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Booking transactions for your clients

tax-advisor Updated October 12, 2026

Advisors can do the actual bookkeeping on a client's bank transactions: set categories, correct VAT rates, confirm matches, and clear transactions as booked. Category suggestions follow a strict precedence (the client's rules, then per-company learned memory, then AI). Learned and AI suggestions render as an accept-chip you click; a rule set up for the client's company sets the category without a click. Access is bounded: no billing, no team management, no deletions, every action logged, revocable by the client at any time.

Steps

  1. Open a client workspace → Transactions tab and select a transaction.
  2. Set the category: accept the suggestion chip if one is shown, pick from the list, or create a new category inline.
  3. Confirm or reject the proposed invoice match, if there is one.
  4. Clear the transaction once it's complete (the receipt gate applies to VAT bookings).

You do the books, not just the review

Advisor access in TaxItEasy isn't read-only. On a client's bank transactions you can categorize, correct VAT rates, confirm and reject invoice matches, link invoices manually (including across a currency mismatch, with an explicit override), request receipts, and clear transactions as booked, one at a time or in bulk. The client uploads; you book.

Category suggestions: Rules > Learned > AI

For open, uncategorized transactions the system proposes a category. Three sources compete, with strict precedence:

  1. Rules: the company's own matching rules. Deterministic and always first: an explicit rule outranks everything.
  2. Learned: the per-company memory of past categorizations of the same counterparty. It activates after the same category has been chosen 3 times for a counterparty, and a single correction makes the newest choice win. What the system learns from one company's decisions is used only for that company.
  3. AI: a model-based fallback for the long tail. Low-confidence guesses are dropped rather than shown.

Learned and AI suggestions render the same way: a chip above the category dropdown reading "Suggested: {Label}" with an Accept button, shown only when there is a suggestion and the transaction has no category yet. Accepting books it in one click and is recorded in the audit log.

On bank transactions, a category is set without a click only by a matching rule set up in your company's account. Today our support sets rules up on request. Learned and AI categories are suggestions that you accept. Separately, a payment that matches an invoice with a high score is linked automatically. Links we are less sure of wait in Check our match, but they already count as paid until you reject them. You can undo any automatic link. When we read an invoice, the AI fills in its category. It counts in your books from the moment it is read, and you can change it at any time.

Two timing details: your corrections teach the learned layer immediately, but a new suggestion chip appears with the next categorization batch run (a bank import or the nightly sweep) rather than instantly. And a transaction that already shows a suggestion keeps it until it is categorized, so a newly learned category shows up on newly imported transactions. The receipt gate and clearing rules still apply to whatever you accept.

Creating categories inline

When the client's category list doesn't fit, you don't have to leave the panel: "+ Add category…" creates a new custom category on the spot, with account-code guardrails so the new category lands sensibly in the chart. The list you pick from combines the per-country standard categories with the company's custom ones, and a category that doesn't match the transaction's money direction is rejected rather than mis-booked.

Bounded access: what you can't do

The write access is deliberately fenced:

  • No billing: you can't see or touch the client's subscription or payment methods.
  • No team management: you can't invite or remove members, or add other advisors.
  • No deletions: you can't delete the company, documents, or invoices.
  • No company settings beyond the tax regime (itself behind a two-step confirm and audited).
  • Strict per-client scoping: an advisor of company A gets a hard denial on company B, even in search results.

Every advisor action is written to an append-only audit log, every write shows up in the client's own activity feed with your name and role, and entries you create carry a "by tax advisor" badge in the client's lists. The client can revoke your access at any time. Revocation immediately deletes your per-document decryption keys, and if it happens mid-session the UI detects it and returns you to your dashboard. This is by design: bounded, transparent access is what lets clients hand their books to an external advisor with confidence.

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