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MSP Setup Guide: Onboarding Firm Users

For MSPs (Managed Service Providers): Follow these steps to onboard individual users at client firms to Billables AI.

Admin setup must first be completed before starting the user onboarding steps below. For instructions on the Admin setup for Billables AI, visit the IT Admin article.

In many cases, users are able to onboard completely on their own. When should MSPs onboard individuals?

  • If users are prohibited from installing software locally to their computer
  • If users don't have admin access for their computer
  • If the firm would like prefer one-on-one onboarding to ensure complete integration setup

How to Onboard New Users to Billables AI

  1. Confirm users have received an invitation to create their Billables AI account. Invitations can be issued via an administrator at the firm or from a Billables AI representative. Users will receive invitations via email similar to the below:
  2. Once the user has accepted their invitation and created their account, have them log in and go to the Integrations page. Then, click to enable the integrations for their relevant tech stack. 

    We recommend enabling at least 1 integration from each of the following workflows:
    - Email: Microsoft or Google
    - Calendar: Microsoft or Google
    - Video Calls: Teams, Zoom, Google Meet
    - VOIP Calls: Teams, Zoom, RingCentral
    - Browser: Chrome or Edge
    - Documents: SharePoint/OneDrive, Word/Excel Add-in & Macro, or Adobe Acrobat
  3. Before installing the Word and Excel Macros, make sure the Add-in has been deployed and is showing up within the user's Word and Excel programs. If you install the macro before the Add-in has been deployed or loaded, it will return an error each time the user opens Word/Excel. Here's what the Add-in should look like when it's loading properly in Word:

    If the Add-in is not loading, refer to this article for tips on how to find it or force it to load in Word or Excel. 
  4. Install the Word/Excel and/or Adobe extensions locally on each device the individual uses for work. 
  5. Once the Adobe, Word and Excel extensions have been successfully installed, remember to re-start each of the programs for the integrations to take effect.
  6. You can test the Word and Excel macros by opening up a new Word or Excel doc. If you see the side panel open briefly and disappear, you'll know the macros have activated the Add-in.

Questions? Reach out to support@billables.ai for help.