Change access for a customer or end a collaboration in Bookkeeping & Invoicing

It is almost impossible for us to say which access your customer should have inBookkeeping & Invoicing, since it's the needs of the customer and your future collaboration who really is the answer to the question. We've compiled some details regarding the changes that occur when you modify the access during either the invitation for a customer collaboration or an active collaboration wherein you aim to alter the customer's access.

In the topic Which subscription should I choose , you can see a comparison table and read more about the features included in Bookkeeping & Invoicing.
In What happens when I change the access for a customer already working with another access in Bookkeeping & Invoicing?, describes what happens when you change the access for the customer.
In the section Checklist when ending a collaboration when ending a collaboration, we provide guidance and detail the essential actions you need to undertake.

  1. Go to Settings - Collaborations.

  1. Select the customer you wish to edit a collaboration for.

By expanding a customer, you get an overview of the active collaborations you have with the customer.

  1. Click the icon on the right hand side, to open the window Edit collaboration and make your changes.

Some things to consider when changing access

  • If you change to a less comprehensive access to features such as Quotes & Order, Direct Payment or other connections could be lost, if these features aren't supported by Bookkeeping & Invoicing.

  • Keep in mind that you never have to end a collaboration if you just want to change the access for one customer.

Some things to have in mind when ending a collaboration

  • For all scenarios, ensure that all your work with the customer is done before the collaboration is ended.

  • Check that all collaborations have been ended, such as Financial overview, Budget & Forecast and Spiris Scanner.

  • If you have an active bank connection in the collaboration, you should end this before ending the collaboration.

 

Access that the customer currently has

 

The accounting office invites/
changes access to

 What the accounting office can see and access What the customer can see and access What happens to the customer's data when switching to the new access?
Approval & Approval & Invoicing Bookkeeping & Invoicing - Accountant access The accounting office has access to all data. The customer does not have access to any Bookkeeping & Invoicing.  
Approval & Approval & Invoicing The accounting office sees all previous data and has access to the entire programme. The customer can only see and work with the Sales tab.  
  Bookkeeping The accounting office has full access to the program and sees all tabs and can create new customer invoices under the sales tab. The customer sees and can work in all tabs except Sales. When you change the access from Approval & Approval & Invoicing to Bookkeeping, the Sales tab of the solution is restarted. This means that all previous customer invoices/customers/articles will be hidden for both end customer and agency. All previous data regarding the Sales tab can be retrieved via journal entries.
  Bookkeeping & Invoicing The accounting office has access to all data. The customer has access to all data.  
  Förening/ Bookkeeping & Invoicing + The accounting office has access to all data. The customer has access to all data.  
         
Bookkeeping Bookkeeping & Invoicing - Accountant access The accounting office has access to all data. The customer does not have access to any Bookkeeping & Invoicing.  
  Approval & Approval & Invoicing The accounting office has access to all data. The customer can only see and work with the Sales tab. As there's no sales section in Bookkeeping, this tab will be empty.  
  Bookkeeping The accounting office has full access to the service and can see all tabs and create customer invoices under the Sales tab. Since the Sales tab doesn't exist in Bookkeeping, there were previously no customer invoices in the customer's solution. The customer sees and can work in all tabs except Sales.  
  Bookkeeping & Invoicing The accounting office has access to all data. The customer has access to all data.  
  Förening/ Bookkeeping & Invoicing + The accounting office has access to all data. The customer has access to all data.  
         
Bookkeeping & Invoicing Basic Bookkeeping & Invoicing - Accountant access The accounting office has access to all data. The customer does not have access to any Bookkeeping & Invoicing.  
Approval & Approval & Invoicing The accounting office sees all previous data and has access to the entire solution. All previous data remains. The customer can only see and work with the Sales tab.  
  Bookkeeping The accounting office has access to all data. The customer sees and can work in all tabs except Sales. When you change the access from Bookkeeping & Invoicing Basic to Bookkeeping , the Sales tab is restarted. This means that all previous customer invoices/customers/articles will be hidden in the programme for both end customer and agency. All previous data regarding the Sales tab is gone. The vouchers for the invoices remain under Accounting - Journal entries.
  Bookkeeping & Invoicing The accounting office has access to all data. The customer has access to all data.  
  Förening/ Bookkeeping & Invoicing + The accounting office has access to all data. The customer has access to all data.  
         
