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Connecting 3rd-party data sources

Instructions for connecting payroll providers, expense apps, 3rd-party merchants and more.

Contents

  1. Adding Botkeeper to 3rd-party payroll providers
    1. ADP Run
    2. Paychex.com
    3. Gusto
    4. Justworks
    5. Heartland
    6. OnPay
  2. Adding Botkeeper to 3rd-party merchants
    1. Paypal
    2. Stripe.com
    3. Shopify.com
    4. Chargebee
    5. Recurly
    6. Veem
    7. Wave
  3. Adding Botkeeper to 3rd-party expense apps
    1. Expensify.com
    2. Brex
  4. Adding Botkeeper to Bill.com

Adding Botkeeper to 3rd-party payroll providers

How do I add Botkeeper to 3rd party payroll providers?

Steps vary by provider. These are the steps for our supported 3rd party payroll apps: ADP, Paychex, Gusto, Justworks, and Heartland.

ADP Run (ADP Payroll “Accountant Access”)

Instructions to add us to ADP
  1. Log into ADP
  2. Select Company
  3. Click Add Users
    1. First Name: Firm AI
    2. Last name: Access
    3. Phone number: 716-226-0335
    4. Role: Payroll Admin  
    5. Email: access+partnername@firm.ai OR access+clientname@firm.ai 
      📌 DO NOT SEND IT TO ACCESS@firm.ai 📌
    6. Text message notification : 716-226-0335
Instructions to add us to ADP Run for new Entities
  1. Select the entity from Client List
  2. Select Users
    1. Add Botkeeper user (user previously created) to Entity

Paychex.com

Instructions to add us to Paychex.com
  1. Click company setup 
  2. Click Security
  3. Click System Access.
  4. Click Create New User. The user setup screen displays.
  5. First Name: Firm AI
  6. Last name:  Access
  7. Address:  179 South St, 2nd floor   Boston, MA 02111
  8. Birthday:  Client Creates (Please note for team)
  9. SSN: Client creates (Please note for team)
  10. Email: access+partnername@firm.ai

Gusto

Gusto - Instructions to add user to Gusto

  1. Sign in to Gusto as the Primary administrator.

  2. Head to the Settings section.

  3. Click the Permissions tab.

  4. Click Add new admin toward the top-right of the page.

  5. Employment Status: Not an Employee

  6. Who are they? 

    1. Choose Accountant

  7. What will they help you with? 

    1. Choose Run payroll for me or Take care of taxes and reporting or Others.

  8. User Details: 

    1. First Name: clientname

    2. Last Name: Firm AI Access

    3. Email (partner):  access+partnername@firm.ai 

  9. Which roles will this admin need to help run your business?

    1. FULL ACCESS

  10. THEN click Add Admin button (Botkeeper will receive a welcome email)

Justworks

Instructions to add a user to Justworks
  1. Click “Employees" under "Manage" on the left-side navigation bar. 
  2. Click "+Add" in the top right corner.
  3. You’ll see the option for the ‘3rd party admin / accountant’ member type from the dropdown.
    1. First Name: Clientname
    2. Last Name:Botkeeper
  4. Email: access+partnername@firm.ai
  5. Access: View invoices and reporting

Heartland

  1. Log into Heartland
  2. Click the Staff option in the navigation menu
  3. Click the Users option in the Staff Expanded menu
  4. Click the +Add User button
  5. Enter the following information
    1. Username: AI Access
    2. Email: access+clientname@firm.ai 
    3. First Name: AI
    4. Last Name Access
  6. Click the Save button

OnPay

  1. Log into Onpay
  2. Select the Company module
  3. Scroll down to Company Users and click the toggle to expand the section
  4. Navigate to the Outside Collaborators section
  5. Select the + sign
  6. Enter the following details:
    1. Relationship: Other
    2. First Name: AI
    3. Last Name: Access
    4. Email Address: Access+ClientName@firm.ai
    5. OnPay Password: note this is use to ensure the person creating this new user has permissions to add the new user
  7. Click the Invite button
  8. You will now see this new user in the Outside Collaborators section
  9. Click the toggle on the AI Access user to expand the section
  10. Toggle on the Submit Payroll feature

⚠️ If 2FA Verification is required for your 3rd party application please adhere to the following:

  1. Setup with either the following:
    1. Email address: verify@firm.ai 
    2. Phone number  (716) 226-0335
  2. Not all applications require an email address, there are times that it only asks for a number to send the code via sms or call
 

Adding Botkeeper to 3rd-party merchants

How do I add Botkeeper to 3rd-party merchants?

