Welcome to Accounto!
So that you can benefit from all the functions of the platform as quickly as possible, we have put together a guideline for you with the corresponding articles.
Of course, you can also book individual training sessions with Accounto. If you have any questions about the handling and the prices of the trainings, please contact us directly via: [email protected].
And this is how it works...
Step 1: Create client incl. VAT settings
Navigate to ⨠Tenants and click ⨠ +tenant.
If a customer is no longer active, the mandate can be deactivated here.
Enter all address data.
Select whether the created client should act as a template.
Select whether the client is active and enter the start date.
Activate the checkboxes if the accounting or payroll module should be displayed on SME level.
If the invoice control is activated, each uploaded document will be checked for invoice recipient and VAT. If the details differ from those stored on Accounto, the document will be displayed as "invalid.
Enter the start and end date of the fiscal year.
If the company is liable to VAT, enter here all the details of the accounting method.
Here you can enter company-related notes.
Step 2: Capture bank accounts and credit cards
Before you begin the document upload and setup process, make sure that all of your company bank accounts and company credit cards are recorded correctly.
To do this, navigate to ⨠Settings ⨠Banking accounts and/or ⨠Credit cards and complete or enter your data if necessary.
After you have entered all bank accounts and credit cards, navigate to ⨠Settings ⨠Accounting chart and make sure that your bank accounts are visible on the assets side starting with account 1021 (1) and your credit cards are visible on the liabilities side starting with account 2070 (2) are visible.
Step 3: Add employees and fill in basic data
For the expense and salary modules, it is essential that the basic data of the employees are set up correctly.
In the tab ⨠Employees you can create a new employee with the button ⨠ + Add employee.
Enter the employee's name, surname and e-mail address and activate the salary bar (1), even if you do not run payroll via Accounto and only want to upload expenses. You can learn more about the access rights (2) here.
With Save, the employee will receive an invitation to Accounto via email and the other columns for data entry will be displayed. Detailed instructions to accept the invitation and create an account can be found here.
❗Note: If you do not want the employee to receive an invitation, you can leave the "Access to Accounto" bar inactive.
The next step is to fill in all the basic data and activate the employee. Here you can find the detailed instructions: Edit or add employees.
Step 4: Upload documents: 3 different methods
At Accounto, you currently have 3 ways to upload your documents to the platform:
Upload via platform
Navigate to ⨠Documents and click on the button at the top right.
⨠ + Add document. Here you can now upload your accounts payable, accounts receivable or expense documents.
Upload via inbound email address
Open Accounto and click ⨠Settings ⨠Tenant settings. At the top of the displayed page you will now see your personalized inbound address (1), to which you can send all your documents. You can also enter this e-mail address as a contact in your scanners.
❗ IMPORTANT: The text content of a sent e-mail is not recognized. This means that any relevant information that is not apparent from the document itself (e.g. "Expenses for lunch") must be noted directly on the receipt itself.
Upload via mobile app
We explain uploading documents via the Accounto app in this article.
In general (For all 3 methods).
Use a scanner or a cell phone camera with sufficient resolution to digitize the documents.
It takes about 24 hours for a document to be fully extracted and booked.
❗ NOTE: You can find out what to look out for when uploading the documents here.
Step 5: Upload credit card statements
Credit card transactions cannot be retrieved using EBICS as with bank transactions. We rely on you to upload your monthly credit card statements as a PDF file in the normal way.
Credit card receipts are then automatically transferred from the pass-through account to the effective credit card account by assigning them to a credit card transaction.
Step 6: Accept and pay invoices
After you have uploaded all the documents and the extraction & posting is complete, the documents are separated by document type. The vendor invoices can be found at ⨠Finance ⨠Pay invoices and the accounts receivable can be found at ⨠Sales ⨠Invoices.
Open invoices
To eliminate incorrect payments, Accounto's payment process for vendor invoices (supplier invoices) is two-step. Therefore, before you can pay an invoice through our platform, you must first accept it. By doing so, you acknowledge the accuracy of the invoice, confirm that you are the correct addressee and that the invoice amount is correct.
Only when you accept an invoice can you subsequently pay it via our platform. You can find out how to accept and pay invoices here:
Already paid invoices
How to proceed if you have already paid the invoices, you will learn here.
Step 7: Set up EBICS connection
What exactly is EBICS and why should I set up an EBICS connection?
EBICS stands for "Electronic banking internet communication standard".
It offers corporate customers the possibility to quickly and flexibly process internet-based worldwide payment transactions with the bank at the highest security level. Banks are obliged to offer this standard. The EBICS server offers the following advantages:
Fast transmission of large amounts of data on a daily basis
Location-independent authorization
Encrypted data transmission
How you can apply for an EBICS connection is explained in this article.
Step 8: Upload transactions
The EBICS connection only retrieves continuous transactions of a bank account and therefore you have to send us the previous transactions once by means of camt.053 or MT940 files to [email protected].
This is a standardized format which can be generated in the online banking applications of most Swiss banks. In such a file incoming and outgoing payments, interest credits, charges or fees are summarized. This enables the uncomplicated import of these movements into accounting applications such as Accounto. This eliminates the need for manual entry of these transactions. You can download the camt.053 or MT940 files in your e-banking.
Please also upload the account statement as a PDF via your inbound e-mail address or via +add Document. The account statement will not be posted and is only used to support your trustee.
❗ IMPORTANT: Make sure that you have uploaded all accounting relevant documents before you want to upload the transactions. Once transactions arrive on our platform via EBICS or manual upload, the system expects that the relevant vouchers/invoices have already been uploaded. If some vouchers/invoices are missing, the transactions will be escalated to the trustee after 7 days. Escalated transactions need to be manually reconciled with the related vouchers under ⨠Bookkeeping ⨠Reconciliation.
Step 9: Set up customer settings and upload company logo
Upload company logo
Store your company logo so that it will be printed on customer invoices.
Start in the tab ⨠Settings ⨠Tenants Settings. Scroll all the way down until you reach the company logo section (1). You now have the option of dragging and dropping the logo as an image file onto the arrow shown or uploading it by clicking ⨠Upload files.
Set up customer settings
Navigate to ⨠Settings ⨠Billing and make sure all settings match your Accounts receivable settings. Then scroll up and click ⨠Save.
Step 10: Enter chart of accounts
The accounts/categories of the Accounto default chart of accounts, cannot be edited or deleted. Manually added accounts or categories, can be deleted, edited or moved as desired.
Navigate to ⨠Settings ⨠Accounting chart.
Switch between balance sheet and income statement.
Click on the three dots to rename accounts, add new accounts or categories.
Here you can enter the opening balance sheet.
For more information, see this article.