How Technology is Helping BAS Agents Develop QMS Solutions and Solve Quality Management Challenges
Practical tools to manage risk, protect client data, and deliver consistent service.
Managing a compliant Quality Management System (QMS) is now a must-have for BAS agents under TPB regulations, but knowing how to meet these standards without adding hours of admin work can feel overwhelming.
Under the TPB’s QMS requirements, BAS agents must:
- Detect and manage errors before they impact lodgements
- Maintain consistent quality across all client files
- Show evidence of internal review processes and controls
- Ensure operational resilience, even during capacity strain
- Have a documented, traceable audit trail for compliance
So how can technology make this task easier?
XBert provides BAS agents with structured, automated systems that run multiple times a day, helping you detect risks, errors, and track capacity and workload.
"You're not going to be relying on someone to remember to do the checks because XBert's going to be doing it and flagging the risks..." - Cassandra Scott
It’s easy to implement, automate and sustain with minimal disruption to daily work, and once connected, XBert immediately begins alerting you to quality issues and capacity insights, giving firms quality control visibility without adding workload.
1. Automated Daily Checks
XBert runs automated “XBerts” (audit checks) across connected client files, identifying issues like invalid ABNs, duplicate invoices, incorrect GST codes, and missed entries.
"It's picking up things like your duplicate invoices, your incorrect GST codes... those issues that will slip past careful review." - Cassandra Scott
Example: A practice connects a new client file to XBert and within hours receives alerts about duplicate supplier invoices and GST coding errors. The issues are fixed before the next lodgement, avoiding potential compliance breaches.
2. Systemised, Defendable Reviews
Each alert can be converted into a task with owner, due date, notes, and resolution, creating a repeatable, auditable process aligned with QMS standards.
"They become systemised, repeatable, and defendable..." - Cassandra Scott
Example: A duplicate payment alert in XBert is assigned to a junior bookkeeper with clear resolution steps. Once fixed, the resolution note and timestamp stay in the audit trail, ready for review if needed.
3. Capacity Visibility
XBert helps allocate work fairly and manage workload peaks, which supports the TPB’s requirement for operational continuity and caretaker provisions.
"You've got the audit trail, you've got your workflows, you've got task accountability, and it's all in one place." - Cassandra Scott
Example: XBert’s capacity dashboard shows one staff member is over capacity by four days while another has availability. The manager reallocates work immediately, preventing late lodgements and reducing stress for the overloaded team member.
Standardising File Reviews and Workflows
Inconsistent review processes create compliance risks and inefficiencies, especially with larger teams.
"File reviews aren’t just best effort. They become systemised, repeatable, and defendable." - Cassandra Scott
Example: Every XBert alert becomes a task with a clear owner and due date. This ensures every file is reviewed to the same standard, reducing errors and making it easier for any team member to step in when needed.
Using Capacity Data to Manage Workloads
Unbalanced workloads increase the risk of missed lodgements and reduce service quality.
"You're not just reacting to the next fire. You're making choices based on the data." - Cassandra Scott
Example: By sorting XBert alerts by deadline and workload, a BAS agent can prioritise high-risk, time-sensitive tasks and delegate them to the right team members. This proactive approach helps maintain quality and prevent burnout.
Automating file checks, systemising reviews, using real-time capacity data and creating an auditable workflow are all critical to delivering compliant, high-quality BAS services.
With XBert, you can implement these QMS processes quickly, automate the checks that matter most and maintain visibility across your entire practice without adding extra workload.
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