The article is intended for new accounting firms to help them get started with the program. More experienced users can use the article as a refresher to help them set up a new client.
We also recommend that you familiarize yourself with our guides that open up the accountant's workflow in the program:
- Workflow with an electronic client
- Workflow in the folder client
CONTENT
Preparations at the accounting firm level
Activating payroll integration
Establishing a financial period
Activating payroll integration
Additional functions to activate
Getting started with accounting
Comparison year data/opening balances
Uploading pending accounting data to the program
Storing records that require retention in Briox
Register lists: suppliers, customers and products
Preparations at the accounting firm level
Adding accountants
If you work as an accountant alone, you can skip this section.
At the accounting firm level, on the left side of the page, in the sectionAdministration - Manage usersyou can make sure that all your colleagues have logins for the program. If someone is missing from the list of users, you can add them to the list.Add new user-button. From the modules, set at leastCustomer managementso that he can log in to clients through the accounting firm.
Activating tax integration
In the sectionSettings - Accounting - Tax integrationYou can activate the connection to Omavero with the accounting firm certificate. The integration is only activated at the accounting firm level; at the customer level, only the electronic sending of the VAT report is activated, which is sent from the program with the accounting firm certificate.
You will find from herea more detailed description of the topic.
Activating payroll integration
If you are not going to use the Payroll integration, you can skip this section.
The payroll integration must first be activated at the accounting firm level, after which you can also enable the integration for clients. You will find from herea more detailed description of the topic.
Creating a customer
You can create a new customer in the section Customer Management - Customer Overview(using the Add customer company function).
A new customer is created using a five-step form:
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Company:
- Get detailed informationFrom the link you can search for the customer's basic information using either the name or business ID.
- Add a company from the template -if you have already edited a customer's chart of accounts or settingsyou can select a modified customer as a new base and thus duplicate the modified settings for use by the next customer
- You can read more about the model customer from here
- If you forget to make a copyYou can submit a request to Briox Support to copy settings after the client has been set up. Please include the account ID of both the source client and the client you are copying (found in the sectionInstructions).
- Copy existing AI - you can copy the AI learning curve from an existing customer, which speeds up automation for a new customer
- The program utilizes machine learning, including scanning receipts with your customer's Briox mobile app
- Read more about artificial intelligence at Briox from here
- You can also copy AI from one client to another in the sectionCustomer Management - Customer Overviewfrom the row of the customer being copied
- Briox package - Choose the appropriate option for your customer according to your contract
- Payment responsibility - finally, you can determine whether the customer's package and additional services will be invoiced by the accounting firm, or whether the invoice will be sent directly to the customer
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Online invoice:
- This tab allows you to directly enable Apix's e-invoicing services for a new customer.
- You will find from herea copy of Apix's editorial letter template
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Accountants:
- On the tab you will find a list of all accounting firm users for whom the Client Management module is activated.
- Select all accountants for whom you want to open access to the customer you are creating.
- For each accountant you add, select the appropriate role from the drop-down menu, which determines the tools available to the accountant.
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If you don't know which role you should choose:
- Select ACCOUNTING AND PAYROLL CHIEF USER if you plan to use the Payroll integration
- Otherwise, select as an option ACCOUNTANT
- The selected role can be changed later. You can read more about user roles from here.
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Customer end user:
- This tab provides information for end-user credentials.
- A role is also selected for the end user. If you are not sure which role to choose, we recommend using the default role provided.
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Summary:
- Before creating a new customer, you can choose whether to send the customer an invitation to the program immediately or later.
- If you choose the latter option, you will find the customer waiting for a callat the customer level from the section Administration - Manage users
- The invitation will be sent to the customer's email, allowing them to set a password and log in to the program for the first time. This will activate the end user's credentials.
- After activating their account, the customer can also log in Briox mobile app
Logging into the client
Once you have created a client, you can log in to it either:
- From the section on the left side of the page Customer Management - Customer Overview
2. Or from the section on the right side of the page Customer Accounts
Starting a new customer
Establishing a financial period
After logging in to the client, you can access it from the top right corner of the page. Create a fiscal periodbutton to create the first financial period*. Option Supposition is a suitable option for businesses.
In the same section, you can already create a comparison year, to which you can enter the comparison year's information as a memo document.
*if you used a model customer as a basis for creating a customer, the accounting period has already been created.
Customer basic information
In the section on the right side of the page Settings - Company Settings - Company Information You can check whether the basic information is correct and complete any gaps.
In the same section, you can upload the customer's logo, which will appear on the customer's sales invoices.
