Managing client files (accounting firm)
By the end of this guide, you will know how to create a client company’s file, find your files, open them and handle the end of an engagement. Everything happens in the firm workspace, Portfolio → Dossiers.
Each file is an isolated space: accounting, chart of accounts, third parties, entries and fiscal years are separate. One client’s data is never visible from another client’s file.
Creating a client company
Section titled “Creating a client company”-
In Dossiers, click New company.
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In the New client company window, enter the Legal name, the Country, the Engagement type (Bookkeeping, Review, Advisory, Other) and, if you have them, the Tax ID (NIU) and the Trade register (RCCM).
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Under Fiscal year and VAT, enter the first fiscal year (24 months at most) and the VAT frequency, or choose Decide later.
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Under File team, choose the Engagement manager and, if needed, the Chartered accountant (a firm administrator) and the Team members.
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Click Create company. The file is attached to your firm.
Finding and opening a file
Section titled “Finding and opening a file”The Dossiers list shows each company’s Company, Mission, Responsible and Status. Filter by status (Active, Suspended, Archived) or by engagement, and search for a company by name.
Click Open the dossier to work in the client’s books. To return to your own company, use My client workspace. To follow several files at once, see Switch active client file.
Inviting the owner
Section titled “Inviting the owner”The Invite the owner button sends the company’s owner an invitation to take back control of their company’s accounting workspace: an enterprise account is created for them, with a trial period, and the file stays active in your firm.
If the portal client asks to take back control themselves, a Takeover requested badge appears on the line: Approve makes the client the administrator of their company, Decline keeps their portal access.
Archiving or unlinking a file
Section titled “Archiving or unlinking a file”| Action | Effect |
|---|---|
| Archive | The file moves to the Archived status; it stays visible with the “Archived” filter |
| Unlink | The file leaves your firm; the company’s books are not deleted |
Each action asks for confirmation (Archive? or Unlink this dossier?, then Yes). They are reserved for firm administrators.