Managing client files (accounting firm)

SynkriaOps firm mode allows an accountant to manage multiple client files from a single account, with each file completely isolated from others — one client’s data is never visible from another client’s file.

What is firm mode?

With a SynkriaOps firm account, you access a file selector that replaces the standard single-file view. Each file corresponds to a client (a company) you manage as their accountant.

Key principles:

• One accountant account → access to N client files
• Each file is an isolated tenant: accounting, chart of accounts, contacts, entries, fiscal years — everything is separate
• You are automatically added to the file with the EXPERT role on creation
• The client (file ADMIN) retains control of their settings and users

Creating a new client file

1. Click the file selector in the top left of the interface (shows the active file name).

2. Click + New file.

3. Fill in the file information:

   Field	Required	Description
   Client name	Yes	Registered company name of the client
   Country	Yes	OHADA country (Cameroon, Côte d’Ivoire, Senegal, etc.)
   Tax ID / NIU	No	Client company’s tax number
   Initial fiscal year	No	Start year (defaults to current year)

4. Click Create file.

The file is created and you are immediately redirected to it with the EXPERT role. The SYSCOHADA chart of accounts for the selected country is initialized automatically.

Tip

After creating the file, invite your client to create their SynkriaOps account — they will become the file ADMIN and will be able to manage their own internal users.

Viewing all your files

1. Click the file selector at the top left.
2. Click All files.

The firm dashboard displays all your files with the following information:

Column	Description
Client name	File’s registered company name
Country	File’s OHADA country
Status	Active / Archived
Creation date	Date the file was opened
Last activity	Date of the last entry or login
Your role	EXPERT or ADMIN if promoted

Use the search bar to filter by name or NIU.

Difference between ADMIN and EXPERT in a client file

Action	ADMIN	EXPERT	ACCOUNTANT
Enter accounting entries	Yes	Yes	Yes
Validate entries	Yes	Yes	No
Reconcile accounts	Yes	Yes	No
Export FEC and financial statements	Yes	Yes	No
Close a fiscal year	Yes	No — ADMIN approval required	No
Modify file settings	Yes	No	No
Manage file users	Yes	No	No
Modify company legal information	Yes	No	No

Note

The EXPERT role is designed so the firm can work freely on accounting while leaving the client (ADMIN) responsible for their file. The ADMIN can promote an EXPERT to ADMIN if full access is needed.

Archiving a file (end of engagement)

When a client engagement ends, archive the file so it no longer appears in your active files:

1. Go to All files (file selector).
2. Find the file to archive.
3. Click the ··· menu → Archive file.
4. Confirm by typing the file name to validate.

Effects of archiving:

• The file no longer appears in your active file selector
• Data is preserved in read-only mode — no new entries can be added
• The file remains accessible from All files → Filter: Archived for consultation and export

Caution

Archiving a file is irreversible from the interface. Make sure you have exported financial statements and the FEC before archiving, or that you have transmitted them to your client.

Common errors

Error	Cause	Solution
”File name already in use”	A file with this exact name exists in your firm	Refine the name (e.g. add the year or city)
“Country not available”	Country outside the OHADA zone selected	Select a country from the 17 available OHADA countries
”Access denied to file”	Your role in this file has been revoked	Contact the file ADMIN

Further reading

• Switching between client files — quickly switch between client files
• Accounting expert permissions and limits — complete EXPERT vs ADMIN permissions table
• Creating your file — initial setup of a new file