Clients

Clients in the firm console is your roster: every business your firm looks after. Each row shows the client, the access your firm holds, their AR outstanding and AP outstanding (money owed to them and by them), what Needs attention, and their Last activity. Click a client to open their page, where everything you do for them lives.

Before you start

• To add clients, your firm role needs permission to manage clients - by default the firm owner and firm admins.
• To add and edit contacts, your role needs permission to manage contacts (by default also practice managers). Sending invitations needs permission to manage requests (by default also practice managers and bookkeepers).
• To open a client’s books, your role needs permission to open client workspaces.

Two kinds of client

When you add a client you choose what kind it is. The choice decides where the client signs in.

Workspace

Bokapsys creates a full workspace for the client - their own books, bank feeds, reports and invoicing - and your firm can open it. The client’s contacts sign in to the Bokapsys app and work with you under My Accountant. Choose this when you keep the client’s books in Bokapsys.

Track only

No workspace is created. You still get the client’s contacts, documents, requests, questionnaires, signatures and messages, and the client works with you through your secure client portal. Choose this when you do the books elsewhere, or only do their tax or advisory work.

A track-only client shows a No workspace badge on the roster. If a track-only client later opens their own Bokapsys workspace with the same email address and connects it to your firm, everything you have already exchanged with them carries over.

Add a client

1. Go to Clients and click Add client.
2. Enter the Client company name.
3. Choose the Client type: Workspace or Track only.
4. For a workspace client, pick Your firm’s role in their workspace - the level of access your firm will have in their books.
5. Under the invitation section, enter Their name and Their email address, and optionally A note to include.
6. Click Create and send invitation. If you leave the email blank, the button reads Create workspace or Add client, and you can invite the contact later.

What the client receives

Every invitation contains a sign-in address and a temporary password. The client chooses their own password the first time they sign in, and the temporary password stops working once they do. An unused temporary password expires after seven days.

• Workspace client - Bokapsys creates their account for them and they become the owner of their workspace. They sign in to the Bokapsys app.
• Track-only client - they sign in to your client portal.
• Address already on Bokapsys - if the email already belongs to a Bokapsys account, nothing about that person’s password changes. They are given access and told so by email.

Note

A workspace your firm creates has no owner until someone at the client accepts an invitation. Until then, only your staff can open it.

To work with a company that already has its own Bokapsys workspace, use Invite an existing client instead. See Client access.

Contacts and invitations

The Contacts tab on a client’s page lists the people you deal with at that client. A note above the table tells you which door this client uses: the Bokapsys app (for workspace clients) or your client portal (for track-only clients).

1. Open the client and go to Contacts.

2. Click Add contact and fill in Full name, Email, and optionally Job title, Phone and Notes.

3. Tick Main point of contact if this is the person you deal with most, and Give them access to the client portal if they should be able to sign in.

4. Click Add contact.

5. When you want them to start, click the paper-plane button on their row (Send invitation to join). Bokapsys emails them a sign-in address and a temporary password.

Once a contact has access, the same button reads Resend invitation and sends a fresh temporary password - useful if the first one expired.

The Access column

Status	Meaning
Not invited	The contact cannot sign in. Send an invitation to let them in.
Invited	The invitation was sent, but they have not signed in yet.
Joined	They have signed in at least once.

Under each status, Bokapsys shows where that contact signs in. Open a contact (View contact) to see when they were invited and when they last signed in.

Other contact actions

The More actions menu on each row offers:

• View contact
• Edit details
• Make main contact - the main contact is the person who can invite colleagues in your client portal.
• Turn off access - their password stops working immediately. Invite them again to let them back in.
• Deactivate contact and Reactivate contact - deactivating also turns off their access.
• Remove contact

It also carries Send invitation or Resend invitation, the same as the paper-plane button.

Who works on a client

The Our team tab on a client’s page lists who at your firm looks after them. The client sees this list under Your team, and it is who they can write to.

1. Open the client and go to Our team.
2. Use Add someone from your firm to add people.
3. For each person, describe what they do for this client - for example “Bookkeeper” or “Tax partner”.
4. Click the star to Make this person the lead. A client has one lead.
5. Choose whether each person is Shown to client or Hidden.
6. Click Save team.

Bokapsys suggests people to add based on who already owns this client’s jobs, tasks and time.

Until you assign anyone, the client sees whoever has actually worked on their jobs, tasks and time, and failing that your firm’s owner - so a client is never left with nobody to write to. Once you save a team, only the people you marked Shown to client appear.

The client page

Each client’s page shows their AR outstanding, AP outstanding, Unmapped statements and Pending approvals, then these tabs:

Tab	Covered in
Contacts, Our team	This page
Messages	Messages
Requests	Requests
Documents	Documents
Jobs	Jobs and tasks
Time	Time and billing
Signatures	Signatures
Organizers	Organizers
Meetings	Meetings
Engagement	The record of the relationship: when and how it started, legal name, entity type, fiscal year end, your own reference, services in scope, engagement letter status, primary contact and portal access, plus your people on this client and the client’s own team.
Our access	Client access

The Everything tab shows all of these on one page.

End an engagement

On the Clients roster, use the end-engagement button on a client’s row and confirm. Every member of your firm loses access to their books immediately. Their data is untouched, and they can invite you back later.

Related

Client accessWhat you can do in a client's books, and how to ask for more.

The client portalWhat your clients see once they sign in.

Team and rolesInvite firm staff and set their roles.