FAQ
You've got questions. We've got answers!
General
-
What is Botkeeper’s Tax ID number?
Botkeeper’s Tax ID number is 47-4645691.
-
What is Botkeeper’s physical address?
Botkeeper’s physical address is 33 Arch St, Boston, MA 02111.
-
How do I describe the Bot Team to my clients?
You can explain to your clients that your Bot Team is made up of a combination of automation via Artificial Intelligence, Machine Learning, and software with some light human oversight.
-
Why does Botkeeper need access to my clients’ bank accounts?
When you give Botkeeper bank account access, it’s given as “view only” access. Botkeeper needs bank access to verify what comes through the bank feeds. There are numerous occasions where certain transactions will not sync over properly or not show up at all, so with bank access, Botkeeper will be able to fix the issue. Bank statements also provide Botkeeper with beginning and ending balances, so we can properly verify the balance of the account. Most statements will show check details that aren’t available through the sync. This means Botkeeper can trace cash without bothering you or the client. An example of this is that we can view what checks make up a deposit. If the bank feeds disconnect, Botkeeper can fix the feed themselves. Botkeeper can also pull historical bank statements. Also with expenses, we can see the image of the check—if we flag a weird description, we can look it up and see what it’s for. It’s best to set up a separate account and login for Botkeeper so you or your client can add our verification access.
-
What do I do if I need to switch my client to a different Botkeeper package from the original selection?
If your client needs additional services outside of their original Botkeeper package, please contact your Botkeeper Growth Partner.
-
Can my clients sync their own QuickBooks Online account to their Client Portal themselves?
Botkeeper needs access to your client’s QuickBook Online accountant in order to provision their Client Portal, so the Partner would need to work with Botkeeper on credentialing.
-
Which accounting platforms does Botkeeper support for portal integration?
Botkeeper supports QuickBooks Online (QBO).
-
Why does Botkeeper need access to my client’s bank accounts if QuickBooksOnline (QBO) already provides the feed?
Botkeeper needs access to your client’s bank accounts and/or statements in order to verify what comes through the bank feeds. There are numerous occasions where certain transactions will not sync over properly or not show up at all. Statements also provide Botkeeper with beginning and ending balances, so we can properly verify the balance of the account. Most statements also show check details that aren’t available through the sync.
-
Where can I find a style sheet for the Botkeeper brand?
The Botkeeper style guide can be found within the Botkeeper Press Kit, available on our website at https://www.botkeeper.com/botkeeper-press-kit.
-
How do I refer someone to Botkeeper?
Botkeeper loves referrals! You can reach out to your Growth Partner at anytime to introduce your referral.
-
Will my clients receive any notifications from Botkeeper now or at any point in the future?
You’re able to give Botkeeper access to communicate directly with your clients, but this is optional. All communication under the Partner Platform will be under a generic user name (Accounting).
-
If I am using the non-Botkeeper branded platform, how do I explain to my clients who are doing their books?
A lot of Partner firms who use Botkeeper’s non-branded platform introduce it as a technology service that helps streamline their bookkeeping functions. I.e., you can tell your clients that you’re leveraging Artificial Intelligence and Machine Learning technology to perform some bookkeeping functions for them.
-
Does Botkeeper have social media?
Botkeeper is on all major social media channels: Facebook, Twitter, Instagram, LinkedIn, and YouTube. We encourage you to follow us to stay up-to-date on all things Botkeeper (links can be found in the footer of Botkeeper.com).
-
How do I stay in the loop on Botkeeper’s updates/latest functionalities?
The best way to stay up-to-date on all things Botkeeper is to sign up to receive Botkeeper emails and blog notifications, and to follow us on social media (links can be found in the footer of Botkeeper.com).
-
Who do I contact with Billing questions?
If you have billing questions, please reach out to your Growth Partner.
-
Can Botkeeper charge my clients directly for services?
Botkeeper can only bill you, the Partner directly; we cannot bill your clients directly.
-
Can Botkeeper do a case study on me?
We’d love to! We’re always looking to do case studies on Partners. Please reach out to your Growth Partner to coordinate.
-
Can I do a press release on using/hiring Botkeeper?
You bet. Most of the information you need can be found in the Botkeeper Press Kit (https://www.botkeeper.com/botkeeper-press-kit). You can also reach out to Botkeeper Marketing at anytime at marketing@botkeeper.com.
