Receipt Bank Setup Process

Receipt Bank are our App of the Month for May, so we thought we'd share some of our top-tips for getting your clients setup on Receipt Bank successfully.

Register for our upcoming webinar with Receipt Bank on 19th May at 10am

This is our process for setting up Receipt Bank if you are doing the bookkeeping for your client. You might integrate these steps into an overall setup job template that includes steps for setting up the accounting platform so that you're sending consolidated communications that cover everything you need from them across the different software they will be using.

It is important when agreeing the service variables with the client, that you confirm their line-item preferences, and ensure that they are aware of any additional charges associated with these. 

Setup license

  • Integrate with accounting software.
  • Configure the integration settings. It’s useful here to include detail on what your standard settings are within the task description so that your staff can follow it. Including images and videos will help with staff training.
    Adding in auto-publish exceptions is useful to catch out data submission errors.
  • Configure the system settings. This should include setting global defaults for due dates. The UK default for invoices is within 30 days of getting your invoice or the goods or service.
  • If the business is already established and you already have supplier data to refer to, then take the time to use this data to set up supplier rules, as these are crucial to achieving automation efficiency.

Checkout our guide to When and How should you use Automatic Publishing in Receipt Bank.

Confirm payment methods, users, and line item preferences.

Send an email to your client to obtain all of their payment methods and confirm the number of users that are required and their email addresses. At this point it is also worth asking whether there is any specific tracking category that can be attributed to a user by default.

Send confirmation email and training guidance

  • Add payment methods and associate to correct accounts.
  • Add users, sending them notifications.
  • Then send an email to new users including:
    - Confirmation you have added them as a user, and what their email-in address is.
    - Recommendation to setup 2 factor authentication for additional security.
    - Any relevant information about expense reporting periods.
    - Pre-recorded content on how to submit items, including through invoice fetch, and use the app. This should be a template email. If you don’t have any of your own, use Receipt Bank’s own content such as this:

Steps to include in your bookkeeping job

Every time you complete the bookkeeping, the process should include:

  • Adding rules for new suppliers.
  • Asking the client to set up a fetch for relevant suppliers.
  • Setting up new payment methods as they arise.
  • Confirm with the client whether there has been any changes to default tracking categories for each user.

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