Client management for the firm: file, engagements, hours and authorisations
Client management brings together the firm side of annual-accounts work: client file, Wwft records, engagements, deadlines, hours, fees and authorisations. Built, not yet in the menu.
The short answer
Client management is the module for the firm side of annual-accounts work. You record the file per client, including the Wwft data (Dutch anti-money laundering act), manage engagements with a work programme and monitor deadlines. You keep hours, fees and authorisations in the same environment. The module does not create invoices.
The module is built, but is currently not yet in the app menu. If you want to use the module, please contact us; the amounts for the modules you can add are on the pricing page.
The client file
- Master data with KVK and VAT number, contact details and a link to the entity in Jaarrekening.io. You import clients in one go from a CSV file; duplicate clients are skipped.
- A fee agreement per client: hourly rate, fixed price or a combination.
- Notes by type: note, phone call, meeting, decision and task.
- Handing a client over to a colleague, and ending a client relationship with the retention periods that go with it.
- A PDF 'status report' per client.
Wwft records
Tax advisers, external accountants and anyone who independently carries out comparable activities, such as bookkeeping firms, fall under the Wwft (art. 1a(4) Wwft) and carry out client due diligence (art. 3 Wwft). They record the documents and data used in a retrievable way (art. 33 Wwft); see the Wwft on wetten.overheid.nl. In the file you record identification, ultimate beneficial owners, PEP status, risk profile and the acceptance decision, with a retention period of five years. The due diligence itself remains the work of your firm; the module stores the outcome.
Engagements and work programme
An engagement is annual accounts, a filing, bookkeeping or other. Every engagement goes through the same statuses: open, documents requested, in progress, review (four eyes), client approval, submitted and completed. With one button you create an annual accounts engagement and a filing engagement for the year for every active client.
Each engagement type has a work programme. For annual accounts this includes: engagement letter signed, documents requested and received, bank and cash reconciled, VAT and payroll reconciled, fixed assets, closing checks, annual accounts compiled, review, discussion with the client and filing. The step 'engagement letter signed' is a tick; you create the letter with the template in the documents.
Hours and fees
| Component | What there is | What there is not |
|---|---|---|
| Hours | Manual entry in minutes per client, with a billable tick and an hourly rate; totals of billable hours and their value. | A timer or automatic time tracking. |
| Fees | Items by type: fee, hours, disbursements, discount and other. A fixed monthly price and the month's billable hours are booked as items. | Creating and sending invoices; work in progress. |
| Invoicing | Invoice proposals as CSV export; you mark items as invoiced. | The invoice itself: you create that in the firm's own bookkeeping. |
Fees are free rates. The module does not calculate rate tables for you.
Authorisations
The authorisations register has five types: intermediary authorisation for returns, service messages assessment (SBA), filing with the KVK, SEPA direct debit mandate and other. For each authorisation you record from and until when it applies, a reference and the scope. Sixty days before an authorisation expires, a signal appears.
The register is an overview. It is not linked to Logius or eHerkenning, and requesting or withdrawing an authorisation is done outside the module.
Deadlines, mail templates and team
The deadline monitoring puts the preparation and filing deadlines of all clients in one overview, with your own deadlines, a filter per staff member and a calendar export. You can read more about this under annual work planning.
Mail templates fill in variables such as name and financial year and open your own mail program; the module sends nothing itself. In the settings you manage the team and adjust the tax profiles of several clients at once.
Frequently asked questions
Is Client management a full practice management package?
No. The module covers the file, Wwft records, engagements, deadlines, hours, fees and authorisations. Invoicing, a time tracker and work in progress are missing.
Can I record hours with a timer?
No. You enter hours manually, in minutes, per client and optionally per engagement, with a tick for billable.
Does the module create invoices?
No. The module creates invoice proposals that you export as CSV. You create the invoice itself in your firm's bookkeeping.
Does the module carry out the Wwft client due diligence?
No. The module records the outcome of the due diligence, such as identification, ultimate beneficial owners, PEP status and risk profile. The due diligence and the acceptance decision remain with your firm.
Read more
Preparing Dutch annual accounts?
Your first set of annual accounts is free, for every size class. Create an account and prepare the annual accounts of your Dutch company under Title 9 of Book 2 of the Dutch Civil Code.
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