If your customer is not registered for VAT, you can uncheck this option.
Inviting an end user
If you did not invite the end user to the program when creating the customer, you can do this afterwards at the customer level in the section Admin- Manage users. You can find the user in the sectionwaiting for a call, which you can send from the invitation line by clicking the arrow.
If necessary, you can also add a completely new user in the section. Add new user button. We recommend using Briox's default role when adding a user. However, if you wish, you can create your own role at the accounting firm level in the section Management - Role models.
When you send an invitation to a user, they will receive an email message that will allow them to set a password and log in to the program for the first time.
Briox mobile app deployment
We strongly recommend that your customer use the Briox mobile app. In the app, the customer can, among other things:
- Create and send sales invoices
Scan receipts into the system for you, so they’re ready for accounting.
- Pay purchase invoices(mobile payment works with open banking connection)
Once your customer has their credentials for the program, they can also log in to the Briox mobile app with their credentials. The app is available in both Google and Apple stores under the name Briox.
Use of the mobile app is included in the package price.
Activating a bank connection
Briox supports two different bank connection formats: Open banking & Web Service. Of the two, we recommend Open banking. Its main benefits compared to WS include:
- Supports connecting to personal accounts as well as business accounts
- Faster activation
- Activation possible in the mobile app
- Support for paying purchase invoices in the Briox mobile app
- Account statements arrive more frequently in the program
- Real-time feedback message upon payment
- Lower total costs for the customer
OPEN BANKING-connection is activated by the account holder. If you want to enable this connection with the customer, you can instruct them to activate via the Briox mobile app. Once the customer has been activated, you can find the connection in the section Settings - Accounting - Banking and payments customer-created Payment method.
Once the connection is activated, the first bank statements will arrive in the program on the same day within a few hours and you can start paying your purchase invoices in the program.
WEB SERVICE The connection is activated in the bank via a form to the Briox WS channel. If you want to enable this connection, send it to Brioxi support (tuki@briox.fi) customer: name, IBAN and bank name. The information will be added to the customer for connection activation and you will receive a bank-specific form in response, which must be filled out and sent to the bank.
Once you receive a response from our support, you can set up a WS channel for Payment method with the online payment method in the accounting settings. The payment channel takes effect when the bank activates the service and the first account statement arrives in the program at the time specified by the bank.
Activating online invoicing
If you did not activate e-invoicing when creating a customer, you can do it afterwards at the customer level in the section Settings - Accounting - E-invoice.
Apix is the e-invoicing operator at Briox.
Here you can find a copy of the supplier letter template provided by Apix.
Automation settings
In the section Settings - Accounting - Automation you can automate:
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Recording of payments for purchase and sales invoices from the bank statement
- The program automatically records the payments found on the bank statement, which fully correspond to the invoice recorded in the program.
- This way, the customer quickly receives information about which invoices have been paid, as the invoice status is updated to paid upon recording the payment.
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Entries of incoming purchase invoices into the program
- The program can directly add purchase invoices that arrive in the program electronically, via email or scanned via a mobile application and reach perfect match
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Registration of new suppliers
- When an electronic invoice arrives in the program from a new supplier, the program can create the supplier in the register and save the purchase invoice.
- Only the saved invoice can be found in the list of purchase invoices without being added to the accounting.
- The customer can pay only the saved invoice on their own time (see the next paragraph) and you can take care of the purchase invoice posting later on your own time.
WE RECOMMEND primarily receive all purchase invoices as e-invoices because the program can either record or at least save incoming e-invoices in the list of purchase invoices. Purchase invoices received as e-invoices are the fastest to be seen by the customer..
If full automation of purchase invoices cannot be used with a customer, you can:
- Sets a maximum amount for invoices to be processed automatically (invoices exceeding the limit will be processed manually)
- Mark the desired suppliers directly for manual processing (the invoices from these suppliers will always remain for manual processing)
You can read more about automation settings here. from here.
Invoice payment & workflow
Payment of purchase invoices is possible after activating the electronic banking connection. In the section Settings - Accounting - Approval levels You can define a workflow between you and your customer regarding purchase invoices.
WE RECOMMEND to introduce at least Allow payment and payment approval before adding to accounting level; this allows the customer to pay a purchase invoice received in the program even if it is only saved in the purchase invoice list (not added to the accounts-status). This function, combined with the automation of purchase invoices in the previous section (automation settings), brings purchase invoices as smoothly as possible to the end user's view, where they can pay them.
