Bokapsys for accounting firms

Bokapsys has a dedicated workspace for accounting and bookkeeping practices. A firm workspace opens on the firm console, a practice-management home that lists every client you look after and the work you owe them. From there you can open any client’s books, collect their documents, send requests and questionnaires, track jobs and time, bill that time, and get documents signed.

Your clients choose how they work with you. A client with their own Bokapsys workspace works with you from My Accountant inside their app; a client without one uses your secure client portal. Either way, they see the same thing. See The client portal.

Sign up as a firm

1. Go to the Bokapsys sign-up page and click Set up a firm account (under “Are you an accountant?”). You can also go straight to /signup?type=firm.

2. Fill in Create your firm account with your firm’s name, your name, email address and a password, then click Create account.

3. Verify your email address using the link Bokapsys sends you.

4. Sign in. You land on the firm console.

You sign in at the same Bokapsys sign-in page as everyone else - there is no separate login for firms.

The firm console

The firm console has its own sidebar:

Item	What it is for
Overview	Headline numbers - Active clients, Pending requests, Firm staff and Client seats granted - plus a roll-up across your clients and a list of clients whose bookkeeping needs attention.
Clients	Your client roster. Add clients, open their books, and open each client’s page. See Clients.
Work	My tasks (everything assigned to you across every client) and All jobs. See Jobs and tasks.
Documents	Every client’s document vault side by side, with search across all of them. See Documents.
Templates	Reusable jobs, document requests, folder structures, organizers and access levels.
Signatures	Documents clients have sent for someone at the firm to sign. See Signatures.
Requests	Access requests you have sent to companies that already use Bokapsys. See Client access.
Staff	Everyone at the firm, their role and whether they can open client workspaces.
Firm settings	Your firm’s legal name, website, client support email, the access you ask new clients for by default, and your hourly rates.
Firm workspace	Leaves the console for your firm’s own books.

The bell at the top of the console carries everything clients do: a reply or a new conversation, a document uploaded against a request or shared from their own folders, a questionnaire sent back, and a signature waiting on you. Clicking a notification opens that client on the right tab.

Your own books still work

A firm is a Bokapsys workspace like any other. Click Firm workspace at the bottom of the console sidebar to use the full app for your practice’s own bookkeeping - bank feeds, invoicing, reports and the rest. Click Firm console in the app sidebar to come back.

When you open a client’s books, a banner reads “You’re working in [client] on behalf of [your firm]. All actions are audited.” Click Back to firm to return to the console.

Firm roles

Firm staff use the standard Bokapsys roles, shown with practice-friendly names. You invite staff and change their roles in Team Management; the Staff page links there.

Role	Typical use
Firm owner	Everything, including firm settings.
Firm admin	Everything except editing the firm profile.
Practice manager	Runs client work: opens client books, manages contacts, documents, requests, jobs and signatures, and assigns work to other people.
Partner	Opens client books, reviews documents and work, sees billing and signs on the firm’s behalf.
Bookkeeper	Opens client books, uploads documents, sends requests and signature requests, and works on jobs.
Reviewer	Read-only view of clients, documents, requests and jobs.
Limited access	Can see the client list only.

Anyone whose role lets them open client workspaces automatically reaches every client on your roster, at the access level each client has granted. You can build custom roles in Team Management if the defaults do not fit.

Tip

Only roles that can assign work to other members of the firm - by default the owner, admins and practice managers - can put work on someone else’s plate. Everyone who can edit a job can still claim a task for themselves.

What the client always controls

Your access to a client’s books is granted by the client and can be changed or withdrawn by them at any time. Some permissions can never be granted to a firm at all, such as deleting the workspace or managing its team. See Client access.

Where to go next

ClientsAdd clients, invite their contacts and assign your team.

Client accessAccess levels, access requests and opening a client's books.

DocumentsA private, versioned vault for each client.

RequestsAsk for documents and let Bokapsys chase them.

MessagesConversations with clients and notes for your team.

Jobs and tasksTemplates, recurring work and assignments.

Time and billingTimers, rate cards and invoices from time.

SignaturesGet documents signed in both directions.

OrganizersBuild and send client questionnaires.

MeetingsTurn a recording into a write-up and tasks.

The client portalWhat your clients see and how they get in.