Methods depend on the vendor. Here are instructions for Paypal, Stripe, Shopify, Chargebee, Recurly, Veem, and Wave.

Paypal

Instructions to add user to Paypal
  1. Go to Settings.
  2. Click My account settings.
  3. In the Manage users section, click Get started or Update.
  4. Click Add User.
  5. Provide the user's information
  6. Name: Firm AI Access
  7. Email address: access+partnername@firm.ai
  8. Check each account privilege you're giving this user and click Save.

When setting up, click all access as you cannot view accounts without checking Accounting and all under it.

Please capture the username as it doesn't get sent to our email.

Note: Only Business and Premier Paypal accounts can access their monthly statement within the Reports tab, clients might need to upgrade, if not we'll probably have to download transactions into a csv file under the Activities tab.

Stripe.com

Instructions to add us to Stripe.com
  1. Log into the Stripe dashboard and navigate to Business Settings.
  2. Click Team.
  3. Select + New User from the top right.
  4. email address: access+partnername@firm.ai
  5. Click Send Invitation

Shopify.com

Instructions to add user to Shopify
  1. From your Shopify admin, click Settings,
  2. Click Plan and permissions or Account(IF they do not have single logon set up).
  3. In the Staff section of Permissions, click Add staff.
    1. First Name: Client Name
    2. Last Name: Firm AI Access
    3. Email: access+partnername@firm.ai 
  4. Click Create account

Chargebee

Instructions to add a user to Chargebee
  1. Click Settings 
  2. Click Team Members
  3. Click Invite Members
  4. Click Provide Full Access option 
  5. email: access+partnername@firm.ai

Recurly

Instructions to add a user to Recurly
  1. Inside the User Control panel Click Invite User
  2. Enter email: access+partnername@firm.ai
  3. Select Administrator Access
  4. Click Send

Veem

Instructions to add a user to Veem
  1. From the main menu, select Users and Roles.
  2. Click Add.
  3. In the User or group field, enter a name of a user or user group in the DOMAIN\USERNAME format.
  4. From the Role list, select Admin.

Wave

Instructions to a add user to Wave
  1. Login to Wave on your desktop or laptop computer. Clients cannot add a user from the mobile app.
  2. Select Settings from the left hand navigation menu, and then select Users under User Management. 
  3. Click Invite an Editor or Invite a Viewer.
  4. Enter 
    1. First Name: Client Name
    2. Last Name: Firm AI Access
    3. Email address: access+partnername@firm.ai
  5. Select Admin permissions.
  6. Click Invite User.

If 2FA Verification is required for your 3rd party application please adhere to the following:

  1. Setup with either the following:
    1. Email address: verify@firm.ai 
    2. Phone number  (716) 226-0335
  2. Not all applications require an email address, there are times that it only asks for a number to send the code via sms or call.

Adding Botkeeper to 3rd-Party expense apps

How do I add Botkeeper to 3rd-party expense apps?

Botkeeper currently supports Expensify and Brex. Setup methods differ between the two.

Expensify.com

Instructions to add us to Expensify.com

  1. Navigate to Settings > Workspaces > Groups > [respective Workspace] > Members

  2. Click the Invite button

  3. A pop-up window will appear

  4. Complete the following fields

    1. Email: access+partnername@firm.ai

    2. Role:  Workspace Admin

    3. Submits To: Use the dropdown to choose a User

    4. Approves To: You can choose No One or use the dropdown to choose a User

    5. Add a personal message: this is an optional field and used to welcome the new user into Expensify

  5. Click the Invite button
Important to note - expense approvals are not included in the scope of service for Expensify 

Brex

Instructions to add user to Brex
  1. Expand the Team tab and click on Users and cards on the left-hand side of the Brex dashboard
  2. On the top right, click on Invite user
  3. Enter requested info:
    1. First Name: Firm AI
    2. Last Name: Access
    3. access+partnername@firm.ai (a unique email address per each invite is needed)
  4. Select a bookkeeper role or admin
  5. Decline physical card upon accepting invitations into a csv file under the Activities tab
Brex also provides guidance on adding users on their website: https://support.brex.com/can-i-add-my-bookkeeper-to-my-account/ 


⚠️ Access provided should not include the ability to transfer or move monies of any kind.

