Guide for accountants: working together with your clients

Are you an accountant or bookkeeper with clients on Sage Cloud Demat Invoicing? Then you get your own office environment with an overview of all your client files, and handy tools to retrieve, review and process documents. This guide lists the main possibilities.

Linking clients to your office

• New clients: share your personal registration link or QR code (found on your profile page under Client registration). Clients who sign up via that link are automatically linked to your office. More on this in your personal referral link.
• Existing clients: does a client already have a Sage Cloud Demat Invoicing account? Contact help@clouddematinvoicing.be and we’ll link the file to your office.

Linked files appear in your office environment under Companies.

Working in a client’s file

From your file list you can directly log in to a client’s file. You then work in the client’s environment and see exactly what the client sees, which is handy for correcting something, checking settings or supporting the client.

Would your client rather grant you access themselves? That’s also possible: the client adds you as a user via Settings → Users in their file.

Receiving your clients’ documents

There are three ways to get your clients’ documents into your accounting software:

1. An integration: does your office work with Clearfacts, Billtobox, Octopus, Wings or another supported platform? Then sent documents are forwarded automatically. See the overview under Integrations. With Clearfacts, the payment status also flows back automatically.
2. A digital mailbox: does your package have an import mailbox (e.g. Adsolut)? The client configures your mailbox address and documents are automatically emailed daily as PDF + UBL/XML.
3. Manual export: the client (or you, logged in to the file) exports documents per period as UBL/XML, PDF and attachments.

💡 Documents that have been forwarded to the accounting are locked in the file, so the client can no longer change them. In the document lists you see the export status per document (In accounting) and can filter on what has not yet been forwarded.

Bulk export across multiple files

From your office environment you export documents from multiple files at once in a single operation:

1. Open Bulk Export
2. Select the companies and the document types (sales invoices, credit notes, expenses, self-billing, purchase borderelles …)
3. Choose the period, or the shortcut all documents not yet exported
4. Choose the destination: a ZIP download, or directly to Clearfacts, Wings or BillToBox
5. Choose the files: XML (UBL), PDF and/or attachments

Handy: with the option Don’t mark as exported you do a trial export without changing the documents’ export status. You receive an email as soon as the export is ready.

Requesting changes from your client

Something wrong with a document? Via Document changes you send the client a change request from your office environment, so the question neatly lands on the right document.

Ledger accounts

You can manage ledger accounts at office level and make them available for all your files (or per file). This way exports arrive in your accounting software with the right accounts.

Office staff and permissions

Under your office settings you manage your staff:

• Invite staff by email; they confirm the invitation and only then get access
• Assign roles: Accountant administrator or Accountant employee, optionally refined with permission profiles (e.g. a “Bookkeeper” or “Support” profile)
• If desired, restrict a staff member to specific files; without a selection they have access to all the office’s files

Frequently asked questions

Can I try the platform first? Yes: create a demo file in your office environment to experiment freely, or request a demo via help@clouddematinvoicing.be.

My client uses accounting software that isn’t listed. Almost every package can import UBL/XML. Then use the mailbox flow or the manual export.

Do I get a benefit as an accountant for bringing in clients? Clients who sign up via your registration link are automatically linked to your office, so you can follow up their files right away. Questions about pricing and partner formulas? Contact help@clouddematinvoicing.be.