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Your account starts on a free 14-day trial with a default Chart of Accounts already seeded (Cash, Accounts Receivable, VAT accounts, common revenue/expense codes), so you can create your first invoice or bill immediately without setting up accounts from scratch.

So that nobody can create an account in your name, and so that messages that matter (a password reset, an invitation from an accountant) reach the person who owns the address. After you sign up, Ayrexa emails you a 6-digit code: type it in and you can sign in. Accounts that were created before this was introduced are not asked to.

Look in your spam folder and check that you typed your address correctly, then press Send a new code (it is available after a minute). If you try to sign in before confirming, Ayrexa asks for the code again and mails a new one if the last has expired. If you typed the wrong address when you signed up, contact support@ayrexa.com.

No — the 14-day trial starts with no credit card required. You only need to pick a plan under Settings → Billing once you decide to keep using Ayrexa.

Go to Settings → Users and send an invite by email. New teammates set their own password when they accept, and you choose their role (Accountant, Viewer, Employee, or TenantAdmin) at invite time.

Each plan has a limit on users, and pending invites and Employees count towards it: Starter 1, SME 5, Mid-Market 8 and Enterprise 10. When you reach the limit, upgrade under Settings → Billing to invite more. An organisation that needs more than 10 users can contact support@ayrexa.com for a custom Enterprise quote, and the agreed number of users is then set for it.

An Employee is for staff who only log their own expense claims, bills and, on plans with projects, time. They see their own claims, bills and timesheets and how each one stands, and nothing else in your books. They attach a receipt and submit; an approver approves it, and you then reimburse them. Invite them under Settings → Users with the Employee role.

Your notifications. A red number shows how many you have not opened. Choose the bell to see the latest, newest first, then choose one to go to the page it is about (it is marked as read), or choose Mark all as read. You hear about approvals waiting for you and decisions on yours, timesheets handed in or decided, payments received, a bank statement you imported, billing notices such as a trial ending or a failed payment, and practice invitations. Everyone has their own bell, whatever their role, and you are never told about something you did yourself. The emails still arrive as before.

The page checks for news every 15 seconds while it is open and in front, and straight away when you come back to the tab, then shows a short message. If nothing appears, the event may not be one you are told about (you are never notified of your own actions), you may be signed in on a different organisation, or you may be working inside a client’s books for your practice, which has no bell of its own. Notifications are kept for 90 days.

Every document starts life as a quotation and keeps one reference, such as "GE-0001" (the customer’s first two letters and a number), for its whole life. Issuing it turns the same document into an invoice without changing the reference — it is never duplicated or recreated, just promoted. A customer can quote that one reference on a deposit, and the bank import will find the invoice.

Yes, right up until it is posted — including the number and due date. Editing an issued or approved invoice sends it back to draft, so it has to be approved again. Once posted, the figures are locked to protect your accounting records; use Copy to start a corrected one.

Yes. Under Settings → Recurring Bills, set up a supplier, the lines, how often (weekly to annually), a start date, optional end date and payment terms. On each due date Ayrexa creates a draft bill with the supplier’s next number for you to review and approve, and Run now creates one straight away.

On the Customers page choose Statement beside the customer. It shows the opening balance, every invoice, payment and credit note in the period with a running balance, the amount due and how old it is. Export it to PDF or Excel, or choose Email to customer to send the PDF to the address on file.

Raise a credit note: open the posted invoice and choose Create credit note, which starts a draft for the whole invoice that you can edit. Approve and post it, then apply it to the invoice (or to another open invoice for the same customer) to settle what is owed. Bills work the same way with debit notes. The credit note takes the sales, VAT and receivable back out of your ledger and your VAT return.

Open it and choose Reverse, then say why. Its ledger entry is reversed and it goes back to Draft with the same reference, so you can correct it and post it again. If it has payments, reverse those first (choose Reverse beside the payment). A TenantAdmin can also Delete an invoice or bill; a posted one is reversed first.