-
Where can I find the invoices for services rendered by Botkeeper?
The playbook will be available to download from within the Client Portal for each client.
-
Does Botkeeper have a template I can send to my clients outlining my firm moving to the Botkeeper platform?
Botkeeper has an assortment of templates to send to your clients about your firm moving to the Botkeeper platform.
-
How do I find out what 3rd party applications can be added to my client’s portal?
Please reach out to your Growth Partner for a full list of integrations for the Client Portal.
-
Will a Growth Partner check in with me at certain milestones?
Your Growth Partner will be with you every step of the way, from deployment to ongoing services. You and your Growth Partner will find the right cadence for meeting to ensure your success.
-
Can my clients delete/update the credentials of integrations in their Client Portal?
Members of the Client Portal are able to update credentials within the bank authorization feature. For non-bank items such as Bill.com, Shopify, Venmo, etc., Botkeeper has view-only user access, so no credential changing would be needed.
-
Does Botkeeper offer any bulk pricing?
Please speak with your Growth Partner about bulking pricing.
-
Does Botkeeper have a SOC audit?
Botkeeper is SOC2 - Type 2! Check out the full press release here.
-
Do I need to create a separate account or log in to connect my bank accounts to Botkeeper?
Ideally, your clients should provide you with credentials to manage the bank connections. However, you can have your clients access their portals and connect things with their own credentials.
-
What is the difference between a non-Botkeeper branded platform and a Botkeeper branded platform?
Botkeeper’s non-branded platform is the Botkeeper platform with no Botkeeper branding anywhere. This allows the CPA firm to use the Botkeeper platform and service without the client’s awareness. The Botkeeper branded platform is the Botkeeper platform with Botkeeper branding. This allows Botkeeper to work directly with clients if needed.
Product
-
Is there a way to confirm that I have successfully submitted a new client’s questionnaire in my Partner Platform?
When completing the questionnaire - you will see the new client added to the client list with the status “Onboarding”.
-
When adding a new client, are the files that I uploaded on the questionnaire also saved into my Partner Platform somewhere?
When you fill out a client questionnaire, all the responses are saved in your Partner Platform within the “Deployment” folder and also within the client’s subfolder.
-
Is there a way to @mention a group of people? Or is the only way to trigger the notification to @mention individuals one-by-one?
At the moment, you can only @mention one person at a time. If you want to send a communication to a client group, the only option is to make an announcement in the client’s activity feed, which will notify all members.
-
Who is the “Accountant” member in my Partner Platform?
The “Accountant” member on the Partner Platform is the Accounting team on the Botkeeper side who is supporting your account.
-
Is there a way to color coordinate the icons for certain personnel in my Partner Platform?
Unfortunately there is no way to color coordinate icons for certain people. However, you can help distinguish between different personnel by having individuals upload profile pictures.
-
How does my client upload documents into their Client Portal?
Your clients can upload documents into their Client Portal directly by logging into their Portal, going to the left side menu and selecting the “File” icon. Additionally, each client has a unique email address that is generated within your Partner Platform. This email address can be found by navigating to the left side menu and selecting the “File” icon. Then select “Email Upload” to get the dedicated email address.
-
How do I upload documents for my clients into their Client Portal?
You will be able to upload your client’s files in their Client Portal. Additionally, each client has a unique email address that is generated within your Partner Platform. This email address can be found by navigating to the left side menu and selecting the “File” icon. Then select “Email Upload” to get the dedicated email address.
-
What do I call my client’s portal?
Botkeeper refers to the client portal as simply a “Client Portal.”
-
How do I reset my Botkeeper password?
You can reset your Botkeeper password by clicking on the “Forgot Password” button on the portal login home screen. An email will be sent out to the registered email account on file with reset instructions.
-
How do my clients reset their Botkeeper passwords?
Your clients can reset their Botkeeper passwords by clicking on the “Forgot Password” button on the portal login home screen. An email will be sent out to the registered email account on file with reset instructions.
-
How do I delete a Client Portal if they leave my firm?
To delete a client, click on the “Request Termination” button located on the client questionnaire on the main page of your Partner Platform. This will remove a client from your portal.
