AI Enabled Workflows - Automate Tasks, Visualise in Workboard & Deliver Insights

Accounting and bookkeeping teams are under pressure to do more with less time. Rework, manual processes, and disconnected workflows often stand in the way of efficiency and growth.

In the latest webinar, the XBert team shared how firms are using automated workflows, AI checks, real-time capacity insights, and smarter task planning to streamline operations and deliver higher-quality client outcomes.

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In this blog, we cover:

• The new Work Board workboard view for visual task planning
• How AI-powered workflows automate routine checks and reduce rework
• Creating data-driven tasks directly from client ledgers
• Using custom AI alerts to proactively manage clients
• Improving profitability through activity and pricing insights
• Managing team capacity and reassigning work in seconds

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You can now watch this webinar On Demand AU HERE and UK HERE, or read on for the key things you need to know.

Plan and Visualise Work with the New Work Board View

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The new Workboard allows teams to visually plan, prioritise, and track work with clarity.

“For a long time we’ve been asked about a calendar view within XBert, and finally we’re able to show you what that looks like.” - Alex Allen

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Teams can drag and drop tasks, view upcoming deadlines, and understand where bottlenecks may form. This visual clarity supports daily stand-ups, weekly planning, and progressive review across the team.

“Combining AI and your workflows can really help you revolutionise your practice.” - Will Rush

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Automate Custom Workflows and Reduce Rework

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XBert’s AI automation scans client ledgers multiple times a day to identify potential errors and risks. These data-driven workflows trigger alerts and tasks automatically, ensuring issues are resolved early and consistently.

“We’re seeing about a 30% time reduction, especially in the BAS processing or rework because teams have already cleaned up all the potential issues prior to month end.” - Soraya Brown

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For example, XBert can automatically detect if a supplier’s ABN is not registered for GST and flag the transaction before it’s filed. By automating repetitive checks, firms can focus on higher-value work instead of spending hours on manual error detection.

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Create Data-Driven Alerts That Improve Accuracy

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Firms are designing AI-powered alerts to capture the exact checks they want surfaced across clients.

“We’ve given all of our users the ability to use AI to build any checks across their clients or whole practice.” - Soraya Brown

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Teams can filter for specific job types, date ranges, or workflow states and trigger alerts based on financial thresholds or behavioural patterns.

“You can be even more specific… filtering down to exactly the set of work you want to keep an eye on.” - Carly Tang

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These tailored alerts ensure nothing slips through the cracks and give practices the flexibility to design workflows that match their processes.

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Use Activity Insights to Improve Pricing and Profitability

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With XBert’s health, activity, and transaction insights, firms gain visibility into workload trends and shifts in client behaviour.

“We now recommend reviewing fixed-fee pricing approximately every quarter in line with activity volumes.” - Soraya Brown

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Activity-based pricing becomes easier when you can see transaction counts, spikes in workload, or increases in ledger activity over time.

“We look at a 3-month average or a 12-month average of the total volume of activity going through your client’s ledger.” - Will Rush

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These insights help identify scope creep early and keep client fees aligned with actual workload.

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Manage Team Capacity in Real Time

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Knowing who is at capacity and who has room to take on more helps firms plan work more intelligently.

“It’s very easy to see who’s at capacity, who’s not, and who’s got room to take on more work.” - Alex Allen

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The Workboard and team view give managers an overview of all jobs, deadlines, and task progress.

“I can see the status of all 162 tasks assigned… and everything that’s in progress, overdue, or completed.” - Carly Tang

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This clarity supports resource allocation, improves turnaround times, and prevents work from becoming unevenly distributed.

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Deliver Better Client Insights with Health Data

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Client health indicators and ledger quality metrics are surfaced directly inside workflows, reducing guesswork and speeding up decision-making.

“These reports are really good at any point in time to see the state of your client’s ledger… and they’re great for onboarding new clients.” - Carly Tang

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Having this data automatically available inside each job saves time and strengthens advisory conversations.

“We’re integrating that data piece even more with everyday tasks so you’ve got more information at the click of a button.” - Alex Allen

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Improve Work-Life Balance

Beyond workflow efficiency, AI-enabled automation helps teams achieve a healthier balance by reducing manual work and streamlining planning.

“Most people are looking to decrease stress and find a better work-life balance.” - Soraya Brown

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By automating repetitive processes and improving transparency, teams can focus on meaningful work instead of administrative burden. Firms benefit not only from operational efficiency but also from improved staff wellbeing and retention.

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Bottom Line

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AI-enabled workflows bring automation, efficiency, and visibility into every aspect of accounting and bookkeeping operations. They eliminate rework, improve collaboration, and allow firms to manage growth with confidence.

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If your firm wants to reduce stress, reclaim time, and deliver better client outcomes, now is the time to embrace data-driven workflows.

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Want to set this up in your business?

Book a call with our team so we can show you our tools and discuss your adoption options.

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