Xavier Focus allows you to select from a library of tools and build a workflow that suits the business processes you have developed around specific accounting jobs such as Tax Returns, Monthly Bookkeeping or Year End.
Short on time? Check out our video as a quickstart:
- Check: A tool or task in Xavier, typically with a set of calculated results
- Custom Check: A user-defined Check for directing to non-Xavier tasks
- Flow Template: a selection of Checks in a specific order, that can be assigned to a Flow
- Flow: a Flow Template linked to a Client, User and Reporting Period, with a Due Date
- Flow History: an audit trail of progress on a Flow
Xavier tackles all sorts of accounting insights, and spots many kinds of errors. These are organised into Checks, which you can think of as individual tools or tasks that require review by someone.
If the Check has a down-arrow on the right-hand-side, then it can be expanded to show more detailed information by clicking on the card:
Some Checks have additional configuration options that can be adjusted while you are in Flow Mode. These Checks have cog icons beside their title. Clicking on the cog will bring up the options that can be adjusted:
Sometimes if a Check raises an alert then you are prompted to take action and fix whatever Xavier has found to be the issue. Focus provides a library of these Checks that can be combined together into Flow Templates.
There's often non-Xavier tasks that you'd like your team members to work on during jobs like Management Reporting or Year End. That's where Custom Checks come in. You can create your own Custom Checks that can be added to any Flow Template you like. You can also include links in the description of the Check so your colleagues know where to go, by highlighting a word:
A selection of Xavier's Checks can be combined together in a logical order into Flow Templates, designed for guiding your colleagues through a specific job without needing to build lengthy internal process documents. Flow Templates can be built on-the-fly when creating a Flow, at which point you can decide whether you only need the template once or you'd like to save the template for re-use. They can also be created from the Flow Templates view.
Once multiple Checks have been added to a template they can be re-ordered by dragging and dropping.
Creating a Flow involves assigning a Flow Template to one or more Clients, assigning a team member to the Client, and selecting a reporting period and a due date for when the Flow needs to be completed. You can select a pre-existing Flow Template, or build your own as you go.
If you add multiple Clients when building a Flow, a Flow will be created for each Client.
In the final step, if any of the Checks require your input to specify additional parameters, you will be prompted to provide these before Saving the Flow.
If you are creating the Flow for just one Client there will also be the option to "Save & Start". This provides a shortcut where the Flow will be both created and started in one go, and you will be taken directly into Flow Mode.
The Flow List
The Flow List shows all Flows for your team, and provides various filters to quickly find the Flows you are looking for. You can filter Flows by their status (Not Started, In Progress, Complete), and order by different values such as Due Date and Period End. Use the search box to filter based on the Flow Template name. If the Flow is not yet completed, warnings will be displayed as the Due Date set for the Flow is approaching.
There are options available for each Flow by clicking on the menu on the right of the card. Note that Flows that have been started cannot be edited.
A version of the Flow List is available when viewing an individual Client too, which is automatically filtered to Flows for that Client.
Inside a Flow
When you click on a Flow, you are taken to a special "Flow Mode", which hides the distractions of the rest of Xavier and allows you to focus on the job at hand. From here you can run through the Checks in a logical order and mark each one as complete once you are happy.
From the left hand menu you can head back to the Flow List by clicking on Focus Home, and go to the Client Overview by clicking on the name of the Client.
Progress is made on a Flow by completing Checks. This is done by clicking on the ticks beside each Check:
If needed, you can click the tick again to change the Check back to incomplete. Only once you've completed all Checks will Xavier allow you to mark the Flow as Complete:
Once a Flow is completed this cannot be reversed, so make sure you're happy with all the Checks before performing this final step.
Xavier tracks the progress of a Flow via an audit trail called Flow History. In the "History" view of the Flow you can see key events for the Flow laid out in a timeline:
This includes events such as a user rolling back a completed Check. A snapshot of the Health Score is also captured at the time of these events, so you can track the improvement of this over the course of the Flow.