-
Does Botkeeper have a mobile app?
Botkeeper does not have a mobile app. However, both the Partner Platform and the Client Portal are mobile-friendly.
-
How do I add my clients to the Botkeeper platform?
Enter your clients’ email addresses in your Partner Platform to send them invitations to join their Client Portals. They’ll receive an email invitation for next steps in setting up their account.
-
How do I describe the Client Portal (the individual platforms for each client) to my clients?
The Client Portal is a web platform for all bookkeeping needs. Clients can view financial metrics via the dashboard, upload files for teams to see and share, and use collaborative tools to keep everything documented and in one place.
-
How do I describe the Partner Platform?
The Partner Platform is where you’ll have access to all your clients’ Client Portals. Client Portals are created after you fill out a client questionnaire for each client. The questionnaire is then reviewed by Botkeeper before being deployed by Botkeeper’s Deployment team.
-
What do I do if I need to add more Client Portals to my Partner Platform?
During the initial onboarding stage, your Customer Success team member will walk you through the steps of adding your first batch of clients, starting with filling out a client questionnaire. This process will be the same for any new clients moving forward, and to get started, you simply go to your Partner Platform and click the “Add new client” button.
-
How does the Transaction Manager work?
The Transaction Manager is a tool that gives you the ability to see the transactions that need to be categorized in real-time. You will see the suggested categories for some of the transactions that are flagged for your approval. This function is still in beta.
-
Can I access the Partner Platform from my phone or tablet?
Yes! While there is no native mobile app for the Partner Platform, it is mobile-friendly.
-
Can my clients access their Client Portal from a phone or tablet?
Yes! While there is no native mobile app for the Client Portal, it is mobile-friendly.
-
Can multiple people be administrators on my Partner Platform?
Yes, you are able to select multiple people to be administrators on a Partner Platform. Simply log into your Partner Platform and Select “Settings.”
-
Can I customize the settings of each Client Portal?
If you’re an administrator on the Partner Platform, you can customize the settings within each Client Portal.
-
Can I send a note to all of my clients at once through the Partner Platform?
You can make announcements to all members of a specific Client Portal by posting a note in the “Recent Activity” section found on the right side of the Client Portal.
-
How do I change the welcome message my clients receive when I set up their Client Portal?
During onboarding, your Customer Success Lead will help you create a custom welcome message. You can change this message at anytime by clicking on the “Edit” button on the upper left corner of the welcome message in your Partner Platform.
-
How do I upload my clients’ logos to their Client Portal?
Anyone who has administrator access in the Partner Platform can upload logos in the client’s Client Portal at any time by going to “Settings” on the upper right hand of the homepage of the Partner Portal.
-
Am I able to easily print reports from my Partner Platform and the Client Portal?
Yes—You can download and print reports at anytime within the “Files” section of your Partner Platform. Alternatively, your clients can also print reports by going to their Client Portal and going to the “Files” section.
-
Where can I find items I’ve deleted in my Partner Platform or in my Client Portals?
Items you’ve deleted will appear in the “Trash Bin” icon next to the settings sections.
-
Does Botkeeper allow me to set up two-factor authentication?
2FA (two-factor authentication) is disabled by default, but you can enable it under your account settings menu in your Partner Platform.
-
How do I change my time zone in my Partner Platform?
You can change your time zone in the Partner Platform under your account settings menu.
-
How do I change my language in my Partner Platform?
You can change your language and date format in the Partner Portal under your account settings menu.
-
Does my time zone and language default for all Client Portals?
Yes, your time zone and language you’ve selected in your Partner Platform will default for your Client Portals.
-
If I have clients outside of the US, can I create Client Portals for them?
Unfortunately, Botkeeper only supports clients in the US.
-
Can I change my notification settings in my Partner Platform?
You can change your notification settings in your Partner Platform under your account settings menu.
-
How do I add administrators to my Partner Platform?
Only administrators can add other administrators to the Partner Platform. You can do this in the account settings menu in your Partner Platform.
-
Can I search for all Client Portals at the same time?
Within the Partner Platform, you can search through a client’s tasks, files, notes, discussions, etc.
-
Can clients book time with me from within their Client Portal?
If the “calendar” feature is enabled, anyone can add events to the calendar (in the Partner or Client Platforms).
