Accounting firm client portal: documents, conversations and approvals

Who the portal is for

The portal is a simplified view of the company for a client of an accounting firm (a small company, sole trader). The client does not need to know accounting software: they upload documents, respond to the firm's requests and approve its proposals. The firm works on its own screens and sees only the companies it is assigned to.

Inviting a client

1. The client company's owner (or an administrator) opens Settings, the team tab, and invites a person with the "Client of the firm" role.
2. The client receives an email with a link valid for 7 days and sets a password. After logging in, they see only the portal.
3. The accounting firm is added to the client's company with the role "Accounting firm (expert)" or "Accountant". The firm's role is granted by the company owner.

Document upload by the client

1. In the portal, the client chooses "Documents" and the document type: expense invoice, sales invoice, bank statement, contract or other.
2. They click "Take a photo" (opens the camera on a phone) or "Choose files" and select one or more PDF, JPEG, PNG or WebP files up to 10 MB.
3. Files are uploaded one by one. Each has a status: sent, accepted, to complete, posted or rejected (with a reason).

Documents can also be sent by email to the company's invoice upload address; the portal shows this address on the home page. Such messages go to the same firm queue.

The "New documents from clients" queue in the firm

1. The firm opens "Client documents". Documents are grouped by company, newest first, with the statuses: new, recognised, to complete, posted, rejected.
2. For an expense invoice, "Recognise" starts reading from the scan and prepares a posting proposal. Reading uses an AI credit, and posting is always approved by a person.
3. After the invoice is posted in the client's company, the status changes to "posted" automatically. Other documents (statements, contracts) can be marked manually.
4. "To complete" requires a comment: the customer receives a notification and an email, and a reply with a new file returns the document to the queue as new.
5. "Reject" requires a reason, which the customer sees next to the document.

Missing items in the month

The "Missing items in the month" screen shows what is missing to close the selected month, separately for each client. Missing items are calculated from data: a bank account without a statement for the month, account payments without a linked invoice (with the count and total), and no cash documents when the cash register was used in previous months.

• The firm can manually mark a document as missing (with a note for the customer) or mark a missing item as resolved.
• "Send reminder" sends the customer the list of missing items as a message in the conversation, a portal notification and an email.
• The client sees the same list on the portal home page and can upload the missing documents straight away.

Conversations and waiting indicators

Conversations are held per client and per document or matter, with history and attachments. Each has an indicator showing whose turn it is ("Waiting for client" or "Waiting for firm"), together with the waiting time. A new message reaches the other party in the app and by email.

The "Suggest reply" button asks the assistant for a draft. Only the firm sees the draft: the accountant can edit and send it, or discard it. The assistant sends nothing on its own and gives no amounts that are not in the conversation.

Approval by the client

When the AI team prepares an action that the client can decide on (e.g. sending an invoice to KSeF, chasing payment or issuing a recurring invoice), it appears in the portal under "To approve" as a clear card with two buttons: "Approve" and "Reject". Advisory recommendations first go through review by the firm's expert. Accounting, HR and warehouse matters are approved by the firm.

Who sees what and audit

• The client sees only their own company, and the firm sees only the companies it is a member of. Data of different clients is separated at the database level.
• Document uploads, status changes, messages, acceptance of AI suggestions and client decisions are recorded in the company's audit log.
• The firm switches to the client's company with the "Open company" button, and the queue, conversations and missing items screens work without switching.