The payment is recorded in full and the invoice is settled. It shows Overpaid with the amount the customer is owed, and that amount reduces what they owe on their statement and in reminders. Recording a payment above the balance asks you to confirm first. A bank deposit that quotes the invoice reference is linked the same way, and you review it before posting.

The invoice shows Partially paid and a Balance due with what is still owed, in the invoice list and on the invoice itself. It keeps the same reference. When you send it again, the PDF and the email show the balance due, and payment reminders ask for what is still owed and state the customer’s total outstanding balance across their open invoices. Record the rest when it arrives and the invoice becomes Paid.

Open it and choose Copy. You get a new draft with the same customer or supplier and lines, dated today, with its own number — handy for repeat work. The original is left untouched.

Yes. Use Import PDF on the Invoices or Bills page: Ayrexa reads the number, dates, customer or supplier and lines, and you can correct anything before saving. If the customer or supplier is new it is created for you, and the PDF stays attached. If no number is found you are asked for one, or can have one generated.

Yes, on the New Bill page. Ayrexa reads the supplier, the lines and the total printed on the receipt, and checks that the lines add up to that total. If they do not, you are warned to check the amounts against the receipt. Either way, review the details before saving.

Pick a currency on the invoice and Ayrexa snapshots the exchange rate to your base currency at that moment. Your ledger always stays in your base currency, while the invoice itself keeps showing its original currency — the rate never silently changes later even if you update your exchange rate table.

Send them the invoice from Ayrexa (or copy a link from the invoice page) and they open View and pay online, a private page that needs no account. If you have connected Stitch under Organisation → Organisation (Integrations), Pay now takes them to their own bank to pay the balance, and the invoice turns Paid when the bank confirms. If not, the page shows your bank details with the invoice number to use as the payment reference.

Anyone who has the address can open it, and they see only that invoice (or that customer’s account), so send it only to the customer. To stop it, open the invoice or the customer’s statement and select Revoke next to the link; it stops working at once. Links also expire by themselves, after 90 days unless you chose otherwise (up to a year).

Yes. When the customer opens the invoice’s link, the invoice shows Viewed by customer on with the date, the last time and how many times, and the invoice list shows a Viewed mark. It tells you the page was opened, not that it was read or accepted.

For your customers’ safety Ayrexa keeps only a fingerprint of each link, not the address. The address is shown once, when you create it. If you lose it, revoke it and create another.

No. A quotation can be viewed and downloaded on the portal, but not paid or accepted there; the customer is asked to contact you.

Open Budgets and create one for a year: add the income and expense accounts you want to plan and enter an amount for each month, or type an annual figure to spread it evenly. The budget page then shows budget against actual for any range of months, with the variance in green when you are ahead of plan, and exports to PDF or Excel.

Register the asset under Fixed Assets with its cost, residual value, useful life and the three accounts it uses. Registering posts nothing, because the cost is already in the asset account from the bill or journal that bought it. Use Post depreciation each month to book that month (and any earlier ones missed) straight-line, and Dispose of asset when it is sold or scrapped to take it off the books and post the gain or loss.

Under Financial Reports, the General Ledger lists every account’s movements for a period with an opening balance and running balance, and the Journal Report lists every journal with its lines, whatever posted it. Both can be narrowed by dates and exported to PDF or Excel.

Open Journals and create one: pick an account on each line (type a name or code to narrow the list), enter debits and credits that balance, and post it. You can also import a file of journals, and reverse a posted one. Manual journals are available to Admins, TenantAdmins and Accountants.

Yes, from the Accounts page: import a CSV or Excel file (including sub types and VAT settings), export the current chart, and delete accounts that nothing refers to (anything with history or links is kept, with the reason shown).

Under Financial Reports → Trial Balance, choose accrual or cash basis, compare day, month, quarter or year columns, hide zero balances, and click any amount to see the transactions behind it. Opening balances are accepted with a rounding difference of under 0.10.