-
Can I generate emails to clients from my Partner Platform?
Clients will get notified via email whenever there’s new activity within their Client Portal.
-
Does it ever make sense to have two portals for a client?
If the client has multiple locations with different bookkeeping workflows, it might make sense to have two multiple portals to prevent confusion. Talk with your Growth Partner if you think this might be necessary.
-
What is the difference between Botkeeper’s Dashboards and QuickBooks Online dashboards?
Botkeeper’s Dashboards allow users to blend both financial data and non-financial data, whereas QuickBooks Online dashboards only show financial metrics around income, expenses, etc.
Service
-
Is there a way for me to fill out a batch of client questionnaires at the same time?
After you submit the client questionnaire for one client, all of the answers you filled in will remain in the fields to be re-used for other clients. You can easily adjust these fields and submit to add
another client. -
What happens after I request to terminate a client in my Partner Platform?
When you use the “Terminate Client” button in the Partner Platform, the Botkeeper team will be notified of the termination request. The Client Portal and data will be imported into your Partner Platform under a “Terminated Clients” folder. After 30 days, the Client Portal will be permanently deleted from your Partner Platform.
-
What payroll services does Botkeeper offer? (e.g., payroll service, payroll processing)
There are 2 levels of service Botkeeper provides as it relates to payroll: 1) We collect the payroll transaction via payroll vendor report and input that into QuickBooks Online via a Journal Entry. 2) We submit payroll information to the third-party vendor in addition to option 1. For submission, the provider must be one of Botkeeper’s approved payroll integrations, which include Gusto, ADP Run, Paychex, TriNet, or Justworks.
-
What type of bill payment workflows does Botkeeper support?
Botkeeper supports bill payments by leveraging Bill.com. We can assist with paying invoices via check/ACH. (Note: the Bill.com fee is passed down to the customer.)
-
Does Botkeeper assist with 1099s?
We can help with 1099 filings, however, this is an additional charge. To receive a price quote, please reach out to your Growth Partner.
-
Can you explain Botkeeper’s cross-training model that ensures continued service and knowledge if someone on the Botkeeper team is out of the office or leaves?
The Accounting Lead supervises work that is being completed by an Accounting team. While the Accounting Lead is a critical member of the team, production does not depend on their role. Their role is to supervise the completion of the work and execution of the playbooks. The Accounting teams they supervise are setup as teams intentionally to ensure continuity of services.
-
What training do I receive as part of my Botkeeper onboarding?
As part of your Botkeeper onboarding, you will receive deployment training. The Deployment team will walk you through a full training on the Partner Platform and the client deployment process (creating Client Portals and linking accounts). They then work side-by-side with you to show you how to fully sync your clients to their Client Portals.
-
How do I find out which package I’ve selected for each of my clients?
You’ll be able to find out what package (Basic, Advanced) your client is by asking your Growth Partner or looking on Partner Platform on the homepage.
-
What do I do if I have a question for the Botkeeper team?
You can reach out to your Growth Partner for any general inquiries. For anything accounting-specific, you can reach out to your assigned Accounting team by @mentioning Accounting in your Partner Platform.
-
How do I upload my logo to the Partner Portal?
You can provide your custom logo to your Customer Success team member during the initial onboarding stage.
-
How do I get notified if Botkeeper needs something from me?
If Botkeeper needs anything from you, your Accounting team will notify you via email and tag you on any specific requests within the Client Portal.
-
What do I do if I want to cancel my contract with Botkeeper?
If you’d like to cancel or change your contract with Botkeeper, please reach out to your Growth Partner to determine next steps.
QBO
-
What information does Botkeeper need to set up a new QuickBooks Online (QBO) account?
To set up a new QuickBooks Online account, the Botkeeper team will need the following information about the company: name, address, city, state, ZIP code, and phone number.
Security
-
How does Botkeeper protect my data and my clients’ data?
Botkeeper protects your data with 256-bit encryption within the Botkeeper Platform; that’s the same level of encryption you’ll find with online banking and shopping. And for added security, all systems and databases are located in Amazon Web Services (AWS) data centers within the US. Botkeeper leverages AWS security products to ensure that our systems and infrastructure are configured in accordance with security and compliance best practices. In addition, all Botkeeper employees attend annual information security training, and we own our IP.