and you're taken to the Process Status dashboard with your assigned items filtered according to the Quick View chosen.

Alternatively, you can use the different filters to find what you're looking for, e.g. you can filter by Organisation Manager which displays all items for the linked organisations a particular CONNECT team member is assigned to manage.

You can decide what to focus on and plan your workday.

XBert Blog InPost Images ProcessStatus Welcome Plan

Your Service Breakdown Feature

We've introduced a Service Breakdown to CONNECT's Process Status dashboard that makes it even easier to track and prioritise workflow.

Your service packages are crucial and are unique to your client base and practice. We've made our existing process tags indicative of the type of services you offer so you can monitor your clients and know what stage each service is at.

You can customise the process tagging for XBerts (risk alerts) and tasks. Create your own process tags and edit the default set. Allocate one or more process tags for items that relate to a service. You can automatically allocate process tags to new XBerts or manually add them to tasks and XBerts as they're reviewed. To display on the Process Status dashboard and Service Breakdown, items must have tags allocated.

The Process Status dashboard has a column for overdue items. Hover over any number within a column for details of those items, clicking takes you to the organisation's XBERTS & TASKS dashboard so you can action and resolve those items.

XBert Blog InPost Images ProcessStatus Services

Using the Service Breakdown

On the right of your Process Status dashboard, you'll see your Services drop-down.

Select the service to manage any outstanding items and monitor the service status across all organisations.

The Service Breakdown has columns for:

  • Total items outstanding - XBerts and Tasks for that service that are outstanding.
  • Overdue & Due next 7 days
  • Each CONNECT team member - helping you to monitor and distribute the workload
  • Client Assigned - items assigned to a client to action or resolve
  • Not Assigned - nobody is assigned to these items

To further filter the items, choose to see ALL items, only XBERTS or only TASKS and use the Date Range filter.

Select All Services from the drop-down to return to the total client overview of your Process Status dashboard. To remove any filter or revert to the default view, deselect the highlighted filter or Quick View.

XBert Blog InPost Images ProcessStatus BAS ServiceBreakdown

Peace of mind and efficiently managing processes and business risk

Our Template Tasks, Service Breakdown and Quick Views are just some of the many process and workflow management features available in XBert CONNECT.

With sophisticated algorithms, AI and machine learning, XBert analyses your Xero data hourly detecting patterns, anomalies and potential errors that are financial risks to businesses.

XBert helps reduce mistakes; ensures data integrity; improves compliance; fosters better collaboration between business owners, finance teams, bookkeepers and accountants; streamlines workflow; and saves time and money.

Step Ahead Partner Program – Discounted during these challenging times

We're currently offering bookkeepers, accountants and advisors a discount on our tailored onboarding program for XBert CONNECT. The Step Ahead Partner Program is a high engagement model where we implement XBert specifically for your practice and client base. We work with you to set up process management flows and have catch-ups to ensure you're getting the efficiencies you need and meeting your goals. It could be invaluable for your practice as you face unprecedented challenges and disruption.

To request more information, please email us at partnerprogram@xbert.io and tell us a little about your practice, team and clients.

If you're serious about business success, sync your accounting data with XBert. In minutes, you'll discover the amount of money at risk and how to prevent losing it.

Book a demo or start your FREE trial now!

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