Go to Accounting → Journals → Recurring journals and choose New recurring journal. Name it, choose Monthly and the first run date, and enter the lines (debits must equal credits). From then on a journal is made on each date. Choose whether it posts automatically or waits as a draft for an administrator to review.

Either the recurring journal is not set to post automatically (only an administrator can switch that on), or the date it was meant for fell in a closed period. In the second case the draft is dated the first open day, the history shows Period closed, and the administrators are emailed. Open the draft under Accounting → Journals and choose Post journal or Discard draft.

An accrual books an expense you have incurred but not been billed for. Tick Reverse on the first day of the next period and a second journal, with every line the other way round, is made with it and dated the first day of the next week, month, quarter or year. The two cancel out when the real invoice arrives and you book it normally.

It could not be made because an account on its lines was deleted or made inactive. The recurring journal list says which, and the administrators are emailed. Edit the recurring journal to use an active account, then choose Resume. Nothing was posted in the meantime.

The statement works out equity from your equity, income and expense accounts and compares it with the balance sheet’s total equity. They differ when a journal changed equity without a matching entry, for example a manual journal that writes income off against cash. Review recent journals to those accounts and correct them. A year-end close does not cause this.

Yes. On Financial Reports → Statement of Changes in Equity, tick Compare with the previous period. Last period’s closing balance is this period’s opening balance.

No. The closing journal only moves the year’s result into retained earnings, and every report that measures income, expense, profit or cash leaves it out, so they read the same before and after. The balance sheet is identical too. The trial balance is the one place the journal shows, and it has a switch to hide it.

The preview lists what stops it: the year has not ended yet, an earlier year is still open, invoices, bills or credit notes dated in the year are approved but not posted, the stock valuation disagrees with the ledger, or the trial balance does not balance. Fix those and preview again. Warnings such as unreconciled bank transactions, draft bills, depreciation not run or foreign balances not revalued do not stop you, but are best dealt with first.

Not while it is closed. Posting, editing or moving anything dated in a closed year is refused with a message naming the year. Reopen the latest closed year under Financial Setup → Accounting Periods, make the correction and close it again. Dates after the year end are not affected.

Choose Reopen year on the latest closed year and give a reason. The closing journal is reversed on its original date and the year is unlocked, and the reopening is written to the audit log. Only the latest closed year can be reopened, so reopen later years first.

By default Retained Earnings (3200), which is created automatically if your chart does not have it. In the Close year wizard you can pick any active equity account instead. A loss is debited to the same account.

Yes. Choose the month on the Financial years card (Financial Setup → Accounting Periods) before you close your first year. The closing journal is dated the last day of February and the general ledger restarts income and expense each financial year. Budgets and the default report dates still follow the calendar year.

Revaluation restates the foreign-currency balances still open (invoices, bills, credit and debit notes and foreign-currency bank accounts) at the closing exchange rate, so your balance sheet shows what they are worth at the period end. Run it at each month end or period end, before you close the period, under Accounting → FX Revaluation. It is part of the SME plan and above.

Unrealised ones are on paper: a balance is worth more or less at today’s rate than when it was booked, but it is still open. Realised ones happen when it is settled: a customer pays or you pay a supplier at a different rate than the one on the document. Unrealised differences go to accounts 4910 and 5910 and are reversed the next day; realised differences go to account 4920 with the payment.

The closing rate is the latest rate on or before the date, from Financial Setup → Exchange Rates. If any currency you hold has no rate by then, the revaluation is refused and lists the currencies, because Ayrexa never guesses a rate. Add the rate and run it again.

So that when an invoice or bill is later paid, it settles against its original rate and the real difference is booked once. If it were not reversed, the settlement would count the same difference twice. If the next day is in a closed period, the reversal is dated on the first open day after it.

Open it from Revaluation history and choose Void revaluation, giving a reason. Both journals are reversed and the date can be revalued again. You cannot void a run once its dates fall in a closed accounting period. A run marked out of date should be voided and run again.

When you record the payment, type the rate the bank used in Exchange rate. If you leave it blank, the latest rate for the payment date is used. The difference from the rate on the invoice is booked as a realised exchange gain or loss automatically.

