Tips for prepping your Firm for Bot implementation
Bot Implementation. Picture this:
It’s Monday morning. Your oat flat white is lukewarm, and Barry from accounts is already pacing. You’ve just launched what was meant to be a smooth, seamless onboarding of bots into your practice — only to find out that, instead of zooming through tasks like futuristic little helpers, they’re stuck. Confused. Wandering the digital halls of your systems like tourists without a map.
Why?
Because your IT setup, your Xero connections, and your practice’s internal structure weren’t quite ready to welcome the bots. It’s not that the bots don’t work — they do — but they need the right pathways, the right rules, and a clean digital space to do their magic. Without it, they’re trying to run a marathon through a hedge maze.
So, before you throw your laptop out the window (or at Barry), here are some helpful tips to get your firm in shape before bot implementation.
1. Get Organised (Seriously)
We know, we know — organisation gets mentioned a lot. But when it comes to bot-readiness, it’s mission-critical.
Think of your bots like very enthusiastic interns. They’re capable, quick, and eager to get going — but only if they know where to go. Set clear folder structures, consistent naming conventions, and streamline access permissions across your systems. Bots can’t guess their way around; they need a tidy roadmap.
2. Review Your Bank Rules
Ah yes, bank rules — the unsung heroes (or villains) of accounting automation.
Bots often rely on structured data to make decisions. If your bank rules are outdated, overly complex, or simply non-existent, your bots might flag more than they file. Take the time to review, update, and simplify them. Not only will this make life easier for your bots, it’ll also reduce the chances of you having to clean up the mess afterwards.
3. Check Your Integrations
Your bots love talking to tools like Xero — but if those connections are patchy, poorly configured, or just plain broken, it’s like handing them a phone with no signal.
Before you launch any bots, make sure your accounting software, payroll systems, CRMs, and other platforms are talking to each other smoothly. Logins work? APIs connected? Permissions granted? Good. You’re on your way.
4. Clean Up Your Data
Garbage in, garbage out — and bots don’t appreciate messy data any more than your junior accountant does.
Go through your client records, contact info, and coding histories. Merge duplicates, fix inconsistencies, and archive anything that’s no longer in use. The cleaner your data, the more accurate and efficient your bots will be.
5. Map Your Workflows
You don’t need to create a 20-page process bible, but it does help to jot down the key tasks your firm handles and how they’re currently being done.
This helps you spot opportunities where bots can add the most value — and where a human touch might still be better. Once you’ve mapped it out, it’s much easier to plan a smooth bot integration.
6. Involve the Team
Don’t spring bots on your team like a surprise audit.
Get your team involved early in the planning process. Let them know what the bots will do, how they’ll help, and what’s expected of everyone. The more your people understand the “why” behind the bots, the smoother the transition will be — and the less likely you’ll get resistance (or side-eyes from Barry).
Ready for Bots? Let’s Make It Happen
Getting your firm bot-ready doesn’t have to feel like decoding an ancient scroll. A bit of prep goes a long way toward making sure your bots hit the ground running — instead of wandering through a digital hedge maze.
Still feeling unsure or want a little help getting set up? That’s exactly what we’re here for.
Get in touch with us at Bots For That — and let’s make sure your bots arrive to a red carpet, not a brick wall.
