How to Use AI to Reduce Risk, Save Time, and Improve Client Conversations

Still relying on manual checklists or spreadsheets to manage your workflow?

As the bookkeeping and accounting industry evolves, AI and automation are no longer optional, they’re essential for staying competitive.

In our latest webinar, Leveraging AI to Remain Competitive, we shared five key ways firms are using XBert to save time, reduce errors, and improve their service delivery.

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5 ways to Leverage AI to Remain Competitive

Here are the key takeaways to help you modernise your practice right now:

Use real-time alerts to protect against costly data errors
Build your own custom alerts to shift from reactive to proactive
Automate recurring tasks and replace manual checklists
Track capacity in real time to improve resourcing and pricing decisions
Generate instant client reports to elevate your value

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

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Use real-time alerts to protect against costly data errors

AI-powered checks run throughout the day to catch issues early, before they turn into bigger problems. XBert's 80+ algorithms scan ledgers for unreconciled transactions, incorrect GST, duplicate invoices, and more.

“Imagine being a client’s shoulder before they pay a bill that includes GST for a supplier who’s not registered.” – Soraya Brown

Example: XBert detects a supplier GST mismatch and flags it before the bill is paid. You resolve it instantly and prevent an error that would have gone unnoticed for weeks.

Karren, one of our attendees, shared, “I celebrate when a client file is over 90%.” Denise added, “It is so good having these tools to know where you are managing the risk.”

These real-time checks aren’t just about finding problems, they give you and your clients confidence in the numbers.

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Build custom alerts to shift from reactive to proactive

You can create natural-language alerts WITHOUT coding using XBert’s Custom Experts. These alerts help you detect patterns, like rising expenses, transaction spikes, or client-specific goals, so you can offer tailored advice.

“You can personalise alerts with what your client actually wants to achieve.” – Soraya Brown

Example: You create an alert that notifies you when a client surpasses 500 transactions. XBert automatically prompts a pricing review task, so you can adjust scope and fees before margin erosion happens.

“Today I encourage my team to be more proactive in XBert, and change old habits.” continued Karren. These kinds of custom alerts give your team a smarter way to stay ahead of client needs and deliver value with every interaction.

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Automate recurring tasks and replace manual checklists

Forget monthly spreadsheets and reminders. XBert turns alerts into assigned tasks with subtasks, due dates, and time estimates, keeping your team consistent and accountable.

“Once this is built, you don’t really have to touch it again.” – Soraya Brown

Example: You template your monthly BAS checklist as a recurring task with instructions and expected time. XBert rolls it out every month to the right team member, saving hours in admin.

Sarah, in the chat shared her experience “I've been using XBert for about 7 months now for Workflow Management only,I need to stop being scared of AI and turn the XBerts on!” Once these systems are in place, they can save hours of manual work and help teams build confidence in automation.

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Track capacity in real time to improve pricing and planning

With the Team Overview dashboard and built-in time tracking, you can monitor real-time capacity, compare estimated vs actual hours, and reallocate work quickly.

“We built intelligence reports to help you understand why time was exceeded and how to respond.” – Soraya Brown

Example: A payroll task took 3 extra hours this month. XBert reveals the cause: onboarding 7 new staff. Now you can reprice, adjust the proposal, or better forecast next quarter’s workload.

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Generate instant client reports to elevate your value

AI-generated reports compile ledger, task, and performance data into branded summaries you can use for onboarding, monthly reviews, or strategic check-ins.

“What used to take five hours can now be done in under two minutes.” – Soraya Brown

Example: You run a health check for a new prospect. XBert shows 591 flagged issues across their files, including $300K in potential risk. You use the report to set clear expectations and price accordingly.

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Coming soon: Receipt capture and auto bank rec

XBert is rolling out tools to capture receipts, auto-check GST against the ABR, and flag unreconciled transactions. This is expected to save 10–15 hours per client per month.

“Manual reconciliations are costing firms time and introducing risk, this will change that.” – Soraya Brown

Example: XBert prompts your client for missing receipts before month-end, speeding up your reconciliation process and improving the quality of your data instantly.

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If you’re not adopting AI while others in the industry are, you risk falling behind

As more firms streamline workflows, deliver faster insights, and scale client value using automation, those relying on manual processes will find it harder to compete on price, service quality, and speed. The gap is widening, not just in efficiency, but in what clients now expect.

Integrating AI to your practice through XBert gives you practical tools to improve file quality, manage workflow, and deliver greater value to your clients. And it takes less time than you would think.

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