Yes. An administrator gives the bank account a currency under Cash & Tax → Bank Accounts. It needs a ledger account of its own, its statement rows and balance are in its own currency, and a payment into or out of it must be for an invoice or bill in the same currency. The currency cannot be changed once the account has transactions.

No. SARS has no public interface for software to submit returns. Ayrexa works out the return, checks it against your ledger and gives you a PDF and an Excel file; you then file on SARS eFiling and record the SARS reference in Ayrexa so the period is marked as filed.

Choose the VAT category SARS gave you, and the basis, in the VAT return settings on Cash & Tax → Tax Rates. Cash & Tax → VAT201 Return then lists each period with its eFiling due date, the last business day of the following month; if you file by hand SARS’ earlier date applies, so confirm any date on eFiling. Use the payments basis only if SARS registered you on it: VAT then counts when payments are made, and credit or debit notes when they are applied.

Open Cash & Tax → VAT201 Return and click the box: the panel lists every document in it. Check that each document is posted (drafts are left out) and dated in the period, and that its tax rate has the right VAT201 class on Tax Rates. Credit notes you issue go to box 18 and are not taken off box 1, which is how SARS asks for them.

The VAT accounts in your ledger moved by a different amount than the return, and something is not explained. The reconciliation panel lists each difference, such as a manual journal to the VAT account or a document whose figures do not match its journal. Fix or reverse the item, or add a matching adjustment, then look at the page again.

File on SARS eFiling and pay SARS from your bank, then open the prepared return in Ayrexa and choose Record as filed. Enter the SARS eFiling reference, the date you filed and, if you paid, the payment reference. Only an administrator can do this, and Ayrexa refuses if the books changed since you prepared the return, or an earlier period is not filed. A return with warnings needs you to confirm that you reviewed them.

That month’s VAT201 has been marked as filed, which locks VAT in the period. Date the document in the current open period, or ask an administrator to reopen the filing (Cash & Tax → VAT201 Return → the filed return → Reopen), correct the books and file again. A closed financial year also refuses entries dated in it.

Imports (boxes 14A and 15A), the diesel and petroleum refund boxes, and VAT on spending paid straight from the bank with no bill or expense claim behind it. Capture such purchases as a bill or an expense claim, and enter anything else on eFiling.

Upload a CSV export from your bank under Settings → Bank Accounts. Ayrexa tolerates a wide range of real-world date formats automatically, so you don’t need to reformat the file first.

The import shows the statement totals and balance, so you can check them against your bank before going further. Categories are chosen with a type-ahead picker, and a categorised or posted row can be unmatched with one click to start again.

Yes. Ayrexa looks for an invoice reference such as "GE-0001" in the transaction description. The amount does not have to match: a deposit for less than the balance is linked to that invoice and recorded as a part payment, and the invoice shows what remains. Nothing is posted for you — each link is shown for you to review, and the payment is recorded only when you post it.

If it appears on both statements, find matches on one row and match the other account’s row as a transfer: Ayrexa posts the movement between the two ledger accounts and links both rows. You can also post one by hand under Bank Transfers. A transfer is not income or an expense, and unmatching it (or reversing it) undoes the journal.

Yes — unmatched transactions get a suggested category from a self-learning engine that improves from your own corrections, with rules for common categories (bank charges, rent, fuel, insurance, groceries, transfers and more) and, where AI is switched on for your organisation, a reading of everything else. A suggestion is never posted for you: you review each one, change it if it is wrong, then post it.

Go to Settings → Items, add or edit an item and switch on Track stock. Enter the quantity you already hold and what each unit cost: Ayrexa values it and balances it against Opening Balance Equity. Items tracked by batch or serial number get their opening stock under Inventory → the item → Adjust stock, because each batch or serial number has to be named.

Stock is valued at weighted-average cost, so every purchase updates the average. When you post an invoice, the cost of the goods (never the selling price) is posted to Cost of Sales and taken off Inventory in the same ledger entry. Reversing the invoice puts the stock back and reverses its cost.

