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Tips & Tricks: Using Botkeeper to the Fullest

Here you'll find some useful and productive ways to get the most out of the Botkeeper platform.

Firms that succeed with Botkeeper make it part of how their firm runs. It shows up in onboarding checklists, client workflows, review habits, and internal reporting. The team knows where to go, what to do, and how to move work forward without chasing status updates or digging through tools.

Review happens regularly and gets resolved quickly. Tasks live in one place. Clients are added early and managed consistently. Team members use the platform as part of their day-to-day—not as a side system, but as the operational layer that ties it all together.

Success means automation is working in the background, and the team is using what the platform surfaces to make faster decisions and provide better service. As client count grows or team roles shift, the system flexes with them—because it’s already baked into how the firm operates.

This guide outlines the real behaviors and decisions that lead to that kind of outcome—and how to apply them across your team.

1. Lead the Change

Create focus from the top

Change sticks when leadership creates space for it. When a new system is treated like an upgrade—not an experiment—teams rally around it. They make it part of their workflow, not just something to test on the side.

Reinforce the shift

Introducing something once isn't enough. Teams need reminders, reinforcement, and small cues that say “we’re working differently now.” That consistency from leadership is what turns rollout into routine.

2. Expect a Learning Curve

Every great tool requires some ramp

This isn’t plug-and-play—and that’s not a drawback. With any system that replaces manual work and helps teams operate differently, there’s a ramp. Knowing that going in makes everything easier to navigate.

Review builds intelligence

When you’re asked to confirm or clarify something early on, that’s how the system gets smarter. Every input you give now becomes a decision the platform remembers.

More interaction = faster payoff

The firms that engage early see sharper automation, cleaner reviews, and more consistency—because the platform has been trained with real behavior, not assumptions.

3. Assign Clear Ownership

Give rollout a name and a face

When one person or team is responsible for onboarding and internal adoption, progress moves faster. Questions get answered. Tasks get tracked. And it doesn’t sit in limbo.

Make it visible

Internal ownership isn’t just about assigning tasks—it’s about showing the firm that this is happening, there’s a plan, and someone’s making sure it sticks.

4. Set Aside Dedicated Time

Fast doesn’t mean rushed—it means focused

Rolling out the system doesn’t need to take weeks. It just needs clear time on the calendar. A couple of hours is often enough to get dozens of clients into the platform and start building momentum.

You can get a lot done in a short window

Onboarding an entity takes 2–5 minutes. That means you can move quickly—as long as you carve out the space to actually do it.

5. Go All In

Widespread usage creates clarity faster

Trying it with a handful of clients can delay your results. Without critical mass, patterns don’t form, teams don’t build fluency, and the platform stays in trial mode longer than it should.

Starting strong leads to better outcomes

The firms that get the most out of Botkeeper load their full client list early. They give their team a chance to build confidence right away. And they let the system start learning across real, varied data—not just isolated use cases.

The result: stronger adoption and faster returns

Going all in doesn’t mean doing everything at once—it means being intentional, setting up the foundation, and letting the system do what it was designed to do.

6. Engage With the Platform Early and Often

Using the system is what makes it work

Once clients are in, the best thing you can do is start interacting. Open tasks. Clear reviews. Check exceptions. Move work through it. This is how teams learn—and how the platform gets sharper.

Every interaction moves you forward

Marking something reviewed, assigning a task, training a model—it all adds up. These actions create your firm’s patterns. The more consistently your team uses the platform, the more intuitive it becomes.

Don’t wait for perfection to engage

You don’t have to have every client 100% connected to start. Early activity builds comfort, fluency, and trust. And that momentum helps the rest of your rollout move faster and with less resistance.

7. Normalize New Habits

Make the platform part of your daily workflow

The more you anchor daily activity inside the platform, the faster it becomes second nature. Tasks, comments, reviews, uploads—when those actions live here, your team isn’t toggling between old and new. They’re just working.

Set the tone that this is the new normal

This isn’t a test run. When teams treat the platform as the default—not the backup—adoption feels natural. It’s less about compliance, more about clarity.

Build consistency over time

It doesn’t have to be perfect from day one. What matters is creating a rhythm: same place, same process, same expectations. That kind of consistency compounds fast.

8. Use Support Strategically

Asking early keeps things moving

You don’t need to wait for a problem to reach out. Support can help clarify steps, guide tricky setups, and keep your team moving—before small questions slow anything down.

