On Saturday afternoon, Botkeeper announced it was shutting down operations. As a company who plays in the same space, we’ve had a number of conversations with firm owners who find themselves scrambling for what to do next.

Here are 5 steps you can take today to mitigate the fall-out and put your firm on the right path for the future…

   

1. Download all of your data, immediately

The very first thing to do is secure all of your firm and client data that currently lives inside Botkeeper.

Botkeeper has shared that customer portals will remain open for now and has advised users to download their data by February 20th, 2026. Even with that window, we strongly recommend requesting and exporting everything as soon as possible. Access during shutdowns can change quickly, and delays tend to compound.

  At a minimum, you should be able to download:

• General ledger data
• Transaction-level details
• Historical reports
• Client lists and assignments
• Any notes, workflows, or documentation tied to client work

If you find any data missing from the export, the next step is to contact Botkeeper. From a regulatory standpoint, firms generally have the right to access and retrieve their data. Under laws like CCPA/CPRA, customers can request access to personal data a vendor holds about them, and in practice, accounting platforms are expected to provide reasonable access to financial records, transaction history, and related metadata when services are terminated.

Here’s an email template you can use to formally request a complete export:

Subject: Request for Full Data Export

Hi Botkeeper Team,

We are requesting a complete export of all data associated with our account, including all client financial data, general ledger details, transaction history, reports, and any supporting documentation or metadata stored in your system.
We understand that access is currently available, but would appreciate confirmation on timing and format for delivery to ensure we have a complete and usable copy of our data.
Thank you for your prompt attention to this request.

Best,
{Name}

   

2. Take full inventory of how Botkeeper fits into your workflow

Before you can replace anything, you need a clear picture of what Botkeeper is (and isn’t) doing for you.

Sit down with your team and make a quick inventory:

• Which clients are currently being serviced through Botkeeper?
• What specific work is being performed for each client?
• What deadlines are coming up in the next 7, 14, and 30 days?
• What isn’t being handled there that your team already owns?

This doesn’t need to be perfect, a shared spreadsheet or document is enough. The goal is to understand where the pressure points are, so you can prioritize continuity for the clients and deliverables that are most pressing.

This step will also make future conversations with partners, vendors, or internal teams far more productive.

 

3. Start conversations with people who can take the pressure off

Even if you think you can handle the transition internally, this is not the moment to wait and see. Reach out to people who:

• Have experience helping firms through situations like this
• Can move quickly
• Understand accounting firm workflows (not just generic bookkeeping)

You don’t need to commit to anything yet. The goal is to understand:

• What short-term support is available
• How quickly help can be brought in if needed
• What a realistic transition timeline looks like

The biggest mistake firms make in situations like this is waiting until the lights of their current service provider are fully off before asking for help. When our customers ask about white-labeled accounting services, we often point them to the NoLogo team.

   

4. Decide on a client communication strategy (before reacting)

Not every client needs to hear from you immediately. Take a moment to segment your client base:

• Low-touch or long-standing clients who trust your firm and don’t need to be pulled into a problem that may be resolved quickly
• High-touch, high-security, or highly involved clients who expect transparency and proactive communication

For the second group, it’s often better to communicate early, even if you don’t have a full solution yet. You don’t need to create alarm, but you should show up with an air of awareness and leadership. A simple, straightforward message works best in times of unexpected change. Here’s a sample email you can use to communicate this to your clients:

  Subject:Quick update from our team
Hi {Client Name},

We wanted to proactively let you know that a vendor used in part of our bookkeeping operations has announced they are ceasing operations.
We’re aware of the situation, actively working on next steps, and do not anticipate any disruption to your service. We’ll continue to keep you updated, and expect to have everything in a stable place shortly.
Please don’t hesitate to reach out if you have any questions in the meantime.

Best,
{Firm Name}    

5. Prep your team, it’s going to be a messy for a bit

Finally, talk to your people.

Be honest: the next few days or weeks may be hectic, especially this close to tax season. There may be extra work, uncertainty, and shifting priorities. Acknowledge that. At the same time, remind them:

• This is temporary
• You have a plan for the future of the firm’s operations
• You’re focused on protecting both clients and the team

Clear communication internally prevents burnout and unnecessary anxiety. Even a short team meeting or written update can go a long way toward keeping everyone aligned and steady.

This is one of those moments where leadership can step up not by having all the answers, but by showing that the firm is dexterous in times of uncertainty and capable of moving forward deliberately.

    We hope these steps help you and your firm navigate this time. While you didn’t choose this transition, you do get to choose what comes next. Seize the opportunity presented to you and come out of this stronger than ever for 2026.