Manage your clients on Receipt Bot
Receipt Bot provides a robust platform to streamline accounting tasks and optimize client management for accounting firms. With features like adding multiple businesses, dedicated email inboxes for each business, and seamless integration with client’s accounting software, Receipt Bot aims to enhance the overall experience for accountants to manage your clients on Receipt Bot.
In this article, we aim to explain how to:
Onboarding your clients on Receipt Bot
Receipt Bot allows you to manage each client separately by setting up a separate business for each client under a single account/subscription. Here is how you can onboard your clients on Receipt Bot:
Step 1 – Add a business in the Receipt Bot with the client or his business name.
Step 2 – Integrate the business with the client’s accounting software.
Step 3 – Invite the client to his business.
Step 4 – Share the business document inbox email with the client to upload documents via email.
Step 5 – Advise the client to install Receipt Bot mobile apps to record their expenses on the go.
Manage client access
Receipt Bot allows you to manage the access level of your client in the business, you can edit the role of existing users and remove access altogether.
For editing the access level and details of your client, you can follow these steps:
Step 1 – From the dashboard, click the gear icon 
Step 2 – Select the ‘business setting’ from the drop-down menu.
Step 3 – Navigate to the ‘Users’ tab.
Step 4 – Click the pencil icon 
for the relevant user.
Step 5 – Now edit the client details and access level; you can assign the following roles to a client:
Business Admin
This role has complete access to the invited business but no access to the practice dashboard, billing, or adding new business. Users with this role can perform the following actions in the Receipt Bot.
- Upload documents.
- Approve or export documents.
- Manage integration for business.
- Manage other users’ access at the business level.
Pro tip: As an accountant, you should use this role for inviting client business’s top management so they have complete access to their business.
Business User
This role has restricted access to a business and can perform the following actions in the Receipt Bot.
- Upload documents.
- Approve or export documents.
Limited access (data upload by user)
This role has access to only that data, which is uploaded by themselves. It is useful in cases where you do not want two users from the same business to view each other’s data. Users with this role can perform the following actions in the Receipt Bot.
- Upload documents.
- Approve or export only those documents which are uploaded by themselves.
Limited access (No Approval/Export)
This role has access to only the data that is uploaded by themselves. It is useful in cases where you do not want two users from the same business to view each other’s data. Users with this role can perform the following actions in the Receipt Bot.
- Upload documents.
- View only those documents which are uploaded by themselves.
Step 6 – Click the ‘Save’ button to update the access level and details.
To remove the client’s access from the business, you can follow these steps:
Step 1 – From the dashboard, click the gear icon
Step 2 – Select the business setting from the drop-down menu.
Step 3 – Select the checkbox for the user to be removed.
Step 4 – Click the ‘Remove User’ button.
Step 5 – Now click the ‘Yes’ button to remove the user access from business.
Offboarding your clients from Receipt Bot
Concluding a professional relationship with a client as an accountant requires a structured offboarding process in Receipt Bot. There are two approaches to how you should offboard your client in Receipt Bot:
Data Retention for Record-keeping:
To retain your client’s data in Receipt Bot while offboarding, you can follow these steps:
- Remove client access from the business.
- Contact the Receipt Bot support team through web chat or email at hello@receipt-bot.com to modify the document inbox email for the business. This ensures that the client can no longer upload documents to the business within the Receipt Bot.
Data Deletion:
- If you opt not to retain your client’s data, a straightforward approach is to delete the business within your Receipt Bot account.
FAQS
Related Help Article
Manage users’ access to business