Open the approved purchase order and choose Receive goods. Enter what has arrived, so one order can be delivered in several parts. Stock goes up at the order price and is held in Goods Received Not Invoiced until the supplier bill arrives and clears it. A delivery can be reversed until its goods have been sold.

That depends on a setting. Where it is off, posting an invoice for stock the books do not hold is refused. An administrator can change it under Inventory → Warehouses. Where it is on, the extra units are costed at your latest purchase price and the stock shows as negative until the next purchase.

Open Inventory → Stock takes and start one for a warehouse, then enter what you counted. Lines you leave blank are not changed. When an administrator completes the stock take, Ayrexa brings the stock to your count and posts the difference to Inventory Adjustments.

Choose the tracking mode on the item. Batch items are received and sold by batch number and, if you set an expiry date, the batch that expires first is sold first and an expired batch is never sold. Serial-number items need the exact serial number on every sale, one per unit. The mode cannot be changed while the item has stock.

On the item, choose Adjust stock to add or remove units with a reason (the cost goes to Inventory Adjustments), or Revalue to change what the stock on hand is worth without changing how many units there are. Moving stock between warehouses is a transfer and does not change its value.

On the credit note, keep Return the goods to stock ticked: they come back at what they cost when you sold them and the cost of sales is reduced. On a debit note to a supplier, the goods go back out of stock. Either way the stock and the ledger move together.

Open Financial Reports → Inventory valuation. It shows what the stock is worth by item and warehouse beside what the general ledger holds in the Inventory account, and the difference, which should be nothing. Stock expiry and stock movements are reported the same way, as PDF or Excel.

Set a reorder point, a reorder quantity and a preferred supplier on the item. Inventory → Reorder lists what has fallen to its reorder point (counting what is already on order) and can raise draft purchase orders for you, one per supplier, for you to review and approve.

Open the item under Financial Setup → Items & Services and add a unit, for example carton holding 12 each, marked usable on sales. On the invoice line pick the unit: the quantity and price are then per carton, and stock goes down by 12 for each carton sold. Reports keep showing single units. Other units, kits, landed costs, variants and FIFO need the SME plan or above.

Each component of the kit leaves stock at its own cost, the cost of sales is posted per component, and the revenue is the kit line you invoiced. The components are saved on the invoice when it is posted, so editing the kit later does not change that invoice. A credit note with Return the goods to stock brings the components back.

Go to Inventory → Landed costs → New landed cost, choose the receipt or bill lines, enter the cost, the account it is credited to and how to share it, then Preview and Post (administrators post). Stock still on hand takes its share into stock value; stock already sold takes its share to Cost of Sales.

Yes. Add a family under Inventory → Families with its attributes, then choose Create variants: tick the sizes and colours and one item is made for every combination with its own SKU. Existing combinations are skipped, and Update prices changes the whole range.

Each item is costed by weighted average (the default) or first in, first out. Under FIFO every delivery is kept as a layer with its own cost, and sales, supplier returns and adjustments down take cost from the oldest layer first. The item page and the Inventory valuation report show the layers.

The method can only change when nothing is on hand for the item and no stock take counts it. Adjust the stock to zero (or sell it), finish or delete the open stock take, then change the method on the item.

The goods it was applied to have been sold or returned since, so part of the cost may already be in Cost of Sales. Reverse or return those movements first, or leave the landed cost in place.

Open Accounting → Timesheets, choose Add row for the project (and task), type your hours under the days, choose Save draft and, at the end of the week, Submit week. Hours are in quarter hours, up to 24 hours a day across all projects, and not for future dates. Projects and timesheets are part of the SME plan and above.

Only Active projects take time, and an Employee can only log time on projects they are assigned to. If the project is on hold, completed or archived, or you are not assigned, ask a manager. You also cannot change time that is already submitted, approved or invoiced; a manager can send it back to you.

