Deconversion process with Autobooks

When a technical partnership comes to an end, it’s important to ensure a smooth and well-coordinated transition for shared customers. Deconverting users requires clear communication, careful data handling, and defined responsibilities between partners to minimize disruption.

This guide outlines the Autobooks process, key considerations for timing and customer experience, and best practices to ensure a seamless and compliant transition.

NOTE: Existing active Autobooks users can choose to maintain access after deconversion in a limited capacity so that business activity impact is minimized.

Partner Notification & Intake

To begin the deconversion process, you'll need to notify Autobooks of your intent. It's best practice to send an email of your intent to Implementations@autobooks.co.

Once we've received your notice:

•  Autobooks will confirm the primary partner contact and escalation path for the deconversion process.
•  You will provide Autobooks with a target deconversion date (required to proceed).

Legal Requirements

Once your project has begun, our first phase will be to address any contract or legal requirements for deconversion.

Autobooks will:

• Confirm any applicable deconversion fees per the contract agreement
• Send you a deconversion fee schedule and payment process (if applicable)
  •  Termination agreement / amendment
  •  Compliance-related documentation
  • Provide any required legal documents for signature/review

A partner and/or financial institution representative will sign/acknowledge all required documents. This step must be completed before deconversion can begin.

If you purchased Autobooks through a reseller partner, please contact your reseller directly for any reseller-specific legal or contract requirements related to deconversion.

Financial Institution Preparedness

There are several elements to consider for deconversion. It's important for your financial institution to address each of these key areas:

Internal Staff Experience

•  All impacted staff should be notified of the deconversion timeline and steps, including any dedicated customer support teams and frontline staff.
•  Any customer questions regarding Autobooks access can be escalated to the Autobooks Support team during and after the deconversion process.

FI Communication Plan

•  Confirm with Autobooks if your financial institution intends to send its own customer communications regarding the deconversion (Autobooks will send active users a communication, see next section below for details).
•  If you intend to send your own communications make sure to align with Autobooks on the messaging, timing, and desired support paths for the customer.

Customer Experience & Communication

In order to mindfully deconvert our shared customers, Autobooks performs detailed planning to ensure customers are cared for.

This includes:

Impact Planning

•  Autobooks defines customer impacts
  • User group size
  • Feature loss (if applicable)
  • Access changes
•  Autobooks confirms transition timeline with financial institution partner to factor into the customer communication plan

Autobooks Customer Messages

Autobooks will send email communications to existing Autobooks users from your customer base. These communications will contain the following:

•  Key dates - Last day of access through online banking;
•  What is changing - If the customer is a Premier Plan subscriber that includes Accounting, we will notify them when Accounting access will end and how the user can download their accounting history reports;
•  Required actions - How to access Autobooks payment tools directly through https://app.autobooks.co if the customer chooses to continue use;
•  Autobooks Support contact information

An email communication is sent in advance of the last day of user access. Autobooks can expand the number of emails over an extended timeline upon request.