How do I provide Botkeeper access to my clients' books (QBO/XERO)?

The steps taken to provide Botkeeper access to your client’s books depends on the general ledger your client is using. 

Botkeeper supports QBO or Xero.  Please navigate to the section of this guide to reference the appropriate steps you can take to provide Botkeeper access.

QuickBooks Online (QBO)

There are two ways in which you can provide Botkeeper access to your clients’ books. They are listed in preferential order below:

1. Invite Botkeeper in as a team member to your existing QBOA 
2. Invite Botkeeper as an accountant seat user to each Botkept client’s QBO general ledger account

Invite Us In As A QBOA Team Member

Please take the following steps to invite us in as a QBOA team member. Note, you will need to be an Admin user to perform these steps:

• Log into your QBO Accountant system
• Under the Your Practice menu, click on Team

• When the window updates, click on the Add user button 

• Enter the following details in the Personal Info:

1. First Name: AI
2. Last Name: Access
3. Email: We will provide this information to you

• In the Roles section, select the Standard no access 

• In the Access to clients section

1. Expand the Edit client access
   1. Use the Search clients text box to search for the clients Botkeeper will be managing
   2. When the client appears in the delimited list put a tick mark in the tick box
   3. Repeat steps 6b and 6c until all clients that Botkeeper will be managing have a tick in their respective tick box

• Scroll down to the bottom of this window and click the Send Invitation button

• Botkeeper will now receive the invite and confirm we have access to support your scoped client(s)

Invite Us In As An accountant Seat User 

1. Sign in to QuickBooks Online as a primary admin
2. Select the Settings ⚙️ icon
3. Select the Manage users option
4. Select the Accounting firms option
5. If you are inviting an accountant for the first time, 
   1. Enter the accountant's email address: access@firm.ai
   2. Select the Invite option
   3. Follow the prompt to verify your account
6. If you are adding a second accountant
   1. Select the Invite option
   2. Enter their name and email address
   3. Click the Save button
7. Your accountant will be sent an email with a link to sign into your QBO company - If it is their first time logging into QBO they will be prompted to create an ID
8. Until your accountant signs in
   1. Their status will remain as Invited on the Manage users page
   2. After accepting the invitation, their status changes to Active

Xero

1. Log into Xero
2. Click on the Organization Name from the left navigation pane
3. Click on Settings
4. Click on Users
5. Click on Invite A User
6. Enter the new user's info:
   1. First name: Client Name
   2. Last name: AI Access 
   3. Email address (Partner): access@firm.ai  
   4. Note: The email address you send the invite to will be the user's login email address
7. Click on Send Invite
8. Navigate to the User profile
9. Click on the Advisor access
10. Check the Manage Users tickbox
11. Click the Update Permissions button

If 2FA Verification is required for your 3rd party application please adhere to the following:

1. Setup with either the following:
   1. Email address: verify@firm.ai 
   2. Phone number  (716) 226-0335
2. Not all applications require an email address, there are times that it only asks for a number to send the code via sms or call