Giving your accountant access to Keepr
Give your accountant, bookkeeper or a colleague their own login to one of your businesses. Free on every plan, and you can take it back at any time.
Most people don't do their own year end. When it's time to hand the books over, you can either export everything and email it across, or give your accountant a login of their own. The second is less work and stays current: they see your figures as you record them, with no files going back and forth.
Sharing access is free on every plan, there's no limit on how many people you invite, and you can take it away again at any time.
Where to find it
- Open Settings from the menu under your initials, top right.
- Choose Shared access.
- Check the business name in the heading - it reads Who can access [your business]. If that's the wrong one, switch business using the chip at the top of the page first.
Inviting someone
- Under Invite someone, type their email address.
- Pick an Access level: Accountant or View only. The table below says what each one can do.
- Click Send invitation.
They get an email titled "[Your name] has invited you to [your business] on Keepr" with an Accept invitation button. Until they accept, their row shows as Invited, not accepted yet, and you can withdraw it with Cancel invite.
What each access level can do
| Access level | Can work on | Cannot touch |
|---|---|---|
| Accountant | Invoices, quotes and income, expenses and mileage, clients, projects and time, and all reports. | Business settings. |
| View only | Looks at everything an accountant can see, and changes none of it. | Any change at all. |
Why your accountant cannot file your return
HMRC needs to know who is at the keyboard when a return is sent. Because your accountant signs in as themselves and then opens your books, anything filed from their session would reach HMRC under your name rather than theirs, so Keepr doesn't allow it.
In practice this changes very little. Your accountant does the work - records the figures, fixes the categories, checks the numbers - and you sign in and press submit. If they open the Tax section they'll see a short note saying the same thing.
What it looks like for them
Your accountant signs in at the ordinary Keepr login, with their own email and password. They never see or use yours.
Your business then appears in their business switcher at the top of the page, under Shared with you, with your name beside it so they always know whose books they have open. If they work with several Keepr clients, all of them sit in that one list and they switch between you without signing out.
Changing or removing access
Both live on the same page, and take effect straight away.
- To change what someone can do, pick a different Access level on their row. It saves as you choose it.
- To remove them, click Remove on their row and confirm.
Removing access doesn't delete anything they entered, and it doesn't delete their Keepr account. Your business simply disappears from their switcher. If you want them back later, send a fresh invitation.
Seeing what they changed
Underneath the access list, Recent changes by other people shows what anyone other than you has altered in this business: who, when, which record, and the old and new figures. Your own edits aren't listed, so what's left is only the work someone else did.