It’s not just troubleshooting—it’s enablement

Support isn’t only for when something breaks. It’s there to help you think through rollout, structure your setup, and navigate edge cases as they come up.

The fastest firms lean on support early

We’ve seen it across the board—firms that get ahead of confusion, loop in support proactively, and treat it like a partner move faster, hit fewer snags, and build more confidence from the start.

9. Operationalize It Firm-Wide

Your most successful peers aren’t just “using” Botkeeper—they’re building it into the way their firm runs

It’s in their onboarding checklists. Their internal workflows. Their client conversations. It’s the system they use to reduce friction, route tasks, and access financial insights—whether they’re supporting 10 clients or 300.

They bring the whole team in

This isn’t just a tool for bookkeeping support or one department. High-performing firms extend Botkeeper across tax, CAS, and admin. Everyone works inside the same platform, which means fewer handoffs, tighter workflows, and no duplication of effort.

If your whole team isn’t in it yet, that’s the move. Make it the default—not a silo.

They embed it into client onboarding

The most efficient firms don’t wait until books are messy to introduce Botkeeper. They build it into new client onboarding right from the start. The faster a client enters the system, the faster they get into rhythm—and the less follow-up the firm has to chase later.

10. Set Expectations With Clients

If your clients will engage with the platform, let them know what’s coming

Some firms roll out Botkeeper purely behind the scenes. Others have clients upload docs, respond to system prompts, or engage more directly. When that’s part of your setup, it helps to let them know.

A simple heads-up goes a long way

You don’t need a formal rollout or a training deck. Just let them know how things will shift, what the platform might ask for, and where to go if they have questions. It keeps things smooth, avoids surprises, and helps clients stay responsive.

11. Bring the Insights Into the Room

The data already in your platform can drive stronger conversations

Firms using Botkeeper to its full potential don’t just automate tasks—they bring key insights into planning, check-ins, and client strategy. The platform isn’t just about completing work—it helps elevate how your team communicates, advises, and plans.

Use what’s built in

  • Smart Connect provides real-time visibility into cash and credit positions—ideal for client health checks, forecasting, and cash planning

  • Business Insights makes it easy to generate clean, customized reports and visuals that support deeper conversations

  • Firm Insights gives you visibility across internal workload, trends, and performance so you can make better resourcing and planning decisions

Real-time access leads to better outcomes

You already have the data flowing through the system. Putting it in front of clients—or in front of your team—helps drive clarity, action, and value.

12. Layer in Services When It Makes Sense

Some firms reach a point where added support keeps things moving

Once the platform is fully embedded in your workflows, there may come a time when your team needs more hands to keep pace with growth, workload, or shifting priorities. Services become an easy next step—another way to get the work done without slowing your firm down.

Where services typically make the biggest impact:

  • Taking on more client volume without overloading internal teams

  • Staying ahead of month-end close when internal resources are limited

  • Expanding your client base or offerings without needing to hire immediately

  • Managing temporary gaps in staffing, transitions, or capacity surges

This is about extending your model

You already have the system in place. Services can plug in alongside your workflows and processes, giving your firm the flexibility to handle more—without needing to change what’s already working.

13. Monitor Performance with Firm Insights

Visibility helps you stay ahead

Firm Insights gives you a clear view into how your team is interacting with the platform, how automation is performing, and where things are moving smoothly—or might need attention. It’s an easy way to keep a pulse on what’s working and where to optimize.

Use data to stay aligned and focused

You can track team activity, review patterns, exception volume, and workload distribution—all in one place. It’s a way to keep the firm running smoothly, make smart adjustments, and stay confident in your progress as you grow.

14. Join the Botkeeper Community

Botkeeper University gives your team more ways to level up

Whether you're onboarding new staff, brushing up on workflows, or looking to deepen your platform knowledge, Botkeeper University is available on demand. It’s built for accounting teams—fast, direct, and focused on real-world use.

Join the community to get the most out of your investment, stay current on features, and keep your team moving forward together.

Make It Yours

Every firm works a little differently—but the ones that get the most out of Botkeeper have one thing in common: they commit. They treat the platform like infrastructure, not a side tool. They get their team on board, stay engaged, and build around it.

This guide isn’t a checklist. It’s a blueprint. Use what fits, build what works, and keep going until Botkeeper isn’t something you think about—it’s just how the work gets done.