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Scoping an entity

Scoping an entity is quick and easy with Botkeeper's scoping tool.

Introduction to the scoping tool

Botkeeper’s Scoping Tool creates a lean and efficient client onboarding process to the Botkeeper platform. After filling out the pertinent information on your clients, you'll be provided with an output of calculated suggestions for the best Botkeeper packages and services for your individual clients’ needs based on their actual books! It’s fast, secure, and super-efficient, taking about 5 minutes per client. Yes—we said 5 minutes.

To navigate to Scoping Tool:

  1. Log into BOS
  2. Navigate to Client & User Management
  3. Select the Clients
  4. Click Scope Clients and follow the on-screen instructions

The table on the left will allow you to:

  • Search for existing clients records
  • View your client list with their respective statuses
  • Delete a client (not ongoing clients)
  • Navigate to client analytics

The space on the right displays:

  • questions needing an answers
  • summaries of the chosen services and completed Q&A for completed clients

Botkeeper Entity Fit & Onboarding Flowchart

Please note that this is specific to firms using our Basic/Advanced services

This simple step-by-step guide helps you quickly determine whether a new entity is eligible for Botkeeper, identify the appropriate scope of services or platform access, and smoothly onboard them onto the Botkeeper platform. Please follow each step carefully to ensure an efficient and accurate onboarding process.

🚩 Step 1: Immediate Disqualifiers (All entities)

Before moving forward, we must first confirm the entity doesn’t fall into specific industries or circumstances that we cannot support at all. Checking this early prevents unnecessary work downstream.

Check for immediate disqualification (entity must not be in these categories):

Is the entity:

  • 🚫 Healthcare?

  • 🚫 Government requiring security clearance?

  • 🚫 Cannabis without continuous banking?

  • 🚫 Non-U.S. based?

If YES to any:  ⛔ STOP: Entity is not eligible.

Otherwise: ✅ Proceed to Step 2.

🔑 Step 2: General Ledger (GL) Compatibility

Next, confirm the accounting software compatibility. The entity's accounting platform determines whether or not we can provide bookkeeping services. If they're not compatible, services won't be available, but we might still be onboard them as tech-only to provide a limited platform experience!

Does the entity use QuickBooks Online (QBO) or Xero, or are they willing to migrate to one of these options?

  • ✅ YES (QBO/Xero compatible): Services can be provided. Proceed to Step 3.

  • ⚠️ NO (Cannot migrate to QBO/Xero): No services possible. Consider Botkeeper Lite (limited tech-only option). 

📌 Step 3: It's Time to Scope!

Select the onboarding scope clearly based on the entity’s needs and current accounting system compatibility:

Scope Accounting System Features Included
⚠️ Infinite Lite (Workflows Only) Non-QBO/Xero (e.g., QBD) - Basic workflow/task management
- Basic dashboards & reporting
- Document management
- Client & user management
- Password manager & Activity Hub
- No bookkeeping automation or services
✅ Infinite (Tech-Only) QBO/Xero Everything in Lite, plus:
- AI/ML automated transaction categorization
- Bank & credit card reconciliations
- Basic payroll categorization
- Financial statements (Income Statement, Balance Sheet, Cash Flow)
- Overall book review for unusual balances or discrepancies
🚀 Basic Services (Requires QBO/Xero) QBO/Xero Everything in Infinite, plus:
- Simple month-end journal entries
- Basic schedule maintenance with monthly journal entry
🚀 Advanced Services (Requires QBO/Xero) QBO/Xero Everything in Basic, plus:
- Advanced payroll categorization
- AP processing
- Applying payments to AR invoices
- CC merchant & POS reconciliation
- Inventory reconciliation
- Enhanced ongoing reporting support
- Monthly standard invoicing
- QBO W-9 requests
- Class, department, job/project tracking

⚠️ Special Considerations

  • Entities using QuickBooks Desktop (QBD) or other Non-QBO/Xero platforms automatically default to Infinite Lite unless migrated.

  • Nonprofit entities or other special use cases may require additional consideration—always confirm with your onboarding team.

You're now ready to onboard the entity into Botkeeper!

Head over to the Botkeeper app and follow the in-app onboarding prompts carefully to finalize setup. If you encounter questions or unusual circumstances along the way, please consult your onboarding team directly—they’re always ready to help.

Happy onboarding!

 

Meaning for each of the Entity Statuses in the scoping tool

The scoping tool has 9 different entity statuses to help you keep track of where they stand. Here's what each means.

In-Progress 

This is an entity that has started, but not completed the scoping process. This entity is not being managed by Botkeeper.