Bookkeeping & Invoicing/Bookkeeping & Invoicing + Bookkeeping & Invoicing - Accountant access The accounting office has access to all data. The customer does not have access to any Bookkeeping & Invoicing.  
Approval & Approval & Invoicing The accounting office sees all previous data and has access to the entire solution. All previous data remains. The customer can only see and work with the Sales tab.  
  Bookkeeping The accounting office has full access to the solution and can see all tabs and create new customer invoices under the Sales tab. The customer sees and can work in all tabs except Sales. When you change the access from Bookkeeping & Invoicing/Bookkeeping & Invoicing + to Bookkeeping, the Sales tab is restarted. This means that all previous customer invoices/customers/articles will be hidden in the programme for both end customer and agency. All previous data regarding the Sales tab is gone. The vouchers for the invoices remain under Accounting - Journal entries.
  Bookkeeping & Invoicing The accounting office has access to all data. The customer has access to all data.  
  Förening/ Bookkeeping & Invoicing + The accounting office has access to all data. The customer has access to all data.  
The procedure for ending a collaboration, where the customer has the right to their accounting records, should be integrated into the accounting office's own processes when a customer relationship is ended.
Collaboration set up in Bookkeeping & Invoicing What should the accounting office do in the context ending a collaboration
Collaboration set up in Bookkeeping & Invoicing - Accountant access

We can only recommend on which variant you upgrade to. Note that there's a cost for the upgrade .

  1. Upgrade the customer to Bookkeeping & Invoicing, to ensure that all the data you have recorded in your collaboration is made available to the customer for further accounting work.

  2. As soon as your customer have accepted your collaboration invitation in Bookkeeping & Invoicing, they can log in and have full access to their data.

  3. End the collaboration by selecting the Customer continues to work on their own.

The customer's data will no longer be available to you.
 

  1. In Edit collaboration window select End collaboration

  1. Select End the collaboration and deactivate the solution.

  2. Check that all collaborations with the customer are terminated.

The new accounting office can now start a collaboration with the customer in Bookkeeping & Invoicing - Accountant access, which will reactivate the same access to the solution for the customer.

The customer's data will no longer be available to you.

 

  1. Export the customer's accounting data via a SIE-file, since according to the accounting legislation, customers need to save their accounting data for 7 years. You find the company data export function in Settings - Import and export in Bookkeeping & Invoicing

  2. In Edit collaboration window select End collaboration

  3. End the collaboration with the customer by selecting End the collaboration and deactivate the service.

The customer's data will no longer be available to you.
Collaboration set up in Bookkeeping

  1. In Edit collaboration window select End collaboration

  2. End the collaboration by selecting the Customer continues to work on their own.

The customer's data will no longer be available to you.
 

  1. In Edit collaboration window select End collaboration

  2. End the collaboration by selecting the Customer continues to work on their own.

The customer's data will no longer be available to you.
 

  1. In Edit collaboration window select End collaboration

  2. End the collaboration with the customer by selecting End the collaboration and deactivate the solution.

Anyone who has authorisation as an administrator for the customer will have access to a read only version, where all previously added information can be seen. The read only version is accessible when logged in to Spiris. According to accounting legislation you are required to save your financial information for 7 years in its original format.

The customer's data will no longer be available to you.
Collaboration in Approval & Approval & Invoicing

  1. Upgrade the customer to Bookkeeping & Invoicing, to ensure that all the data you have recorded in your collaboration is saved. We can only recommend on which variant you upgrade to. Note that there's a cost for the upgrade .

