Work in a client file

A client is the business or individual your office manages. A contact is a person you communicate with. A client can have several contacts.

Open a client

1. Choose Clients.
2. Search by client name, ID number, or a contact’s name, or use the available filters.
3. Select the client to open their workspace.
4. Choose the section you need: tasks, files, conversations, information collection, bookkeeping, or reports.

Search results list clients whose own name or details match first, then clients found through a contact (name, email, phone, or ID number). You can type a phone number in any format, such as 050-1234567. The Main contact column shows each client’s contact. When a client was found through a different contact, Found by and that contact’s name appear underneath.

The overview is grouped by topic. The wide column is about the business itself: Financial status, Business details, Tax & reporting profile and Bookkeeping. The wide column also holds Work time. The narrow column is about the office’s work with the client: Handled by the office, Recent activity and Contacts. Each section has its own edit button.

Handled by the office

Here you see the client’s status, Owner, Next deadline, whether the client is linked to SmartBill, and its tags. To change the owner, choose their name and pick another team member. The change saves immediately.

When the client has a SmartBill account, SmartBill status shows where it stands: Access requested (waiting for a business that already uses SmartBill to let your office in), Not invited yet (the account is open; send the invitation from Connections or the clients list), Invitation sent (waiting for the client to join), Invitation expired (send it again from Connections), Trial with its end date, Paying, Sponsored (and whether your office pays), Payment due, Plan ended, or Access revoked. Hover over it for the details. If the client removes your office’s access in SmartBill, the client is unlinked and its sync stops; everything you recorded here stays.

The clients list shows the same status in the SmartBill column, and the SmartBill status filter narrows the list to it.

Recent activity and work time

Recent activity shows what happened at the client in the last 30 days, newest first: who worked on it, for how long and on what kind of work, which tasks were completed, and when an information request went out or an answer came back. Clicking a task name opens it.

Work time shows how much time went into the client in the chosen period, by work type and by employee. How work time is measured.

Bookkeeping

The Bookkeeping section shows the bookkeeping method, whether the books are set up, and the Hashavshevet company ID. Choose Open books to go to them. If the books are not set up yet, members allowed to do so see Set up books.

Read the financial status

In Financial status, choose a period: YTD, Last 2 months, Last 12 months, or Custom. The totals come from the documents in the client file, whichever service they came from.

• Gross income includes tax invoices, tax invoice-receipts, and other income, less credit notes. For an exempt dealer or a nonprofit, receipts count.
• Quotes, orders, and self-invoices do not count as income. A self-invoice’s VAT is included in VAT payable.
• Gross expenses include draft and posted expenses, by their reporting period, or by document date when none is set. For a posted expense, the VAT and amount recognized in the posting count.
• Unconfirmed income drafts and cancelled documents are not counted.

From the Gross income and Gross expenses cards you can go straight to incomes or expenses.

Below the totals, Income vs expenses by month shows every month of the period, including months without documents. A custom period longer than five years shows every year instead. Point at a month to see both of its amounts. Expected tax breakdown shows the VAT payable and the advances, each with its amount written next to it.

If Refine period appears, the period holds more documents than can be totaled at once. Choose a shorter period before relying on the totals.

Update details

In Business details, choose Edit to review and change the client’s details. The registered address, employees and business vehicles come from SmartBill and only appear when they have a value. Check the legal name and tax identifier carefully before saving.

Tax & reporting profile

The Tax & reporting profile section on the overview shows the values this client’s VAT reports, advances, tax differences and annual reports use: VAT reporting, Detailed VAT report (PCN874), Income tax advances reporting, Income tax advance amount, Monthly National Insurance advance, Withholding tax rate, Income tax file number and Deductions file.

1. Choose Edit.
2. Update the values. Fill in Income tax file number only when it differs from the business tax ID, for example when spouses share one file.
3. Choose Save.

When the client is linked to SmartBill, the change is saved in SmartBill first and then in the office. If SmartBill cannot be reached, nothing is saved and a message appears. Try again in a moment. A client that is not linked to SmartBill is saved in the office only. A field with an invalid value is marked in red with an explanation below it.

Only members who manage the client’s bookkeeping settings can edit. The same PCN874 setting also appears in Case settings, and a change in either place updates both.

Advances over time

Income tax advance amount and Monthly National Insurance advance show today’s value. An income tax advance is a percentage of turnover or a fixed yearly amount; a National Insurance advance is a monthly amount. The values aren’t part of Edit: each one keeps its own history, so a new value never changes what earlier periods had.

1. Next to the value, choose Update and history.
2. For income tax, choose Percentage of turnover or Fixed yearly amount.
3. Type the value, and in From month choose the month it starts. For a new tax year’s value, choose January. A future month can’t be chosen.
4. Choose Save.

A client’s first value applies to every period, so no month is asked for. History lists every change with where it came from, and By month shows any year month by month, as a report of that month reads it. To fix a value typed by mistake, choose Correct on its row; the month stays, so to move a change to another month remove it and add a new one. Remove gives its months the value before it. The only value can’t be removed: set it to 0 if there is no advance.

When the client is linked to SmartBill, a change to today’s percentage or monthly amount is saved in SmartBill too, and a value changed in SmartBill appears here as a change from that month. A fixed yearly amount is saved in the office only.

A financial section asks for setup

An office administrator or bookkeeping controller needs to finish the financial setup. You can still use the client’s general workspace while this is pending.

Related: Add a client, link contacts, set up bookkeeping.