Time must first be approved, on the Approvals tab of Accounting → Timesheets. Then open the project and choose Invoice time, select the hours and choose Create draft invoice. It contains one line per person and rate, tagged to the project. Issue, approve and post it like any invoice. A fixed-fee project is billed with Invoice milestone instead.

Only administrators. Everyone else, an Accountant included, sees just the time they logged: under Accounting → Timesheets → My time, and on a project’s Time entries tab. Administrators also get the Approvals tab, where everyone’s submitted, approved and invoiced time is listed with its status. They alone approve or send time back, invoice it and see the time by person on the project profitability report.

The time goes back to Approved and is waiting to be invoiced again. The same happens if you remove the line from the draft invoice. If you reverse a posted invoice back to a draft, the time stays on that draft until the draft is deleted.

Under Financial Reports → Project Profitability: revenue (posted invoices less credit notes) minus direct costs (posted bills and expense claims less debit notes) minus the cost of the approved hours, all before VAT. Only lines tagged to the project count, so tag lines as you capture them. The report agrees with your ledger because it uses the amounts that were posted.

When you have projects, each line has a Project selection. Choose the project on the line. Employees only see the projects they are assigned to. Copying a document and crediting an invoice keep the project.

No. Without a rule every document is approved in one step, as before, on every plan. Rules are for businesses that want larger amounts checked by more than one person. An administrator adds one under Security & Developer → Approval Rules: choose the document type, the amount it applies from (in your base currency) and one to three steps, each naming a role and, if you like, a person.

The page tells you why. The usual reasons: you created the document, you already approved an earlier step of it, the step needs a different role from yours, or the step names a particular person. The creator can never approve a document that is under a rule, so someone else has to be set up to do it.

Documents that already have an approved step keep the steps they started with. Documents with no approved step yet, and any document sent back and re-submitted, use the rule as it stands then.

It goes back to its creator with the comment, exactly as a single-step rejection does. When they correct and submit it again, approval starts again from step 1. Nothing is deleted from the history.

Under Accounting → Approvals. Only documents your role can approve at their current step, that you did not create and have not already approved, are listed, and the number waiting shows as a badge on the menu item.

Approval rules and the inbox start at the Mid-Market plan. On lower plans, or if a plan is downgraded, rules are not enforced and documents approve in one step.

SimplePay is fully wired up today — connect your own SimplePay account under Settings → Organisation → Integrations and sync a pay run directly into a balanced PAYE/UIF/SDL journal entry. The payroll integration is provider-pluggable, so more providers can be added over time.

Yes, from Settings → Payroll, for any date range covering synced pay runs — it gives you the correct PAYE/UIF/SDL totals in a layout ready for manual submission on SARS eFiling.

Both, depending on configuration. When a real AI key is connected it gives genuinely LLM-generated analysis grounded in your actual ledger data (never invented figures) plus live macroeconomic context. If no key is configured, it falls back to a deterministic, rule-based engine over the same real data — never a placeholder.

Yes, on the shared platform AI key — the monthly request allowance depends on your plan (shown on your Pricing/Billing page). Connecting your own AI provider key removes that cap entirely.

Yes — toggle Monthly/Annual on the Pricing page or in Settings → Billing. Annual billing is 10x the monthly rate instead of 12x, so you get 2 months free.

Go to Settings → Security, scan the QR code with any authenticator app, and confirm with a code. You’ll get 10 one-time recovery codes shown exactly once — store them somewhere safe.

Nothing is deleted immediately. Cancelling keeps your account active until the end of the current billing period, after which it stops renewing — your records remain intact for your own Companies Act/tax retention needs.

The Enterprise plan, an administrator account, and the ability to register an application at your identity provider (Microsoft Entra ID, Google Workspace, Okta or any OpenID Connect provider). Open Security & Developer → Single Sign-On, copy the redirect address into your provider, then enter the issuer URL, client ID and client secret it gives you and press Test connection. SAML is not supported.

