Work with Clients and Documents

Use client collaboration when accounting work needs an answer, source document, portal action, or client-authorized connection. Keep the request tied to the affected client, period, and record so another reviewer can reproduce the decision.

Choose the right channel

• Client Work tracks a question or task and its status, linked transactions, files, replies, and attachments.
• Shared Files stores and organizes statements, receipts, invoices, and other support.
• Client Portal gives the client a focused place to answer assigned requests, upload files, view reports, manage client-authorized integrations, start a request, and update their own profile. It does not expose the raw Transactions or Journals ledgers.

See the Collaboration overview for each workspace.

1. State the accounting need

Before sending, identify the exact transaction, account, period, document, or connection that blocks progress. Ask one answerable question, explain where the client can find the information, and provide a realistic deadline.

From a Banking transaction, Ask Client creates a linked work item. It does not categorize or post the transaction.

2. Request evidence or access

Use Client Work for a tracked response. Use Shared Files when the main outcome is a file or folder. If the client must authorize an integration, name the institution or system and expected account/date coverage.

Confirm the recipient has client-portal access. A firm member with the required permission invites the intended contact through Client Settings > Client Access. Portal invitations do not grant access to the firm-side accounting workspace. New Client Work can be scoped to selected recipient emails, so one authorized contact does not automatically see another contact’s assigned requests.

For a connection request, send the client to Integrations. The client can complete OAuth or Plaid authorization and maintain the connection, while account mapping, manual transaction sync, and ledger review stay with the accounting team.

3. Monitor delivery and response

Open the original Client Work item before sending a duplicate request and review its attachments and replies. Preserve the client answer in the work item instead of copying an unexplained conclusion into the ledger. Sent Gmail messages remain available in the sender's Gmail Sent folder.

4. Apply the answer

Return to the affected workflow:

• link evidence and resolve the row in Transaction Review;
• route a statement through Add Data;
• attach support to a Journal Entry;
• add documents or notes to Reconciliation;
• refresh and verify the client-authorized integration.

Close the work item only after the answer has been applied or deliberately documented as no longer needed.

Correct mistakes and hand off

If a request went to the wrong person, stop follow-up and send a corrected request without exposing unrelated client data. Unlink a file attached to the wrong record before linking it correctly; deleting the file can affect other references.

At handoff, identify open items, last contact, delivery status, requested evidence, owner, due date, and the accounting records still waiting. Portal access enables collaboration but does not bypass the team member's own client-level permissions.