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How to add a client account

For accountants only

Daniel Little avatar
Written by Daniel Little
Updated over 3 weeks ago

In this help article, we will cover how to add a client account to Link My Books.

This article is for accountant users only. Individual users should add their own accounts using the process outlined in the Connect to your accounts help article.

When adding a client account the accountant will complete the connection to the bookkeeping account and select which sales channels the client sells through. Then the client will complete the sales channel connections.
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This is because only the main account credentials for the sales channels can approve apps, so the clients themselves need to do this.
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This article is a walkthrough of the actions the accountant will take.

Please see this help document for the steps the client needs to take to connect the sales channels.

Actions For The Accountant

You will need a user account with Link My Books to complete the following steps. See this help article if you need help setting up a user account.

Step 1 - Enter the client's company name and an optional client reference:

A screenshot of a "Link My Books" onboarding or client setup wizard, showing the first step: "Client's Business Name". On the left side of the screen, there's a vertical progress tracker or navigation pane: * "Client Name" is highlighted with a blue circle and a solid line connecting it, indicating it's the current step. * "Select Sales Channels" is below it, with an empty circle and a dotted line. * "Subscription Payment Option" is next, with an empty circle and a dotted line. * "Connect Bookkeeping Account" is next, with an empty circle and a dotted line. * "Invite the Client" is the last step, with an empty circle. At the bottom of this left pane, there's a link "Having trouble? Watch Video". The main content area on the right has a large orange heading: "Client's Business Name". Below the heading, there's a descriptive sentence: "Adding a new client is super easy with Link My Books." Underneath this, there are two input fields: * The first field has a label "CLIENT BUSINESS NAME" and a placeholder "Eg. Example Company". * The second field has a label "CLIENT REF (OPTIONAL)" and a placeholder "Eg. EC001". Below the input fields, there are two buttons: * A grey button labeled "NEXT". * A text link labeled "CANCEL".

Step 2 - Select the sales channels the client sells on.

A screenshot of the "Select the Sales Channels" step within the "Link My Books" client setup wizard. On the left side, the progress tracker shows: * "Client Name" is marked as completed with a green checkmark. * "Select Sales Channels" is highlighted with a blue circle and a solid line, indicating it is the current step. * "Subscription Payment Option", "Connect Bookkeeping Account", and "Invite the Client" are subsequent, uncompleted steps with empty circles and dotted lines. At the bottom of this left pane, there's a link "Having trouble? Watch Video". The main content area on the right has a large orange heading: "Select the Sales Channels". Below the heading, there's a descriptive sentence: "You can add multiple accounts in the same region if needed". The page then lists several sales channel options, each with a logo, name, and controls to specify the "Number of accounts". The sales channels listed are: * **Amazon Europe**: Shows the Amazon logo, "Amazon Europe" in blue text with "UK, DE, FR, IT, ES, NL, SE, PL" below it. To the right, "Number of accounts" is displayed with a decrement button, a text field showing "0", and an increment button. * **Amazon North America**: Shows the Amazon logo, "Amazon North America" in blue text with "US, CA, MX" below it. To the right, "Number of accounts" is displayed with a decrement button, a text field showing "0", and an increment button. * **Amazon Australia**: Shows the Amazon logo, "Amazon Australia" in blue text with "AUS" below it. To the right, "Number of accounts" is displayed with a decrement button, a text field showing "0", and an increment button. * **Amazon Japan**: Shows the Amazon logo, "Amazon Japan" in blue text with "JP" below it. To the right, "Number of accounts" is displayed with a decrement button, a text field showing "0", and an increment button. * **eBay**: Shows the eBay logo, "eBay" in blue text. To the right, "Number of accounts" is displayed with a decrement button, a text field showing "0", and an increment button. * **Shopify**: Shows the Shopify logo, "Shopify" in blue text. To the right, "Number of accounts" is displayed with a decrement button, a text field showing "0", and an increment button. * **Etsy**: Shows the Etsy logo, "Etsy" in blue text. To the right, "Number of accounts" is displayed with a decrement button, a text field showing "0", and an increment button. At the bottom of the main content area, there are two buttons: * A grey button labeled "NEXT". * A text link labeled "BACK".

Step 3 - Select who will be the account owner, the accountant or the client. (The account owner is responsible for billing and user management on the account).

A screenshot of the "Subscription Payment" step within the "Link My Books" client setup wizard. On the left side, the progress tracker shows: * "Client Name" is marked as completed with a green checkmark. * "Select Sales Channels" is marked as completed with a green checkmark. * "Subscription Payment Option" is highlighted with a blue circle and a solid line, indicating it is the current step. * "Connect Bookkeeping Account" and "Invite the Client" are subsequent, uncompleted steps with empty circles and dotted lines. At the bottom of this left pane, there's a link "Having trouble? Watch Video". The main content area on the right has a large orange heading: "Subscription Payment". Below the heading, there's a descriptive sentence: "Select who will be paying subscription fee for Link My Books". There are two rectangular selection boxes, representing payment options: * The first box contains blue text: "I will be the account owner" and smaller grey text below it: "(Add this account to my subscription)". This option appears to be slightly highlighted or selected, though no explicit selection indicator (like a radio button) is visible. * The second box contains blue text: "The client will be the account owner" and smaller grey text below it: "(Client will be prompted to start a subscription)". At the bottom of the main content area, there are two buttons: * A grey button labeled "NEXT". * A text link labeled "BACK".

Step 4 - Connect to the client's bookkeeping account.

