CloudMind Accounts was founded three years ago by Renae Petersen. Renae’s focus was to do things differently. She started her business with the guidance of a business coach, building client packages rather than hourly billing, and has since been developing internal systems to scale with efficiency and deliver consistent quality.
With a solid base of regular bookkeeping clients, plus a range of consulting and migration clients, CloudMind Accounts focuses on streamlined, technology-driven services. Renae’s niche includes managing large migrations and creating efficient systems, particularly in complex environments like parish organisations with multiple bank accounts.
CloudMind Accounts decided to adopt XBert to create visibility across workflows, build custom checklists, manage data quality, and improve oversight as the practice grew. For Renae, XBert offered the systems needed to transition from a one-person operation to a scalable business with staff and complex client needs.
In this study we sat down with Renae who uses XBert daily in her organisation.
“Before XBert, the idea of managing 100 clients felt out of reach. Now, I know I’ve got the systems in place to scale confidently when the time comes, without compromising on quality.”
“XBert has allowed me to systemise my business, scale confidently, and provide clients with a level of quality and oversight that would not be possible manually.”
Before XBert, Renae ran her bookkeeping practice on her own, managing everything manually and on autopilot. When she hired her first staff member, she realised she needed visibility into workflows and a system to ensure quality as her client base grew.
“Getting it out of my head was the big thing. I was doing everything myself, but once I brought in staff, I needed systems in place so I could confidently hand work over.”
Renae’s clients include parishes with up to 20 different bank accounts, no direct feeds, and complex approvals processes. Without XBert, she had to track reconciliations and account checks manually, risking missed accounts and incomplete reporting.
“If you miss out on a whole bank account, that could be $20,000 missing off the P&L. XBert is like a second person checking everything.”
The introduction of new Quality Management System (QMS) requirements for bookkeepers created pressure to systemise and document processes. Many in the industry relied on Word and Excel checklists, but Renae wanted a scalable, automated system that would ensure compliance and quality across all clients.
In 2023, CloudMind Accounts implemented XBert to overcome these challenges. The practice adopted XBert’s AI-powered alerts, workflows, and custom checklist tools, allowing Renae to streamline operations, safeguard data quality, and prepare for compliance requirements.
“I’m saving money in wages because XBert is doing the checks. I don’t have to hire extra staff just to double-check everything.”
XBert’s workflows and checklists allowed Renae to track staff progress, create clarity around client tasks, and confidently hand over work. This gave her the confidence to scale her team and clients without losing control.
“I can see where my staff member is up to without having to email or ask questions.”
XBert’s alerts for ABN validity, GST registration changes, missing accounts, and unlocked periods provide a safety net that manual checks cannot match. This has been especially valuable for clients with many accounts and no direct bank feeds.
“XBert’s AI catches things I’d never spot manually. It lifts the quality of the data beyond what you'd get without AI.”
Using XBert’s checklist builder, Renae translated her compliance processes into a live, trackable system. This positioned her practice ahead of others in meeting new industry requirements and created confidence in her client service delivery.
“I know everything has been done if the checklists have been followed. It’s put me on the front foot with compliance.”
The adoption of XBert brought about significant improvements in CloudMind Accounts’ scalability, compliance, and client trust.
XBert enabled CloudMind Accounts to increase potential capacity from around 50 clients to 100, while maintaining efficiency and quality.
“XBert gives CloudMind Accounts the systems and smarts to scale faster, making it possible to grow clients without dropping the ball on quality.”
By using XBert’s health check reports, Renae demonstrated data quality to clients during fee increases, supporting her business growth while reassuring clients about compliance and accuracy.
“I used XBert’s data health reports to show clients the value of what I do. It made pricing conversations easy, and every one of them renewed their annual engagement.”
XBert’s AI and automation features saved significant time and reduced the need for additional staff, cutting costs while allowing the practice to deliver more value to clients.
“Without XBert, I’d need two staff members. With XBert, I only need one.”
Looking ahead, CloudMind Accounts plans to expand its use of XBert by incorporating new features such as client communications, receipt capture, and auto bank reconciliation. Renae envisions XBert becoming her firm’s all-in-one ecosystem, eliminating the need for multiple platforms and giving her more time to focus on advisory services and new business ventures.
XBert has enabled CloudMind Accounts to scale beyond the limitations of a solo practice, double its client capacity, maintain compliance with new industry requirements, and strengthen client trust through AI-powered oversight. With customisable workflows, intelligent alerts, and automated checklists, XBert has become a cornerstone of Renae’s practice, paving the way for future growth and innovation.
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