This is a step-by-step guide to implementing Xenett successfully for your firm. Follow the steps mentioned on the right panel.
We help and work with our customers to set it up. Feel free to reach us at help@xenett.com or Book a Calendar for any questions, training, or implementation-related help.
1: 🏣 Set your Firm profile
Follow the below steps to complete your firm profile:
Go to ⚙ Settings
Under the Firm Name, Click on Firm Info
Update the address and other information
Update the Firm Logo
2: 🤷🏻♂️ Set your user profile
Follow the below steps to complete your firm profile:
Go to ⚙ Settings
Under your Name, Click on My Account
Update the Phone Number and Profile picture
Enable Two Factor Authentication
Once you’ve enabled 2FA, Xenett will email you an OTP every time you log in.
3: 🤴🏻 Add Clients
To add clients to your firm, follow these steps:
On the Client list screen, Click on Add Client File
Add the client by connecting it to QuickBooks Online and Xero. You can also add client files without connecting to this accounting software. Click on Other Accounting Software
You don't get charged for other than QuickBooks Online and Xero clients. Certain features will be unavailable where accounting data is involved. For example, Clean-up Mode, Profit & Loss, Balance sheet, etc.
4: 👨👩👧👦 Add Users
👉 Understanding of User Roles
Before adding users, let us understand what different user roles are available in Xenett.
Super Admin - The one who has signed up for Xenett becomes the Super Admin and has the highest rights. Super admin doesn't need to be assigned any clients but gets it default.
Admin - This user gets the same access as Super Admin except for the access to cancel the Xenett account.
Staff - This user role can’t access the firm settings but can still access client-specific settings. Staff users can see the clients added by them but can't see the clients added by other users. They need to be assigned to the clients.
👉 Add Users
To add users, follow the below steps:
Go to ⚙ Settings
Click on the Manage Users option
Enter the Name & email address and click on Invite
Once invited, the user will receive an email to accept the invitation and set up the account.
👉 Assign admin access
When you invite any new user, it gets added to a staff user role by default. To give the user admin access, click on the three dots next to that user name, and click on Assign Admin Access.
5: 📋 Set up To-do template
You can create the template for your most standard tasks, which you often use across different clients. For example, you can create a template for Routine Bookkeeping tasks, Client Onboarding, Tax Filing, etc. Templates will help you save time as you can easily import it to the client without having to create the to-dos manually. To create the To-do template, follow the below steps:
Go to ⚙ Settings
Click on Templates
Click on To-do
Create the New Template
Start adding To-dos in the template
This video explains everything about the To-do, including how to set up the template.
6: ✅ Set up Close template
Set up the close template for your most common and standard closing tasks, which can then be imported to the clients to get started easily with the close process. While creating the templates, you can consider setting up the below:
Link Clean-up Mode Review Points, wherever applicable
Add the review checklists to your closing to-dos
Set the recurrence
Set whether you want the preparer and reviewer for the closing to-do or not. When you import them to a client, you'll be able to replace these roles with the actual user.
Set the description (SOPs or step-by-step guide)
To create the Closing to-do template, follow the below steps:
Go to ⚙ Settings, click on Templates
Click on Close
Create the New Template
Start adding Closing To-do in the template
So, we're including two videos here.
Watch this video to learn first about what's closing To-do and its features.
Watch this video that explains how to create the templates.
7: 🦸🏻♂️ Custom Branding/White labeling
To set the custom branding or white label your client portal, follow these steps:
Go to ⚙ Settings
Click on Custom Branding
You can now set Custom Domain, From Email Address, and Login page.
You can personalize the client portal by setting up the below.
Set your custom domain
The default URL for the client portal is https://portal.xenett.com. However, by setting up the Custom Domain, you can change it to a personalized URL, for example - https://portal.yourfirm.com or https://questions.yourfirm.com. It doesn't have to be the word 'portal' or 'questions' only; you can keep anything.
Set the custom email address
The default email address that is being used to send out emails to clients is notifications@xenett.com. However, you can change it to your custom email, for example - notifications@yourfirm.com or feedback@yourfirm.com. You can keep whatever you like; it doesn't have to be the same as mentioned in the example.
Login Page Image
You can change the login page image.
Firm Logo
The firm logo you update under the Firm Info setting will appear on the client portal login page.
Set the email templates that go out to the client
You can set up the email templates that will be sent to the client users while inviting them to the portal and requesting feedback.
Go to ⚙ Settings
Click on Templates
Select Email, and choose which email template you want to edit
Make changes, and click on the Save button
8: ⚙️ Client-specific setup
You're done with the firm setup. Here is the client-specific setup that is required to be done:
Import To-do and update info specific to the client
Go to the client, click on the To-do module mentioned in the left panel
Click on the Three Dots and choose Import from the template
Select the template that you want to import
You can then assign priority, set recurrence, privacy, and many more as per requirement.
Watch this video to learn everything about To-do.
Enable/Disable the review points
If any such review points do not apply to the client, you can disable them.
Go to the client, click on the ⚙ Settings
Click on the Clean-up Mode option
Enable/disable the review points specific to the client
Add Custom Review Points
If you've any specific review points for the client, you can create them now. Examples of Custom Review Points are Office expenses >2,5k, FA purchases less than $ 2.5k, FA Purchases without receipt, etc.
Import Closing To-dos and update info specific to the client
Since you've already set up the template at the firm level, now is the time to import it to the client and update it as required.
Invite Client users to access the portal
To start using Client Portal, you can start inviting client users by following the below steps:
Go to the client, click on Settings
Click on the Client Portal
Enter the Name, Email, and Phone number of the client
Click on the Send Invite
The client user will receive an email to set up the pin
9. 🔷 Other Config (Optional)
To-do Settings - Below are the settings you can create/update specific to the to-do module. These are the firm-level settings.
Customize to-do statuses
Custom Fields
Enable/Disable Fields
Watch this video to learn how you can add your own Statuses and Custom fields.
Close Mode Settings - Below are the settings you can create/update specific to the close mode module. These are the firm-level settings.
Customize Status
Custom Fields
Enable/Disable Fields
Watch this video to set up the close status for close mode.
Questions Settings
Enable/Disable Fields - You may enable/disable the features of the question module like Priority, Question Privacy, and Tags as per usage.