👉 For brand new clients use the Xero and QuickBooks buttons to connect a new bookkeeping account:

A screenshot of the "Connect Bookkeeping Account" step within the "Link My Books" client setup wizard. On the left side, the progress tracker shows: * "Client Name" is marked as completed with a green checkmark. * "Select Sales Channels" is marked as completed with a green checkmark. * "Subscription Payment Option" is marked as completed with a green checkmark. * "Connect Bookkeeping Account" is highlighted with a blue circle and a solid line, indicating it is the current step. * "Invite the Client" is the final, uncompleted step with an empty circle and a dotted line. At the bottom of this left pane, there's a link "Having trouble? Watch Video". The main content area on the right has a large orange heading: "Connect Bookkeeping Account". Below the heading, there's a descriptive sentence: "Connect the client's bookkeeping account with Link My Books". There are two main options for connection: 1. **Connected QuickBooks/Xero Accounts**: A dropdown menu labeled "CONNECTED QUICKBOOKS/ XERO ACCOUNTS" is displayed with "Select account..." as the placeholder text. 2. **Connect a different account**: Below a separator with "or" in the middle, two logos are presented as clickable options: * A blue Xero logo with a curved red arrow pointing to it from the top left. * A green Intuit QuickBooks logo with a curved red arrow pointing to it from the top right. At the bottom of the main content area, there are two buttons: * A blue button labeled "NEXT". * A text link labeled "BACK".

👉 If you are adding a new sales channel for an existing client then you can use the Connected accounts dropdown to use the same bookkeeping account connection:

A screenshot of the "Connect Bookkeeping Account" step within the "Link My Books" client setup wizard. On the left side, the progress tracker shows: * "Client Name" is marked as completed with a green checkmark. * "Select Sales Channels" is marked as completed with a green checkmark. * "Subscription Payment Option" is marked as completed with a green checkmark. * "Connect Bookkeeping Account" is highlighted with a blue circle and a solid line, indicating it is the current step. * "Invite the Client" is the final, uncompleted step with an empty circle and a dotted line. At the bottom of this left pane, there's a link "Having trouble? Watch Video". The main content area on the right has a large orange heading: "Connect Bookkeeping Account". Below the heading, there's a descriptive sentence: "Connect the client's bookkeeping account with Link My Books". There are two main options for connection: 1. **Connected QuickBooks/Xero Accounts**: A dropdown menu labeled "CONNECTED QUICKBOOKS/ XERO ACCOUNTS" is displayed with "Select account..." as the placeholder text. A red arrow points from the top right towards the dropdown arrow of this field, indicating an interaction or instruction related to it. 2. **Connect a different account**: Below a separator with "or" in the middle, two logos are presented as clickable options: * A blue Xero logo. * A green Intuit QuickBooks logo. At the bottom of the main content area, there are two buttons: * A blue button labeled "NEXT". * A text link labeled "BACK".

👉 When connecting a brand new Xero account you will need to confirm the Xero account in an additional step:

A screenshot of the "Connect Bookkeeping Account" step within the "Link My Books" client setup wizard, with a dropdown list open for selecting a Xero account. On the left side, the progress tracker shows: * "Client Name" is marked as completed with a green checkmark. * "Select Sales Channels" is marked as completed with a green checkmark. * "Subscription Payment Option" is marked as completed with a green checkmark. * "Connect Bookkeeping Account" is highlighted with a blue circle and a solid line, indicating it is the current step. * "Invite the Client" is the final, uncompleted step with an empty circle and a dotted line. At the bottom of this left pane, there's a link "Having trouble? Watch Video". The main content area on the right has a large orange heading: "Connect Bookkeeping Account". Below the heading, a descriptive sentence reads: "Confirm the client's Xero Account". A dropdown menu labeled "CONNECTED XERO ACCOUNTS" is open, showing a list of Xero accounts to choose from. * The selected value in the dropdown is "Xero 1". * Inside the dropdown list, there's a "Search" input field. * Below the search field, the following Xero accounts are listed: * "Xero 1" with a "CONFIRM" button next to it. * "Xero 2" * "Xero 3" * "Xero 4" At the bottom of the main content area, there are two buttons: * A blue button labeled "NEXT". * A text link labeled "BACK".

Step 5 - Enter the client's information to add them as a user on the account and invite them to complete the sales channel connection(s).

A screenshot of the "Invite the Client" step, the final step in the "Link My Books" client setup wizard. On the left side, the progress tracker shows all previous steps completed with green checkmarks: * "Client Name" * "Select Sales Channels" * "Subscription Payment Option" * "Connect Bookkeeping Account" "Invite the Client" is highlighted with a blue circle, indicating it is the current and final step. At the bottom of this left pane, there's a link "Having trouble? Watch Video". The main content area on the right has a large orange heading: "Invite the Client". Below the heading, a descriptive sentence reads: "The client will complete the sales channel connections". Below this, there are four input fields: * "Client's Name" * "Client's Email" * "Accountants Name" * "Message (optional)", which is a larger text area. At the bottom of the main content area, there are two buttons: * A grey button labeled "SUBMIT". * A text link labeled "BACK".

Once all 5 steps are completed the client will receive an email asking them to connect to their sales channels.

Once the client connects all requested sales channels, the accountant will be notified by email and can move to the next stage - choosing accounts and tax rates in the guided tax wizard.

If you have any questions about this article or feedback on how we could make it better please reach out to the support team via the blue chat icon on the bottom right of the page or via email to [email protected].

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[Setup] Step 3: Choose your preferred account and tax rates
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