  2. In Edit collaboration window select End collaboration

In the event of no upgrade, all existing accounting data, except the Sales tab, will be stored as an archived read-only company in the end customer's Approval & Invoicing under Settings - Company settings and the Basic information tab. No information can be added by either the accounting office or the customer.

  1. End the collaboration by selecting the Customer continues to work on their own.

    The customer's data will no longer be available to you.
 

  1. Upgrade the customer to Bookkeeping & Invoicing, to ensure that all the data you have recorded in your collaboration is saved. We can only recommend on which variant you upgrade to. Note that there's a cost for the upgrade .

  2. In Edit collaboration window select End collaboration

In the event of no upgrade, all accounting data, except the Sales tab, will be stored as an archived archived read-only company in the end customer's Approval & Invoicing under Settings - Company settings and the Basic information tab. No information can be added by either the accounting office or the customer. When the customer sets up a new collaboration, the customer have to go into the archived company and export a SIE file and supplier register for the new accountant to import. You find the company data export function in Settings - Import and export in Bookkeeping & Invoicing.

  1. End the collaboration by selecting the Customer continues to work on their own.

    The customer's data will no longer be available to you.
 

  1. In Edit collaboration window select End collaboration

  2. End the collaboration with the customer by selecting End the collaboration and deactivate the solution.

The customer's administrator, who holds the requisite authorization, will gain access to a read-only version containing all previously registered information. This read-only version is accessible upon logging in to Spiris. Consistent with the accounting legislation, this data will remain available for a period of 7 years.

The customer's data will no longer be available to you.
Collaboration set up in Bookkeeping & Invoicing

  1. In Edit collaboration window select End collaboration

  2. End the collaboration by selecting the Customer continues to work on their own.

The customer's data will no longer be available to you.
 

  1. In Edit collaboration window select End collaboration

  2. End the collaboration by selecting the Customer continues to work on their own.

The customer's data will no longer be available to you.
 

  1. In Edit collaboration window select End collaboration

  2. End the collaboration with the customer by selecting End the collaboration and deactivate the solution.

The customer's administrator, who holds the requisite authorization, will gain access to a read-only version containing all previously registered information. This read-only version is accessible upon logging in to Spiris. Consistent with the accounting legislation, this data will remain available for a period of 7 years.

The customer's data will no longer be available to you.
Collaboration set up in Bookkeeping & Invoicing Basic

  1. In Edit collaboration window select End collaboration

  2. End the collaboration by selecting the Customer continues to work on their own.

The customer's data will no longer be available to you.
 

  1. In Edit collaboration window select End collaboration

  2. End the collaboration by selecting the Customer continues to work on their own.

The customer's data will no longer be available to you.
 

  1. In Edit collaboration window select End collaboration

  2. End the collaboration with the customer by selecting End the collaboration and deactivate the solution.

The customer's administrator, who holds the requisite authorization, will gain access to a read-only version containing all previously entered information. This read-only version is accessible upon logging in to Spiris. Consistent with the accounting legislation, this data will remain available for a period of 7 years.

The customer's data will no longer be available to you.
Collaboration in Förening/ Bookkeeping & Invoicing +

  1. In Edit collaboration window select End collaboration

  2. End the collaboration by selecting the Customer continues to work on their own.

The customer's data will no longer be available to you.
 

  1. In Edit collaboration window select End collaboration

  2. End the collaboration by selecting the Customer continues to work on their own.

The customer's data will no longer be available to you.
 

  1. In Edit collaboration window select End collaboration

  2. End the collaboration with the customer by selecting End the collaboration and deactivate the solution.

The customer's administrator, who holds the requisite authorization, will gain access to a read only version containing all previously registered information. This read only version is accessible upon logging in to Spiris. Consistent with the accounting legislation, this data will remain available for a period of 7 years.

The customer's data will no longer be available to you.

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