The most common reasons are that your email address is not at one of the allowed domains, your account has been deactivated or locked, or your account is already linked to a different identity at the provider. Ask your Ayrexa administrator; the reason is under Security & Developer → Single Sign-On → Recent sign-ins.

No. If your address is at an allowed domain and your organisation’s plan has a free seat, an account is created the first time you sign in, with the role your administrator chose (Viewer, Accountant or Employee). Nobody becomes an administrator this way.

Your organisation now requires single sign-on, and the sign-in page says so. Use the Sign in with button on your organisation’s sign-in page. If you need a password for emergencies, ask an administrator to allow it for you under Organisation → Users.

Sign in with single sign-on yourself before you require it, and give at least one administrator the setting Keeps password if single sign-on is required. If the provider ever fails, that administrator signs in with their password and fixes or turns off single sign-on.

Not by Ayrexa when you sign in through your identity provider: the provider is responsible for checking who you are, so turn on multi-factor authentication there.

At ayrexa.com/developers. It lists the endpoints, how to authenticate with an API key, example requests, errors, rate limits and webhooks. The API needs the Enterprise plan and a key from Security & Developer → API Keys.

Each delivery has an X-Ayrexa-Signature header. Recompute the HMAC-SHA256 of the raw body with your endpoint’s signing secret and compare it to the header; the developers page has ready-made code for JavaScript, C# and Python.

A workspace for accounting firms that look after many clients. It holds your staff and your client list but keeps no books of its own. Clients link to your practice, and you open each client’s books under your own name with two-factor sign-in. Sign up from “Are you an accounting practice?” on the sign-up page.

Open Settings → Accountant Access (administrators only), enter the email address of an administrator at your accountant’s practice and choose the most they may do (Viewer, Accountant or Administrator). They accept from the email. Until they do, nobody from the practice can see anything.

Open it from the bell, or go to Settings → Accountant Access (an organisation) or Invitations (a practice) and look under “Invitations waiting for you”. Ayrexa emails a 6-digit code to your address to show it is yours: type it in, then press Accept (an organisation also chooses the most the practice may do) or Decline. You can also open the link in the invitation email instead, which needs no code.

Yes. Settings → Accountant Access lists every time somebody from the practice opened your books, with who, when and how it ended, and Settings → Audit Log shows each action they took under their name and their practice’s name.

On Settings → Accountant Access choose End access next to the practice, or Remove access next to one person. It takes effect at once and anyone working in your books is signed out. You can also lower the most a practice may do without ending the link.

No. People from a practice are not part of the client’s team: they do not use one of its users and are not counted against its plan.

You need all of these: the client has accepted the link, a practice administrator has given you a role in that client, your practice role is Accountant or Administrator, the client’s plan is not lapsed, and you signed in with two-factor authentication or single sign-on. The page tells you which one is missing.

Green (On track) means nothing needs attention. Amber (Needs attention) means something should be looked at soon, such as a VAT201 return due within 14 days. Red (Action needed) means something is overdue or at risk now, such as an unfiled VAT201 return or a plan payment that is past due.

Yes. Practice → Clients → Add client → Create a new client sets up the organisation with the standard chart of accounts and emails its owner a link to claim it. Until they claim it your practice administers it; once they do, they decide what your practice may do.

Open Manage on the client and choose Hand over to another practice, then enter the other practice’s administrator email. They accept, and if the client has its own administrator that person must agree too. Nothing changes until everyone has agreed; then your access ends at once.

Your practice pays the plan price of each client it covers (Starter, SME, Mid-Market or Enterprise) on one invoice a month, with a line for each client. The workspace itself is free once you have at least 3 active clients; with fewer you also pay a workspace fee equal to the SME plan price. Clients that pay for themselves count as active.

None. A practice workspace is not a plan. Each client keeps its own plan, which decides what its books can do, and any plan can link to a practice. Your practice pays only for the clients it chooses to cover.

You and the clients you pay for are told, and those clients stay active for a 14-day grace period. If the payment is still not made they lapse like an expired subscription, but their administrators can still sign in and choose their own plan. Paying restores them at once.