RWU - In-Progress 

This is an entity for which Botkeeper is actively completing the rapid write-up package.

Assessed 

This is an entity that has been created in the scoping tool via the Botkeeper Chrome Extension for the purpose of evaluating the entity, but has not been officially scoped or deployed.

Deployment 

This is an entity you have elected to have Botkeeper manage. It is with our Deployment team to gather the necessary information (i.e., financial statements, 3rd party application connections, anything pertinent to what has been scoped) to be able to manage this entity and approve it for clean-up or ongoing service.

Migration 

This is an active entity for which Botkeeper is performing a general ledger migration.

Clean-up 

This is an active entity that Botkeeper is bringing to a current, reconciled state.

Ongoing 

This is an active entity for which Botkeeper is currently managing the monthly bookkeeping. 

RWU - Complete 

This is an entity for which Botkeeper has completed the requested rapid write-up package. 

Terminated 

This is an entity no longer managed by Botkeeper.

Search for a Scoped Client

To search a scoped client, type in the name of the scoped client in the “Search here …” box on the left side of the “Scope Client” window. This will update the list with clients matching your search parameters. 
 

Filter scoped client by status

To filter a scoped client by status, select a status from the “Filter by” dropdown on the left side of the “Scope Client” window (existing firm clients, new firm clients, under review status, incomplete status, in-progress status, needs confirmation status, or confirmed status). This will filter the list for those scoped clients with the selected status.
 

How to view the scope of service package for a client

Whether you have scoped a new client, or made a change to an existing client’s scope of service, you can easily view this information in your portal:

  1. Enter the Client Name in the Navigate by Client search box.
  2. Click Client & User Management in the left menu.
  3. Click the Details tab.
  4. Under Client Details, you will see the selected service package as shown below. You cannot edit* this line.


You can also see any client’s scope of service package by following the applicable steps in the Global or Client view:

Global View (no client selected)

  1. Navigate to Client & User Management. 
  2. Click the Clients tab (if it is not already defaulted to this tab).
  3. Find your Client and navigate to the Partner column. 
  4. This is your client’s current scope of service package.

Client Portal View

  1. Enter the Client Name in the Navigate by Client search box
  2. Select the Client Name
  3. Click the Client & User Management 
  4. Find your Client and navigate to the Partner column 
  5. This is your client’s current scope of service package.

*In order to edit the service package, you need to visit the Scoping Tool to make the change.

Making Scope Changes for a client in Ongoing Services

Partners can make changes to scope directly in the platform via the Scoping Tool.

Common scope changes after a client is accepted into ongoing services:

  • Add or remove Bank or Credit Card account

  • Upgrade from the Basic to the Advanced package 

Step by step instructions for the Scoping Tool can be found here:

  • Once your changes are deployed, you will be notified (if notifications are turned on in BOS) or be assigned required tasks in the portal

Please note the following service start dates when scoping clients for ongoing services:

  • All Basic and Advanced service offerings; excluding Autonomous AP: 

    • Follow the first monthly close timing - all required information should be provided no later than 2 business days prior to the 15th day of the same start month

    • Services will begin as follows:

      • Weekly: within 5 business days of acceptance into ongoing

      • Daily: within 2 business days of acceptance into ongoing

  • Autonomous  AP:
    • Follows the Autonomous AP processing.

After I scope & deploy a client how long before the Deployment Tasks are assigned/seen?

Your deployment tasks should be assigned within minutes of your taking the action to deploy the client. If you are not seeing any deployment tasks 5 minutes after you deployed a client please submit a help ticket and our support team will look into this for you.\
 

Scope an additional bank account or loan for a client in ongoing service?

To scope an additional bank, credit card or loan account for a client in ongoing service, take the following steps:

  1. Log into your partner portal
  2. Navigate to Client & User Management 
  3. You will be brought to the Client listing
  4. Navigate to and select the client you would like to change the scope for
  5. Select the View Scope button
  6. The scoping tool will now launch in your window and you will be brought to the Services tab
  7. Select the +Add button from the Bank and/or CC Accounts section 
  8. A popup window will appear:

  1. Follow the on-screen prompts to search for and select your Bank Name
    1. Complete the remaining required field; indicated with a red asterisk (*)
  2. Once all fields are completed click the Save button as it will now be available for selection

Congratulations! You have successfully scoped a new bank, credit card or loan for your client in ongoing service! The newly scoped accounts will now undergo Deployment and the Client Point of Contact will receive respective Deployment tasks. These tasks will ensure we have the necessary information to be able to support the new account.