Accounting management system for accounting firms
Multi-company: journal entries, VAT ledgers, bank reconciliation, payroll and each client’s deadlines in one place.
See it live: book a 15-minute walkthroughAccounting, VAT and deadlines
Software for accounting firms
A multi-company system for accounting firms. Each of the firm’s clients has their accounting, their sales and purchase tax ledgers, their bank reconciliation and their payroll, and the deadlines of all the companies are shown in one place. We adapt it to the way your firm works.
Definition
What is software for accounting firms
Software for accounting firms, or multi-company accounting software, is a system where the firm keeps the accounting and the VAT of all its clients. Each company has its own chart of accounts, its entries, its VAT ledgers and its financial statements, and the firm sees in one place how each one is doing and which deadlines are coming up.
Signs
When it makes sense
These are some signs that it is time to organize the accounting and the deadlines of the firm’s clients:
- Each client’s invoices are moved by hand from the tax authority’s e-invoicing portal or the accounting system into the tax ledgers.
- To know what is due this week you have to check company by company.
- Some tasks repeat the same way every day, such as moving data from one tool to another.
- The team repeats checks because it does not trust the data.
- Information is scattered across spreadsheets, chats and individual people.
Each client and the firm
What the system does
It works on two fronts: the accounting of each company and the control of the whole firm. This is what the system does, and we adapt it to the way you work.
In each company
- Invoices and vouchers are imported from your tax authority’s e-invoicing portal or your accounting system, in CSV or Excel, or from a simple spreadsheet, and before saving, each row is checked: the tax ID, the rates, the totals and duplicates.
- With the valid vouchers, the system builds the entry and fills in the sales ledger and the purchases ledger, with totals by tax rate.
- The monthly tax position (VAT or sales tax) comes out of the ledgers, with the prior month’s credit balances and the withholdings suffered, and the system generates the settlement entry. It also builds export files for tax reporting.
- From the entries come the general journal, the ledger, the trial balance, the balance sheet and the income statement, and each one is exported to Excel.
- Bank reconciliation imports the statement in CSV or Excel, automatically matches movements of the same amount and a nearby date with the ledger, and builds the reconciliation report.
- It runs payroll with its payslips, the payroll book, a payroll tax summary and the accounting entry. It also records withholdings and collections and calculates tax positions by jurisdiction.
In the firm
- A summary shows all the firm’s companies with their VAT status, their vouchers for the period, their VAT position and the status of the settlement.
- Each company’s deadlines are calculated from its tax ID and its situation: VAT or sales tax, social security contributions, income tax advances and other recurring filings.
- A view gathers the week’s deadlines for all the companies and the overdue ones not yet filed, and each one is marked as filed.
- Each client has their link to a portal where they upload their vouchers. The firm reviews them in an inbox and asks for the missing documentation.
- When a period is closed, nothing dated in that month can be recorded or changed any more. Reopening it requires a reason, which is kept in the audit log.
- When a company is added, its chart of accounts is copied from the firm’s standard chart or from another company, and then adapted.
Walkthrough
See it live
In a 15-minute call we will show you this system working with sample data. It is a starting point: afterwards we adapt it to the way your business works.
What we can show you
- See all the firm’s companies with their VAT position for the period and the status of the settlement.
- Import a sample sales file and see which rows have errors or are duplicates.
- Review the entry built from the valid vouchers and confirm the import.
- Generate the settlement entry from the VAT position and see it in the general journal.
- Open this week’s deadlines for all the companies and mark one as filed.
A custom ecosystem
And it is not just accounting
We can build a complete custom ecosystem that connects accounting with WhatsApp, reports and the tools you already use. We also train executives and employees to use AI responsibly and improve their work processes.
Automation WhatsApp assistants and processes that run themselves
An AI assistant answers the inquiries that arrive by WhatsApp, Instagram and Facebook, and syncs with tools such as Google Calendar, HubSpot, Salesforce or Shopify.
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We improve or build your business’s website, store or digital journey so that it converts. We also fix sites that break.
More about websitesAI training AI training for companies and teams
We train executives and employees in the responsible use of AI: hands-on training in AI, automation and digital tools, built on real cases.
More about AI training
Process
How we work
The approach is always the same: understand first, build what is needed and stay involved afterwards.
- 01The first meeting
It all starts with a call.
We get to know each other, listen to your context and decide what is worth improving first.
- 02A foundation made for you
We build with a clear direction.
We agree on the scope, prioritize what has the most impact and build the solution around your business.
- 03Close by, afterwards too
Your team has someone to count on.
Dedicated support and video calls to answer questions, review real use and make decisions together.
- 04A step forward every month
We review. We adjust. We improve.
We follow clear monthly goals and evolve your systems according to what your business needs.
Made around you
We do not sell a ready-made system: we adapt it to the way you work or suggest how to organize it. And it does not end with development: we support you through the launch and train your team in the responsible use of AI in their day-to-day work.
Before you start
Frequently asked questions
How does software for accounting firms work?
Each of the firm’s companies has its chart of accounts, its entries, its tax ledgers and its financial statements. Invoices and vouchers are imported from your e-invoicing portal or accounting system, checked before saving and generate the entry and the ledgers. From there come the monthly tax position, the general journal, the ledger and the financial statements, with nothing entered by hand. From the firm’s summary you see all the companies, and everyone’s deadlines are followed week by week.
How are each client’s vouchers loaded?
You import the invoice files from your tax authority’s e-invoicing portal or your accounting system, of issued or received vouchers, in CSV or Excel, or a simple spreadsheet with the date, the type, the number, the tax ID and the amounts. Before saving, the system shows a preview and checks each row: the tax ID, the rates, that the total matches the sum of the amounts and duplicates. Rows with errors or duplicates are not recorded, and on purchases each supplier remembers the last account used.
How do I track each client’s deadlines?
The system builds each company’s calendar based on its tax ID, its VAT or sales tax status, whether it is an individual or a legal entity and whether it has employees: VAT or sales tax, social security contributions, income tax advances and other recurring filings. A view gathers the week’s deadlines for all the companies and the overdue ones not yet filed, and each one is marked as filed. The dates are for reference: the table can be edited and has to be checked against the official calendar.
Does the system connect to tax authorities or banks?
It works with files rather than live connections. It imports the invoice files you download from your tax authority or accounting system and the bank statements in CSV or Excel, and builds export files for tax reporting and summaries for you to review. Tax returns are filed with the tax authority, and the rates, scales and dates are reference values that must be checked against the official source.
Does it adapt to my firm?
Yes. What we show you is a starting point, not a closed system. We start with a call to understand how your firm works with each client today, and with that we adapt the system to the way you work or suggest how to organize it. If you already use a system, we look at what is worth connecting and what is worth replacing. The sample data has five companies of different types.
Can I see it before committing?
Yes. Book a 15-minute walkthrough and we will show you a system like this working with sample data. It is a starting point, not a closed system: afterwards we adapt it to the way you work.
What happens after it goes live?
It does not end with development. We support you through the launch, with dedicated support and video calls to answer questions and review real use. We follow clear monthly goals, evolve the system according to what your firm needs and train your team in the responsible use of AI in their day-to-day work.
Let’s talk
Tell us how your firm works today
Message us on WhatsApp: we will set up a call to understand your processes, and the team will confirm the time with you. You can also write to us at hello@staberman.com.
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