The BookSitters is a high-end bookkeeping practice servicing a broad range of clients from different industries as well as multi-entity companies across Australia. Founded more than 15 years ago by Justine Turner Day, the business delivers end-to-end support, bookkeeping, consulting and training services so clients can focus on their business with confidence.
The team consists of experienced Australian bookkeepers who provide accurate, detailed, and proactive communication alongside tailored financial operations support. Their clients rely on them to maintain clean, up-to-date books, implement best-practice systems and help owners understand the true financial picture of their business.
The BookSitters decided to adopt XBert after identifying a missing link in their existing workflow technology. While they used Xero and XPM for job management, Justine needed better visibility across all client bookkeeping workflows, the ability to customise internal processes, and a way to maintain accuracy checks at scale as the business grew. XBert provided the structure, workflow clarity and automated risk detection that aligned with their high-accuracy, high-service delivery model.
In this study we sat down with Justine Turner Day of The BookSitters, who uses XBert daily in her organisation.
The BookSitters wanted to streamline operations, gain workflow visibility, move from paper-based process management and automate accuracy checks for peace of mind to help maintain quality and consistency across a growing team.
With paper checklists and manual task follow-ups, Justine lacked the visibility on where every client job was up to, especially during times when team members were not available and work needed to be reassigned.
“Before XBert, I couldn’t clearly see every workflow or the next priority. I simply didn’t have full visibility.”
The business had been trying to go paperless for years, but lacked the technology to make it possible. Checklists lived on paper, processes were timing consuming to update, and changes such as compliance adjustments required recreating manual documents.
“We had been trying to go paperless for years, but without the right tools it just wasn’t achievable.”
Although The BookSitters consistently maintained high levels of accuracy, Justine recognised that relying on manual checks alone left real risks around ABN status changes, GST errors and incorrect bank account details in a world of increasing cyber and compliance risks.
A contractor’s ABN status might change after the first check, but the team would not detect it unless manually revisited.
“Accuracy is critical in bookkeeping, and relying on manual checks alone carries real risk. We needed ongoing, automated checks to safeguard our clients.”
In 2023, The BookSitters implemented XBert to overcome these challenges.
XBert enabled the business to build structured bookkeeping workflows from their existing processes to transition to a systemised digital processes, increase visibility across the client base, and introduce automated accuracy checks that support both scaling and maintaining service quality.
“XBert filled a void. It gave us the system to create the digital processes and visibility that the practice had been searching for. Our processes are now a living, breathing reflection of the way that we're doing business.”
XBert gave Justine and her leadership team the ability to see all client bookkeeping workflows, task ownership, due dates and blockers in one place.
This included:
“XBert made it instantly clear what work needs to be done, by whom, and by when in the one place.”
XBert allowed The BookSitters to transform manual paper checklists into digital, flexible templates that evolve with the business.
This included:
“Our processes are now flexible, centralised and always up to date. XBert finally made a fully paperless workflow possible.”
XBert’s automated detections provided continuous monitoring of GST, ABN validity, bank account changes and other critical risk factors with the additional benefit of customising these detections to the clients business.
This strengthened internal controls and reduced the risk of errors that could impact client trust and financial accuracy.
“XBert saves us time, but more importantly, it has streamlined our processes, provided the oversight and gives us the accuracy that manual systems cannot. That combination is incredibly valuable.”
The adoption of XBert brought about significant improvements in The BookSitters’ operational clarity, accuracy, client service and scalability.
The BookSitters gained the ability to see workload distribution, prioritise deadlines and quickly shift tasks between staff. This enabled smoother weekly planning and reduced delays between task handovers.
“Assigning work and managing workloads is now effortless. XBert makes it simple to direct the team during busy periods.”
XBert’s automated checks helped catch ABN inconsistencies, GST / VAT mismatches and bank account changes. This supported higher accuracy levels and reduced operational risk.
“XBert’s accuracy checks reduce risks that every bookkeeping practice faces. It strengthens our service and protects our clients.”
With XBert Bookkeeping workflow, task grouping and activity visibility, Justine gained clearer insights into annual workloads and service value, helping refine pricing and engagement structures.
“Having clear data on the work completed across the year gives us real confidence in how we price and structure engagements.”
XBert gives The BookSitters clear visibility across every client’s ledger, with ledger insights embedded directly into their workflows. This allows issues to be identified earlier, roadblocks to be addressed faster and work to move smoothly, supporting consistently high-quality service. Long-term clients credit The BookSitters with keeping their businesses organised, informed and resilient through cleaner data, stronger accuracy and more reliable reporting. They describe The BookSitters as trusted advisors who provide practical guidance and financial clarity, with one long-term client noting that bringing them into the business was one of the best decisions they ever made.
With XBert streamlining processes and reducing uncertainty, The BookSitters team reports being able to focus on more challenging and rewarding work. Having client data and insights available within their day-to-day workflows supports continuous learning, upskilling and stronger service delivery. XBert also helps the team stay ahead with better systems and operational support.
With XBert now fully embedded as their workflow management bookkeeping and data quality system, The BookSitters plan to continue evolving their workflows, enhancing accuracy controls and leveraging XBert’s flexibility as compliance changes arise. As the business grows its team and client base, XBert will remain a core system for scalable processes, automation and consistent data quality service delivery. The combination of this execution has provided the ability to clearly track business KPIs around clients service delivery and the team’s performance which was previously difficult to measure and quantify.
XBert helped The BookSitters achieve clearer workflows, stronger accuracy, scalable processes and more confident decision-making. By replacing manual methods with structured digital workflows and automated checks, the business improved efficiency, reduced roadblocks and risk which has created a foundation for sustainable long-term growth for the practice.
If you're looking for a Bookkeeper focused on delivering accurate numbers, get in touch with The BookSitters.
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