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Botkeeper's Glossary

A guide to some of the terms you might run across while using the Botkeeper platform.

  • Automation The use of AI and rule-based logic to perform bookkeeping tasks like categorization, reconciliation, and entry creation without manual input.
  • Confidence Level The AI's estimated likelihood that a transaction was categorized correctly. Higher confidence means fewer reviews are needed. Confidence levels are used to guide where human input is most valuable.
  • Exception A transaction or item flagged by the system because it requires human review. Exceptions may be caused by low confidence, missing data, or a break from learned patterns.
  • Entity Any client your firm manages through Botkeeper. Each entity represents a single business and may have its own data connections, settings, and workflows.
  • General Ledger (GL) The accounting system connected to Botkeeper, such as QuickBooks Online (QBO) or Xero. This is where finalized entries are posted once reviewed or automated.
  • Reconciliation The process of comparing account data (such as bank statements) with what’s been recorded in the GL, resolving discrepancies, and ensuring accurate reporting.
  • Review The step where a human user confirms, adjusts, or resolves a flagged transaction. Review trains the system over time and improves future accuracy.
  • User Anyone with platform access—can include firm staff or external collaborators, depending on permission level.
  • Task An individual work item assigned within the system. Tasks are typically tied to clients or processes and can be tracked, completed, or commented on.
  • Client View The state of the platform when a specific client is selected. This view unlocks client-specific tools, workflows, and data visibility.
  • Global View The state of the platform when no client is selected. Used to monitor or take action across multiple clients at once.
  • Permissions / Role Defines what a user can access or edit within the platform. Roles are used to manage access across teams and ensure proper visibility.
  • Account Executive (AE) Your initial point of contact during the sales process. The AE helps your firm evaluate Botkeeper, navigate pricing and licensing, and align the platform to your goals. Once you’re signed, the AE typically transitions your account to the Customer Success team.
  • Client Success Specialist (CSS) The person responsible for helping your firm get value from the platform after you've signed. Your CSS supports rollout, answers questions, provides best practices, and partners with you on adoption, training, and long-term strategy.
  • Dedicated Accountant (DA) An accounting resource provided by Botkeeper as part of a services engagement. This person works inside your firm’s systems and processes, supports your bookkeeping tasks directly, and acts as an extension of your internal team. Firms typically use a Dedicated Accountant to increase capacity, maintain consistency, or free up staff for higher-level work.