Share documents with your accountant in Banqup
Already uploaded your documents to your Banqup account? Great! So, how do you get these over to your accountant? Managing your administration is simple and smart with Banqup. Therefore sharing your documents with your accountant should be simple and smart too.
Accept the purchase invoices
Before you can accept purchase invoices, you must first upload your invoices to Banqup using one of three methods:
- Drag and drop
- Or simply using the Banqup mobile app
Check out these methods here first for extra help.
Once your invoices have been uploaded and are ready for processing, they will appear on your Banqup platform with the status ‘to be accepted’. Select the invoice by clicking the checkbox to the right-hand side. Click accept and confirm in the blue bar at the top.
Once you have accepted the invoices they will be automatically forwarded to your accountant. This can be seen in the accounting status in the ‘to be processed’ list on your Accounts Payable tab. You can also set-up your Banqup account to accept invoices from specific suppliers automatically.
Send/archive sales invoices
In your Accounts Receivable tab, you have the option of creating your own invoices or loading sales invoices. After creating or loading invoices, the invoices have the ‘draft’ status.
Firstly, click on the invoice. On the right-hand side, you will see an invoice preview. On the left-hand side you can see the invoice detail. In ‘details’ you can choose the shipping method to your customer. Here you have four options:
- Via Banqup
- Or print and post
Choose the desired method and click ‘send’ on the blue bar at the top. This is how the invoice is sent to your customer and automatically forwarded to your accountant. Afterwards, you can also see this invoice in your list of sales invoices. Under status, you will see if the invoice has been paid and that it has been forwarded to your accountant.
If you are creating invoices and sending these to your customers in a different manner, you can upload them using drag and drop, email or the Banqup mobile app. To share these with your accountant, choose Archive when the invoices are in ‘draft’ status. You can do this by clicking on the checkbox on the right of each invoice, then click archive on the blue bar at the top. Archiving means that your invoices are placed in the digital archive and forwarded to your accountant.
You can always check the flow of an invoice by looking at the accounting status or clicking on the individual invoice, then clicking on events. This is a track and trace system to enable you to see what has happened to the invoice and when it was forwarded to your accountant.
Copy the documents into the Doc. Center
So far, we have learned how to send sales and purchase invoices to your accountant, but what about the documents in the Doc Center?
If you have already uploaded documents to your Doc Center you will see them in your local files. Local files are only visible to you. To send these to your accountant, click the checkbox in front of the document, then click on copy or send the document to your account. This is shown in the blue bar at the top.
We recommend that you opt for copying as this ensures that your accountant receives a copy in a shared file and you still retain the document in your local files.
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