If the level is not used, purchase invoices must first be added to accounting before they appear in the end user's view for payment (which increases your need to visit the customer).
For most business customers, it is not recommended to enable any other level of approval settings.
Approval levels are implemented primarily for association customers (but can be implemented for any customer if necessary).
If you want to implement other levels of purchase invoice approval with the customer, you can do so after activation in the section Administration - Manage users Assign user-specific permissions for users regarding approval.
Activating payroll integration
If you are not going to use the Payroll integration, you can skip this section.
You can activate the integration at the customer level in the section on the left side of the page Payroll Management Once the client has signed the power of attorney, the service is available and the client will appear in your client list section at the accounting firm level. Payroll management.
You can find a more detailed explanation in this article, under the section: Step 2: Activate Customer Payroll.
Additional functions to activate
Not all functions are directly available, but they can be activated on a customer-by-customer basis. The following functions are activated on a customer-by-customer basis in the register, accounting settings, or sales invoicing settings.
Using the additional functions mentioned in the chapter does not cause additional costs.
Register
- Currency- if purchase and/or sales invoices need to be processed in currencies other than €, you can activate it in the section Registry - Currency all currencies that the customer wants to use in their invoicing
- Publishing locations- you can get started in the section Register - Cost Centre
- Project tracking- This function must first be activated in the section Settings - Accounting - Projects. After activation, you can create customer projects in the section Register - Projects.
Settings
All of the following functions are activated either in the section Settings - Accounting this Settings - Invoicing
- Accruals- after activation, you can accrue customer purchase and sales invoices and receipts
- Contract invoicing - the tool can be used to automate the creation of recurring invoices (read more)
- Reminders- the tool allows you to send a reminder about overdue sales invoices
Getting started with accounting
Account list
Opening a financial period activates the chart of accounts, an editable version of which can be found in the section Registry - Chart of Accounts. You can go there to set up customer-specific accounts that are not found in the model customer account chart you are using/Briox's default account chart. You can also edit the account names for each customer if you wish.
Comparison year data/opening balances
After you have created a comparison year for a customer, you can post the balance sheet and income statement for the comparison year as a memo voucher. If the customer transfers to the program in the middle of the financial year, you can correspondingly post the opening balances for the current financial year as a memo voucher.
The matter is described in more detail herein the instructions.
Uploading pending accounting data to the program
You can import customer-supplied document attachments that you want to enter into accounting in Briox into the program in bulk. Incoming documentssection. Artificial intelligence scans the documents you submit, which you can then export to your accounting system via the same section, either as receipts or purchase invoices.
Storing records that require retention in Briox
If you do not want to import the client's old accounting records into Briox for storage, you can skip this section.
In the section on the left side of the page Archive - Archive You can create a folder for old accounting. You can import material into the folder that requires preservation. You can import PDF, Word, Excel and image files into the folder, for example.
Here you can find a description of how the folders in the Archive work.
Starting billing
Register lists: suppliers, customers and products
Customers and products can be added to the register when creating a new sales invoice.
New suppliers can be established in the program from incoming e-invoices, when the relevant automation is in use (see section Automation settings). A supplier can also be created manually in the register when processing a new purchase invoice.
Customer existing product, customer or supplier list can be imported from the left side of the page Data imports-section into the program. Lists can be imported into the program:In CSV, TSV, or TXT format.
Columns in the file can only contain one variable. You can leave the column headings on the first row, all other rows should only contain information about the customer, product or supplier being imported. Remove any extra rows before importing.
If you cannot get the file in, you can send a copy of the file to Briox support for review as an email attachment.
As an accountant, you can check the status of customers, products and suppliers in the register. accounting controls in order.
Sales invoice settings
In Settings – Invoicing, you’ll find several sections where you can adjust how sales invoices are handled to match your client’s preferences. We recommend reviewing at least the following:
Number Series – By default, sales and purchase invoices start numbering from 1. In this section, you can adjust the number series so invoices begin from any desired number.
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Document Texts – Store predefined texts for invoices, reminders, etc., if you want to use standard wording in the recipient sections.
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Email Document – If invoices will be sent by email, you can set up a template for the outgoing message here and ensure the sender’s information is correct.
Payment Terms, Delivery Terms, Delivery Method – If the default terms provided by the system aren’t sufficient, you can create the terms your client requires.
Print Templates – Create custom templates for invoices, reminders, and other documents, or use the system’s default templates for different document types.
Rounding – If your client needs more than two decimals in invoicing, you can adjust the rounding settings here to suit their requirements.