Manage your clients on Receipt Bot
Receipt Bot offers a platform to streamline accounting tasks for multiple clients. You can manage multiple clients using a single credential in Receipt Bot without any additional cost.
In this article, we aim to explain the following:
Onboarding new clients
You can refer to the following steps to onboard new clients to the Receipt Bot:
Step 1 – Add a business in the Receipt Bot with the client’s or their business name. A business is simply a container to organize the documents; you can add individual details as well, if the client is not a registered business but a person or sole trader. (Please refer to the following article: Setup a new business/entity in Receipt Bot.)
Step 2 – Integrate the business with accounting software. (Optional)
Step 3 – Invite the client to the new business that is set up for them. (Please refer to the following article: Invite users to Receipt Bot.)
Step 4 – Share the business document inbox email with the client to allow them to upload documents via email. (Please refer to the following article: Auto-forward emails for document recording to the Receipt Bot.)
Step 5 – Advise the client to install the Receipt Bot mobile app to scan bills and receipts and upload them to Receipt Bot on the go. (Please refer to the following article: Upload documents from mobile.)
Manage the client’s access
Once the clients are invited, you can monitor and manage their activity.
Monitor Client Activity
The practice dashboard provides an overview of all the clients under your management. It lists each client’s business along with key information such as the number of documents currently in progress, documents ready for export, and the date of the last upload.
This overview helps you track client engagement. For example, if a client hasn’t uploaded any documents recently, you can follow up with a reminder to ensure timely data entry.
Please refer to the following article: Overview of the practice management page.
Manage Client’s Permissions
You can also remove or update a client’s access permissions at any time. If a client no longer requires access or if their role changes, you can revoke access or adjust their permission level accordingly.
Please refer to the following article: Manage client’s access to business.
Assigning Staff to Clients
In addition to managing clients, you can invite staff members from your practice and assign them to access clients. This ensures everyone in your team has the appropriate access and visibility based on their responsibilities.
Please refer to the following article: Manage staff member access to practice.
Offboarding your clients from Receipt Bot
If a client switches to another accountant or you no longer need to manage their account, you can offboard them from Receipt Bot in one of the following ways:
Option 1: Remove Client’s Access
If you’d like to preserve the client’s historical data but remove their access to the business:
Step 1 – Remove the client’s access from the business. This will revoke their login permissions without deleting any data. Please refer to the following article: Remove users’ access to a business.
Step 2 – Modify the document inbox to avoid document upload via email. Please contact the support team via the in-app web chat or email to request a modification to the document inbox email.
Option 2: Delete Client’s Data
If you prefer to fully remove the client’s data from Receipt Bot, simply delete the business associated with the client from your Receipt Bot account. This will permanently remove all associated data, including uploaded documents, user access, and business configurations.
Please refer to the following article: Remove business & delete business data.
Related Help Article
Frequently Asked Questions
Q: Can clients use the Receipt Bot on different devices?
A: Yes, Receipt Bot is accessible on multiple devices. Clients can use the web version and install the mobile apps for added convenience.
Q: Is there a limit to the number of businesses I can add as an accountant?
A: Receipt Bot offers flexibility. Accountants can add multiple businesses under a single account, streamlining management for handling various clients. There are no charges for adding a client to Receipt Bot; the credits are consumed only when you process a document for a client.
Q: Can clients customize access for their team within Receipt Bot?
A: Yes, Business Admins can manage and customize access levels for their team members within Receipt Bot to align with their business.
Q: What accounting software does Receipt Bot integrate with?
A: Receipt Bot supports integration with various popular accounting software, including QuickBooks Online, Xero, and Sage One.