Client companies

Each client of your firm is a company of its own in Verasol, with its own books, its own VAT and its own people. The firm adds the client, gives it a client code and an office, and decides which accountants can open it. The books always belong to the client: when a client leaves the firm, its books stay with it, unchanged.

Firm admins manage every client; partners manage the clients of their own office. Managers and accountants can add a new client too, and then lead it themselves.

The Companies list#

Open Firm › Companies (the page is called Clients). The tabs at the top are Clients, Join and leave requests and Staff invitations.

• 1 New client creates an empty company for a new client.
• 2 Existing company asks a company that already works in Verasol to join the firm.
• 3 Migrate a client creates the company and then brings its books over from its current software. Only firm admins see it.
• Search by name, TRN or client code, or filter by Office and Status. A client is Onboarding while its books are being set up, Active after that, and Leaving while it is being offboarded.
• Responsible is the client's primary accountant, and Staff the number of people who can open it.
• Each row has Open (opens the client's books), 4 Access (who can open it, and why), Edit and 5 Offboard.

Edit changes the client's Office, Client code and Status. Set the status to Active once the client's books are set up. A partner can move a client only within their own office.

Add a new client#

1. Click New client (or Add company on the Overview).
2. Under Company, enter the Company name, Business type and Company e-mail. Add the Legal name, Phone, Country and Emirate if you have them.
3. Choose the month the Financial year starts in and the Currency of the books. For a client registered for VAT, enter its VAT TRN and the date it was VAT registered on.
4. Under In the firm, choose the Office. Leave Client code empty to get the next number automatically, or type your own.
5. Under Who works on this client, click Add a person for each accountant: the Person, their Role in the client and Engagement (partner, manager, preparer, reviewer or viewer). Tick Responsible for the person in charge.
6. Click Create client.

1 Company name, 2 Financial year starts in, 3 Client code (empty for the next number), 4 Add a person, 5 Create client.

Verasol creates the company with the status Onboarding and shows its client code. From there, Open the client takes you into its books, Company settings opens its settings, and Who has access shows who can open it. Add another client starts again.

The firm admin and partners get access to a new client by the firm's own rules (see the firm roles); you add only the other people. When a manager or accountant adds a client, Verasol makes them its responsible person, as Engagement manager. An accountant cannot add other people to the client; the form shows "A partner or the firm admin assigns the staff." instead.

Bring a client's books over from its current software#

Click Migrate a client and connect the client's current software: the client's details (name, legal name, TRN, address and more) fill in the form. Check them; the button reads Create and start the import. After the company is created, Verasol opens its data migration, where you bring over the client's opening balances and history. Before anything is loaded, Verasol checks that the client's books hold together: problems are corrected in the client's current software, never copied in. See Move to Verasol.

Bringing the books over sets the client's company settings (financial year, TRN, books start date), which only a company's owners change. In the firm's clients, the owners are the firm admins, so only they migrate a client; partners, managers and accountants add new clients without it.

Take on a company that already uses Verasol#

A company that already keeps its books in Verasol joins your firm only with its owner's consent.

1. Click Existing company.
2. Enter the Company TRN and the Owner's e-mail (the e-mail the owner signs in to Verasol with).
3. Choose the Office, a Client code if you want your own, and write a Message to the owner.
4. Click Send request.

1 Company TRN, 2 Owner's e-mail, 3 Send request.

The owner gets a notice in Verasol and decides on the page Requests about your companies. They see what changes before they accept: your staff get access by your firm's rules, the company is billed through your firm, their own people keep their access, and the books stay theirs. Nothing changes until they accept. A request that is not answered within 14 days expires.

Your requests are listed on the Join and leave requests tab with their status: Waiting, Accepted, Rejected, Cancelled or Expired. While a request is waiting, you can Cancel it.

If the TRN or the e-mail does not match a company and its owner, Verasol answers "We couldn't find a company with this TRN and owner e-mail." A company that is a client of another firm must leave that firm first.

Who can see a client#

Click Access on a client's row (or the client's name on Who works on what). The page lists everyone who can open the client, with their role in its books and the reason they have it.

Verasol decides each person's access in this order:

1. The firm owner is always Owner of every client.
2. A person excluded from the client gets no access from the firm.
3. A person 3 Assigned to the client gets the role of their assignment.
4. Otherwise the firm role's rule decides 2 (By firm rule): firm admins reach every client, partners the clients of their office.

The client's own people (marked 5 Client's own) keep the access the client gave them; the firm never changes it. If one of your staff had their own access to a client before it joined the firm, Let the firm manage this access hands it over to the firm's rules.

1 Assign to a client gives someone access; see Who works on what.

Exclude someone from a client (ethical wall)#

When a staff member must not see a client, for example because of a conflict of interest:

1. Click 4 Exclude someone.
2. Choose the Staff member and write the Reason.
3. Click Exclude someone at the bottom of the side panel.

The person loses any firm access to this client at once, whatever their role or assignments. The exclusion is listed under Exclusions (ethical walls) and recorded in the audit trail. Remove exclusion lets their assignments and the firm's rules apply again. The firm owner cannot be excluded.

Offboard a client#

When a client leaves your firm, it keeps working in Verasol: the company continues on its own Verasol licence, to be arranged with Verasol. It always needs an owner of its own.

1. Click Offboard on the client's row.
2. Under New owner of the company, choose one of the client's own people, or Invite someone by e-mail and enter their E-mail and Name.
3. Write the Reason (kept in the firm's audit trail).
4. Click Ask the new owner to take over.

The client's status becomes Leaving. The new owner accepts on their Requests about your companies page. Until then nothing changes. Once they accept, your staff lose access to the company, and the books stay with the client, unchanged. If the new owner declines, or does not accept within 30 days, the client stays with your firm and your firm admins get a notice.

When the client asks to leave#

A client's own owner can ask to leave the firm from Requests about your companies, with Ask to leave the firm. Your firm admins get a notice, and the client's row shows Complete leaving. Complete it within 30 days; otherwise it completes by itself.

Related#

• The firm portal
• Who works on what
• Accountants, roles and invitations
• Move to Verasol
• Audit trail and audit export