Managing Clients

Managing clients in the accountant portal

The accountant portal is designed to make managing multiple clients as efficient as possible. Here's how to navigate your client list, review their books, and stay on top of what needs your attention.

Your client list

The client list is your starting point. It shows all clients who have granted your firm access, with key information at a glance:

• Client name and business name
• Status indicator — Green (all up to date), amber (action needed soon), or red (overdue items)
• Next deadline — The date of their next quarterly submission or filing
• Unreviewed transactions — A count of transactions flagged for accountant review
• Last activity — When the client or Penny last updated their records

You can sort the list by any of these columns, or use the search bar to find a specific client quickly.

Switching between clients

Click any client in your list to open their account. You'll see their Accounted dashboard exactly as they see it, with the same transaction list, reports, and tax position — but through the lens of your access level.

A persistent client selector at the top of the page lets you switch between clients without returning to the client list. This is useful when you're working through several clients in a session.

Reviewing transactions

One of the most common tasks in the accountant portal is reviewing transactions that Penny has flagged. The review workflow is designed for efficiency:

1. Go to a client's Transactions > Needs Review page.
2. Review each flagged transaction — You'll see the transaction details, Penny's suggested category, and the confidence score.
3. Approve, correct, or query:
   • Approve — Confirm Penny's categorisation is correct.
   • Correct — Change the category to the right one. Your correction teaches Penny for future transactions.
   • Query — Add a note and flag the transaction for the client to explain. They'll receive a WhatsApp message from Penny asking for clarification.

Bulk review

For clients with many transactions to review, use the bulk review feature:

1. Open the client's review queue.
2. Click "Bulk Review".
3. Transactions are grouped by Penny's suggested category. You can approve entire groups at once or expand to review individually.
4. Use keyboard shortcuts to speed through the list: A to approve, C to correct, Q to query, and arrow keys to navigate.

Client overview and health

Each client's overview page shows:

• Tax position — Their estimated Income Tax and NI liability for the current year.
• Submission history — A timeline of quarterly updates and year-end filings, with HMRC acknowledgement references.
• Bank connection status — Whether their bank feeds are active and up to date.
• Outstanding items — Any unreviewed transactions, missing receipts, or pending actions.

Adding notes

You can add internal notes to any client account. These are visible only to your practice team, not to the client. Use them for:

• Recording conversations or advice given
• Flagging items to follow up on
• Noting anything unusual about the client's circumstances

Notes are searchable and timestamped, creating a useful audit trail of your interactions.

Removing a client

If a client moves to another firm or no longer needs your services:

1. Go to the client's profile in your portal.
2. Click "Remove Client".
3. Confirm the removal.

This revokes your access to their Accounted data. The client will be notified and can connect a new accountant if they wish. Removing a client does not affect their Accounted subscription or data — only the connection to your firm is severed.

Client communication

While the portal provides tools for reviewing and managing client data, we recommend communicating with clients through your usual channels (email, phone, video calls). The portal's query feature (flagging a transaction for client explanation) is designed for quick, specific questions rather than detailed discussions.