Xavier's School

For Extraordinary

Accountants

Video Tutorials

To help new users, we have recorded some short videos of Xavier features in action.

This list isn't complete (yet!) and we're always releasing new features, so you can drop us a message if there is a video you might be interested in and we'll get around to it as soon as we can.

For any further information on each of the Xavier features, you can check our Help documentation.

Playbooks

Here at Xavier we understand that every accountant is unique, just like the benefits they provide to their clients. We have gathered a few ways to use Xavier into 'Playbooks', which can guide you through how to use Xavier in different accounting roles.

Have a browse of the available Xavier playbooks, or download a PDF.

Playbook Link
Monthly Bookkeeping Processes Playbook #1
Onboarding Clients the Xavier Way Playbook #2

More playbooks coming soon!

Xavier Playbook #1

Monthly Bookkeeping Process


Xavier is a great tool to streamline and improve the quality of your Xero data. The following is how Xavier can be used in the Bookkeeping process.


1.
DATA COLLECTION
EXTERNAL APPS
  • Data extraction from invoices and receipts through external applications (e.g Receipt Bank)
  • Xero - First coding of transactions using bank rules and matching invoices/receipts
2.
CHECKING THE BOOKKEEPING
  • Unreconciled Cleanup Tool - Look at the unreconciled bank transactions across all bank accounts. Optional- extract to excel and make notes to send to the client
  • Run cleanup checks
    • Duplicate Contacts - Ensure all contacts in Xero have the correct name (e.g. Amazon vs Amazon SARL)
    • Contact Defaults - Setting default account codes will make the Multi-coded contacts search tool better
    • Multi-Coded contacts - Identify mis-codings, use Find and Recode in Xero or dismiss
3.
FINANCIAL REVIEW
  • Review the client via the Client Overview, or through the monthly Health Check feature
  • Check the Fixed Asset Insight - resolve in Xero if it doesn’t reconcile Optional- check the Dormant Accounts feature
  • Check transactions in the Regular Suppliers insight for any anomalies
  • Conduct an analytical review using Xavier’s Reports, or build your own in the Sandbox
  • Xero - Review P&L, and Balance Sheet
4.
CLOSING THE PERIOD
  • Check there are no changes to any historic data via the Historical Changes insight
  • Lock Dates
    • Set lock dates in Xero
    • Check the lock date history in Xavier

Flowchart


DATA COLLECTION
1.
Syncing Screenshot
CHECK THE BOOKKEEPING
2.

Unreconciled Transactions

Syncing Screenshot
TIP: Export to Excel to share with your clients

Duplicate Contacts & Contact Defaults

Syncing Screenshot

Multi-Coded Contacts

Syncing Screenshot
TIP: Find and Recode items in Xero when you need to change them
FINANCIAL REVIEW
3.

Client Overview / Health Check

Syncing Screenshot

Fixed Assets

Syncing Screenshot

Regular Suppliers

Syncing Screenshot
TIP: When you conduct an analytical review, you can build a report in Xavier that can be run for all clients
CLOSING THE PERIOD
4.

Historical Changes

Syncing Screenshot

Lock Dates

Syncing Screenshot

Xavier Playbook #2

Onboarding Clients the Xavier Way


Xavier is a great tool to price your proposals effectively, and then understand your clients’ Xero, enabling you to have a smooth onboarding process with your clients.


1.
INFORMED PRICING
  • The ‘Activity Stats’ Insight will show you the key transactional figures for a prospective clients Xero. During the discovery call get access to Xero and load them into Xavier so you can price the new client fairly.
  • Have you ever taken on a new Xero client and spent weeks resolving historic data? Using the ‘Health Score’ in Xavier you will instantly get a feel for the quality of the Xero data. You can then price accordingly if needed.
2.
SETTING UP THEIR XERO AND YOUR RELATIONSHIP

Everyone wants to kick-start a new clients experience well. Try doing the following in your initial client kick-off workshop:

  • ‘Dormant Accounts’ Feature - Clean-up their chart of accounts using the Dormant Accounts feature, quickly identify accounting codes that are no longer in use and archive them in Xero.
  • Coding the transactions to the right place:
    • Step 1 - 'Reports’ - Expenses by Month and Contact - Using this report to understand where expenses have been coded in the last 12 months. Tip - You can change this report to group by either Contact or Account Code
    • Step 2 - ‘Contact Defaults’ - Set default account codes for the contacts so you know where to code them.
3.
CLEANING UP THEIR DATA
  • 'Unreconciled Transactions' Cleanup Tool - Look at the unreconciled bank transactions across all bank accounts.
  • 'Multi-Coded Contacts' - Cleanse the old data as much necessary
  • Lock Dates - Once the data is clean, set the lock dates in Xero. Track this going forward using the 'Lock Dates' feature within Xavier.
4.
UNDERSTANDING THEIR FINANCES

Xavier can be great place to start to understand client data.

  • Use the ‘Regular Suppliers’ insight to both understand who their regular suppliers are and spot any anomalies in the data.
  • Conduct an analytical review using Xavier’s Reports, or build your own in the Sandbox.
  • Xero - Review P&L, and Balance Sheet.

Flowchart


INFORMED PRICING
1.

Activity Stats

Syncing Screenshot

Health Score

Syncing Screenshot
SETTING UP THEIR XERO AND YOUR RELATIONSHIP
2.

Dormant Accounts

Syncing Screenshot

Contact Defaults

Syncing Screenshot
CLEANING UP THEIR DATA
3.

Unreconciled Transactions

unreconciled transactions Screenshot

Lock Dates

Lock Dates Screenshot

Multi-Coded Contacts

Multi-coded contacts Screenshot
TIP: Export to Excel to share with your clients
TIP: You can change this report to group by Contact or Account Code
UNDERSTANDING THEIR FINANCES
4.

Regular Suppliers

Syncing Screenshot
TIP: When you conduct an analytical review, you can build a report in Xavier that can be run for all clents

Want to talk numbers?

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