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 clearly 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.