⚠️ If 2FA Verification is required for your 3rd party application please adhere to the following:

  1. Setup with either the following:
    1. Email address: verify@firm.ai 
    2. Phone number  (716) 226-0335
  2. Not all applications require an email address, there are times that it only asks for a number to send the code via sms or call

Adding Botkeeper to Bill.com

How do I add Botkeeper to Bill.com?

Steps differ for individual accounts vs. console level.

Individual Accounts

  1. Log into Bill.com 
  2. Click on the Settings (gear Icon) button
  3. Click on Users under Permissions
  4. Click on New  to Invite Members
  5. Enter requested details
  6. For the email address format below: 
    1. access+partnername@firm.ai; or 
    2. access+clientname@firm.ai  
  7. Select the Clerk role 
  8. Click the Save button

Console Level

  1. Log in to Bill.com 
  2. Click the Manage Console
  3. Click on Settings 
  4. Click on My Staff 
  5. Click the New button
  6. Enter the requested details: 
  7. Send three individual invitations using the email address format below: 
    1. access+partnername1@firm.ai 
    2. access+partnername2@firm.ai 
    3. access+partnername3@firm.ai 
  8. Select the Role of Team Member
  9.  Click Save
    1. Please select the companies each Botkeeper Team member will be assigned and have access to. Please follow the steps below to assign clients. 
  10. To assign the clients: 
    1. Search for the Team Member that has been added under My Staff. 
    2. Click the Name of the Team Member: 
    3. Click the Edit icon. 
  11. Scroll down to see list of all bill.com accounts.
  12. Notice that each account has a dropdown to select the role of the Team Member. Please select Clerk. Once accounts and the User Role are assigned, scroll down and click Save below.

⚠️ If 2FA Verification is required for your 3rd party application please adhere to the following:

  1. Setup with either the following:
    1. Email address: verify@firm.ai 
    2. Phone number  (716) 226-0335
  2. Not all applications require an email address, there are times that it only asks for a number to send the code via sms or call


Workflow for using Smart Connect for clients using a 3rd party application such as (but not limited to) Stripe, Venmo, Paypal, Dext, etc.

There are two different workflows a client may experience when using Smart Connect and a 3rd party application.

To ensure you experience the best in class categorization for your clients' books, it is important to understand the workflow transactions will follow when your client is using Smart Connect and 3rd party applications.

There are two different workflows a client may experience when using Smart Connect and a 3rd party application:

  • Smart Connect with Integrated 3rd Party Application via Automatic Sync

  • Smart Connect and Integrated 3rd Party Application via Manual Sync

As a reminder, Smart Connect allows a client to have near real time bookkeeping by allowing the artificial intelligence to automatically post transactions that are categorized with a 98% or higher confidence rating, via AutoPush. The reason there are two different workflows when a client is using a 3rd party application is to account for potential timing issues that may occur, raising the risk of duplicate transactions being posted to your client’s general ledger.  

Below we will explain both workflow scenarios.  If you have questions on how or why your client is set up with a particular workflow, you can discuss this with your Accounting Expert.

Smart Connect with Integrated 3rd Party Application via Automatic Sync

If your client has an integration that automatically syncs the 3rd party application transactions, as they occur, to their general ledger you will still be able to use AutoPush without the worry of duplicate transactions being posted to your client’s general ledger.  If a time should ever occur when a duplicate transaction appears we may discuss the use of Manual Push with your team for this particular bank or credit card account.

Smart Connect and Integrated 3rd Party Application via Manual Sync

If your client is not able to take advantage of an integration with automatic sync to the 3rd party application and those transactions require manual upload or manual push we encourage the use of Manual Push. 

Manual Push allows the Smart Connect bank feed transactions to remain in an unposted state until they are matched and your accountant manually posts them to your client’s general ledger.  This will mitigate the risk of duplicate transactions posting to your client’s general ledger.

For example: if a Smart Connect bank feed transaction needs to match to a Dext transaction that has yet to post to your client’s general ledger, the Smart Connect bank feed transaction will remain in the Needs Review tab of Transaction Manager until the Dext transactions post to your client’s general ledger and the artificial intelligence or your accountant can make the match. Once the match is made, your accountant will post the transaction to your client’s general ledger.