How do I add a client?

Choose the applicable platform for the client you wish to add:

Adding a client in a legacy (non-Infinite) platform:

To scope a new client, click on Client and User Management on the left-hand navigation, and select the Clients tab from the top navigation. Click on Scope Client on the top right of the Clients tab.

The Scope Client button opens to a new window, displayed below:

Select a Client Type (bookkeeping, platform only), and fill in the appropriate fields.

Once all the appropriate fields are completed in the Company Information and Services tabs your next step is to Deploy this client
Click the Action button in the upper right corner of the scoping window
Select the Deploy option from the drop down list
- If the Deploy button is not eligible for selection review the details in the Company and Services tab to ensure you have completed all the required fields (denoted with an *)
You will be asked if Clean-up services are required and finally presented with acknowledgements before being requested to sign and deploy your client

Adding a client in Infinite (tech-only):

Adding a client is simple. From most places in the platform, you will see a blue button in the top bar near your profile. It will take you to Client and User Management, where you can add your client:

You can also go directly to Client and User Management if you prefer. Once there, you will see a green button:

Simply click the Add Client button, and follow these simple steps:

NOTE: The number of steps will change based on whether you configure any accounts for Smart Connect in Step 3. If there are none, the wizard will skip step 4 and take you straight to "Customize AI," where you can configure GL Automation if desired.

⚠️ If you leave the Add Client wizard before completing all steps, you will need to continue your progress manually. This article will help guide you in doing that.

STEP 1: Enter client details (QBO or Xero)

Input the client's details, including their name, primary and secondary industry, accounting software, and primary point of contact. You may add a user already in the system as your point of contact, or select "Invite New User" from the dropdown menu when adding your client, if that user isn't currently in the system.

If the client is a DBA, you may also add that name.

If your client is on a QBO or Xero ledger, you may now proceed to Step 2. If the client is on another ledger, proceed to the note below.

For non-QBO or Xero ledgers:

Note that if your client is on a GL other than QBO or Xero, your Add Client window will change to resemble this:

Step 1 other

Your final step will be to connect any financial institutions:

step2 other

STEP 2: Connect the client's general ledger (QBO and Xero only).

If your client's GL is QBO or Xero, connect their GL to the platform. Select their accounting software, then click the button to visit the GL and connect it to the system

Once connected, you'll receive the following notice:

NOTE: When a new client is added to the platform and no GL is connected (done by pressing "skip" instead of connecting the GL), a task will be automatically generated for the Client Point of Contact as a reminder to connect the GL. Pressing skip will bring you to the following screen, which will complete the Add Client experience:

QBOXera skip GL connect

STEP 3: Connect the client's accounts.

You'll connect the client's financial institutions in this step, choosing between using Smart Connect or GL Automation. The best use case for each is laid out for you as shown below.
Choose the accounts that will use Smart Connect, and the accounts that will use GL Automation, if applicable. When selecting GL Automation, you will also need to choose the accounts that will temporarily hold transactions for the AI to process. For Smart Connect accounts, you'll need to press the blue Connect button to connect the institutions to Botkeeper, or choose to request a connection via Smart Link using the Request Connection button.
When connecting the account, click the Next button to accept the terms and conditions, and advance to authenticating the account connection.
Once you have connected all accounts, proceed to step 4.

**NOTE: When choosing to email a Smart Link, the platform sends the email "behind the scenes," to only a single email address; and you will not receive any notification or receipt of the email. If your client doesn't receive this email, you will need to send it to them manually. You will find the Smart Link in a task assigned to you after you choose to have an email sent to your client. You may copy it and choose another method to send it to your client.

STEP 4: Customize AI

Customize how Botkeeper Infinite uses the information in the GL to build the machine learning model. Use all the data available in the GL, or specify the dates the model should use to train on. You'll answer the two questions shown, then identify:

Accounts you would like the machine to omit learning from in your client's GL.
A materiality threshold that if met or exceeded will require that transaction to be manually reviewed before posting to your client's GL.
Who transactions should be sent to for review; if left blank these transactions will require a proactive review as no one will be notified that these transactions are sitting in the Needs Review tab.

Once the above settings are completed, click the Done button.

Note, if you selected No for the question Is all the transaction data available in the GL accurate and consistent?, then you will need to set your client's GL training dates. You'll do this by choosing a start and end date for the machine to learn from your client's historical transactions. Below is an example of what this would look like.

Your start date should be timed with the last transactions being worked via the GL Bank Feeds to avoid duplicates:

Disable Bank Feeds in client’s general ledger (QBO/Xero)
- Reconcile through a specific date in the month.
- Disconnect the bank feeds.
- Configure Transaction Manager for the following business day.

Click Done, and you've done it!

Adding an Infinite Client With Services:

Execute the steps for adding an Infinite Client, then do the following:

Once your client has been added to the system, go to the Client & User Management > Clients.
Select the client you would like to add services for.
When the window refreshes it will take you to the Details tab.
Click on the Add Services button.
Your window will refresh and you will be presented with the client's scoping tool.
From the Company Information tab, change the Client Type to be Bookkeeping.
Complete the rest of the onscreen required fields.
Click the Continue button in the lower right corner or select the Services tab.
Complete the required fields regarding what services you would like Botkeeper to manage on behalf of this client.
When finished, click the Action—Deploy button.