Bookkeeper Center

A workspace for bookkeepers that turns each client’s service agreement into scheduled work. BizBooks Pro does the routine checking, gathers what needs your judgement into one list, and drafts the monthly report you sign off on.

What It Does

Click Bookkeeper Center in the left-hand menu. Across the top you will find nine tabs: Today, Clients, New client, Reports, Packages, Materials, Workload, Website and Practice. Badges on Today and Reports count what is waiting for you.

The Center looks at all of your clients together, whichever company is open, so there is no hopping between files to find out who needs you. Want to look around first? The Clients tab has three buttons, Sample household, Sample Scout pack and Sample business, that each build a realistic practice client with months of activity. Delete them whenever you like.

Which Plans Include It

• Every accountant and bookkeeper plan has it, the free Partner plan included, and the 30-day trial unlocks all of it.
• On business plans the menu entry carries a padlock and explains the upgrade, so a business that starts keeping books for others knows it is there.
• A client who owns their own BizBooks Pro does not need the Center. Your plan covers the package you run on their computer.

Branding Your Practice

Open the Practice tab and fill in your firm name, contact person, email, phone, website, a logo and an accent colour. Reports, year-end packages, proposals and letters all go out under that identity, and when a client hits Reply on a report, the message lands in the inbox you list here.

Building Packages

Think of a package as your service menu turned into a checklist the software follows: recurring jobs, monitors that watch for problems, things to request from the client, limits on scope, and a monthly report. You start with these, all editable and copyable:

Business clients can carry add-on modules for payroll, accounts payable, invoicing, sales tax and 1099 reporting. Each one brings its own checks; for instance, the payroll add-on spots a pay period that never got recorded.

Prices are yours. Anything BizBooks Pro shows is marked as a suggested starting price, and you can price a package, an add-on or an individual client however you choose, including fee lines that add up to the monthly total. Clients keep the version of the package they signed up for, so revising a template next year never quietly changes an existing agreement.

Putting a Client on a Package

1. Make sure the client has a company in BizBooks Pro: create one, import their QuickBooks data, or let the New client tab set it up.
2. Go to Clients → Add a client. Choose the company and the package, then enter the monthly fee, which day the report should be prepared, the name to print on reports and the client’s email.
3. Save. The checks begin immediately and the first findings show on the client’s page within about a minute.

The Daily Work List

While BizBooks Pro is running, each client’s package is checked every few hours, and again on start-up to catch up. Findings land on the Today tab as one combined list, for example:

• bank-feed transactions waiting for review, and bank links that have broken;
• accounts whose reconciliation is overdue;
• a subscription that just appeared, a recurring charge that went up, or a large first payment to an unfamiliar payee;
• spending running past budget;
• home, vehicle or investment values that have not been updated in a long time;
• tax dates and paperwork: quarterly estimates, missing W-9s, 1099-NECs to file;
• a client whose volume has outgrown what they pay for, with a fee-change letter drafted.

Each entry explains itself and links to the screen where you fix it. Click Done or Dismiss. If the underlying problem goes away on its own, the entry closes itself; once dismissed, it does not come back.

Client Reports Each Month

On the report day you picked (default: the 10th), BizBooks Pro builds each client’s report for the previous month and parks it on the Reports tab as Ready for review.

• Numbers are produced by the same engine behind the built-in income statement and balance sheet, so nothing disagrees.
• Kantivo Core AI writes a brief plain-English summary. Rewrite as much of it as you like; your edits stick.
• A Check before sending panel calls out loose ends, like accounts not reconciled through month end.
• Optional sections (budget, net worth, subscriptions, rental properties and more) can be turned on or off for a package or a single client.
• Click Approve, then Send. There is no automatic sending, ever, and the exact copy delivered is saved.

Tax Documents and Client Questions

Each client has a Tax folder that forecasts the forms you should be collecting, based on the year’s transactions: interest from a bank means a 1099-INT is coming, mortgage payments mean a 1098, a contractor paid $600 or more means a 1099-NEC you must file. Mark each item received, not needed or still outstanding, and attach the PDF.

The Questions tab builds a weekly shortlist of transactions you cannot categorise without the client. Once you enter their answer, BizBooks Pro books the transaction and saves a rule so the same charge is handled automatically next time.

Handing Off to the Tax Preparer

In the client’s Tax folder click Prepare the YYYY package. You get the full-year income statement and balance sheet, every document you collected (attached), and a 1099 contractor summary. Between February 1 and April 15 the Center nudges you about any client still without one.

• Review and approve it like a monthly report. Preview the email shows the preparer’s exact view, and the summary downloads as a PDF.
• Delivery is a secure link that stops working after 30 days.
• If the books show no activity for the year, the package is refused rather than sent empty.

Prospects to Paying Clients

1. Click New intake on the New client tab and walk through the questionnaire together: client type, accounts, payroll, rentals, monthly transaction count.
2. BizBooks Pro scores every package against the answers (yours included), suggests add-ons, proposes a monthly fee itemised line by line plus a catch-up quote, and tells you why.
3. A ready-to-edit proposal is filled in for the prospect.
4. On a yes, Start this client sets up the company with a suitable chart of accounts, starts the package and add-ons, and opens a pre-filled bank-link invitation.

Clients Who Run Their Own Copy

If a client purchases BizBooks Pro and keeps the books on their own PC, you can still provide the full package service. Nothing new is created on your machine.

1. The client goes to Accountant Access, clicks Invite, types your email and keeps Let my accountant connect (Standard) switched on.
2. You get an emailed code and accept it in your own Accountant Access screen.
3. Back in the Center, open Clients and scroll to Clients on their own licence. Click Attach a licensed client, choose them, a package and a fee, and click Attach and start.

After that the client sits in your Center like any other. The routine checks run next to their data on their PC, so nothing waits for your computer to be on. The rest is done at your desk:

• Click the client to see outstanding items, prepare or open reports and the year-end package, edit and approve them, trigger the checks, adjust the fee, or end the arrangement.
• Kantivo Core AI writes the report summaries using your subscription, not the client’s.
• Reports leave your outbox, through your email setup and under your practice’s name, and replies come back to you. A copy of each sent report is kept in the client’s books.
• Year-end documents are uploaded to the secure link from the client’s side, where the files are, and the preparer receives the email from you.

The package belongs to your licence alone. Another accountant connected to the same books can neither view it nor overwrite it, and the client can revoke your connection whenever they wish.

Practice Management

• Materials holds a proposal, engagement letter and welcome emails that fill themselves in for a package or client.
• Workload estimates the hours each client takes and the hourly rate you are really earning, so underpriced clients stand out. The time estimates can be adjusted on the Practice tab.
• Anniversary reminders help you renew on time, and a fee-change letter is ready when a client’s needs have grown.

What Clients See in the Portal

If your plan includes the firm client portal, clients get a Reports tab with every report you have sent them, unchanged, and a Tax Folder tab listing the documents you still need, each with its own upload button. When they upload one, it is marked received and you get a queue item. Either tab can be hidden in the portal settings.

Your Practice Website

Under Website, BizBooks Pro assembles a seven-page site for your practice from your profile and packages, complete with a sample report for each client type and your preferred way of displaying prices. Preview it today; publishing it to its own web address will arrive in a future release.