Infinite CFO provides FinOps, FP&A, and CFO services for startups and technology businesses — helping founders scale without the overhead of a full-time finance team. Their client base is primarily SaaS, alongside other technology-led businesses, and their team supports clients from early-stage fundraising through to exit.
What sets Infinite CFO apart is the depth of experience behind the firm. Founder Simon Smith has personally navigated fundraisers and exits, giving the business a practical knowledge base that helps founders make better decisions and stay confident in their numbers as they grow.
Running a high-quality bookkeeping and FinOps operation means two things have to work well simultaneously: the numbers have to be accurate, and the team has to be able to deliver consistently — regardless of who is doing the work on any given day. For Infinite CFO, both of these areas carried real operational risk before implementing XBert.
The first challenge was quality control. When a new team member joined, maintaining bookkeeping accuracy meant a senior person would manually review every invoice they posted — sometimes 20 to 30 transactions perweek — checking each one individually inside the accounting system.
This approach worked, but only up to a point. It created a recurring review burden on senior staff, absorbed time that could have been spent on higher-value client work, and didn't scale as the team or client base grew.
"We would normally check every invoice that was posted. So that could be 20, 30 invoices a week that somebody would have to manually go into the system and check." — Hayley, Infinite CFO
The second challenge was continuity. Some client processes and recurring tasks lived with the individual team member responsible for them — undocumented, invisible to the wider team, and vulnerable to disruption if thatperson was unavailable.
For a firm whose value proposition is reliable, consistent financial operations, this kind of knowledge risk is a direct threat to client delivery. If a process walked out the door with a departing team member, the firm had torebuild from scratch.
"If you've got ad hoc tasks, so somebody in the team is working on a project or they're doing a process, but it's not like nobody else knows about that — that's a massive risk to client delivery." — Hayley, Infinite CFO
“If you’ve got ad hoc tasks, so somebody in the team is working on a project or they’re doing a process, but it’s not like nobody else knows about that — that’s a massive risk to client delivery.” — Hayley, Infinite CFO
Infinite CFO adopted XBert as part of a broader review of their technology stack. The decision came down to one core capability: the ability to use AI prompts to review data quality and surface bookkeeping errors automatically — without needing to manually inspect every transaction.
XBert’s pre-configured AI audit and data quality alerts monitor bookkeeping data continuously, flagging coding errors, incorrect postings, and data anomalies before they become reporting problems. For Infinite CFO, this fundamentally changed how quality oversight worked.
Instead of a senior team member checking every invoice line by line, XBert delivered daily alerts highlighting what had been posted incorrectly — allowing the team to focus their review time on exceptions rather than routine checking. Errors that would have been invisible at a high-level review were now being surfaced automatically.
“Being able to have a prompt tell me that an invoice has been posted incorrectly without having to go through every single invoice — wow.” — Hayley, Infinite CFO
“To be able to have a prompt delivered on a daily basis — if you were looking at a high level, you probably wouldn’t notice that the invoice was posted incorrectly unless you really dug down into the detail.” — Hayley, Infinite CFO
To solve the process continuity problem, Infinite CFO implemented XBert’s workflow automation across their recurring client work. Workflows in XBert are multi-schedule, structured sequences that can carry embedded notes, scribes, and process documentation — right inside the platform where work is being executed.
This gave the team a shared, accessible reference for how each task should be completed and reviewed. New starters could follow the embedded guidance rather than relying on a senior team member’s time, and process knowledge was no longer tied to any individual. Infinite CFO also used time recording against tasks to track where work was taking longer than expected — identifying bottlenecks early and keeping month-end delivery smooth through a continuous soft-close approach.
“We have all our processes and scribes within those workflows. We’ve got a real knowledge base within the platform. We can now actually identify if there is a bottleneck in certain tasks — which means no bottlenecks at month end.” — Hayley, Infinite CFO
Beyond the pre-configured alerts, Infinite CFO used XBert’s custom prompt capability to build their own bespoke AI alerts — using plain language, no technical setup required. This gave the team fast visibility over workload trends, client data, and operational performance without running manual reports.
Hayley created a custom prompt that tracked monthly invoice volumes across every client in the portfolio — giving the team an instant read on workload distribution and processing trends.
“I have a prompt that tells me every month, across my clients, how many invoices we’ve processed.” — Hayley, Infinite CFO
Custom XBerts can be configured to address a wide range of operational needs. Teams use them to:
The ability for any team member — not just administrators — to create their own custom alerts was central to how Infinite CFO expanded the platform across the wider team.
XBert’s AI data quality alerts gave Infinite CFO’s team a level of confidence in their bookkeeping outputs that manual checking alone could not reliably deliver. Errors that might have slipped through a high-level review were being caught daily, reducing the risk of inaccurate reporting reaching clients.
Workflows and embedded process documentation significantly reduced the time and overhead required to bring new team members up to speed. With guidance built into the platform where work was being done, new starters needed less hands-on supervision and asked fewer repetitive questions. Hayley estimated the time to onboard a new client had been cut by roughly half.
“I would probably say that onboarding a new client… saves half the time… It’s had a huge impact.” — Hayley, Infinite CFO
Infinite CFO extended XBert’s use beyond internal delivery. During prospect calls, the team began using XBert to review data quality and transaction volumes in real time — giving them an accurate picture of what a new client’s books actually involved before agreeing on scope and pricing. This helped prevent underpricing and improved the accuracy of client onboarding.
By using workflows to structure daily and weekly routines, and time recording to identify where constraints were forming, the team moved from reactive month-end pressure to a proactive, continuous soft-close model. Recurring work was completed steadily throughout the month, with clear visibility for the whole team on what was in progress and where.
To ensure XBert became embedded across the whole team — rather than owned by a small group of power users — Infinite CFO ran internal hackathons. The sessions were designed to give every team member hands-on time with the platform, with the goal of building their own workflows and custom XBert prompts for their own client work.
The approach worked. Following the hackathons, team members began creating their own ad hoc tasks, structured workflows, and custom alerts independently — expanding usage well beyond the original implementation scope and creating genuine team-wide ownership of the platform.
“We’ve had the wider team create their own workflows as well as the custom XBerts so they can find out what they need to know — really positive.” — Hayley, Infinite CFO
Before XBert, Infinite CFO relied on manual invoice checking to maintain bookkeeping quality and carried real continuity risk when processes lived with individuals rather than being visible across the team. That model created overhead, limited scalability, and threatened consistency as the firm grew.
With XBert, Infinite CFO replaced that approach with a system-level quality management layer — AI bookkeeping alerts that surface errors automatically, workflow automation that standardises execution and captures process knowledge, and custom AI prompts that give every team member fast access to the operational intelligence they need.
The outcome is a firm with stronger confidence in their numbers, clearer visibility across daily and weekly delivery, better continuity through team changes, and improved commercial accuracy when scoping new clients.
Interested in how XBert could work for your accounting or bookkeeping practice? Start a free trial or book a demo to see it in action.
If you're looking for a progressive firm that believes in delivering quality data for their clients get in touch with Infinite CFO.
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