Create Clients

Add Business Client User Manual

1. Introduction

This page helps you create a new business client account with all the necessary information for bookkeeping services.

2. Step 1: Business Information

In the first step, you'll enter all basic business details.

Required Fields (marked with *):

1. Business Name *

   • Enter the full legal name of the business

2. EIN * (Employer Identification Number)

   • Enter the 9-digit federal tax identification number

3. NAICS * (North American Industry Classification System)

   • Click the search box labeled "Search for NAICS code or title..."

   • Type to search for the appropriate industry code

   • Select the matching code from the dropdown

4. Email *

   • Enter the business email address

5. Business Phone *

   • Enter the main business phone number

6. Address 1 *

   • Enter the street address

7. City *

   • Enter the city name

8. State *

   • Select the state from the dropdown menu

9. Zip Code *

   • Enter the 5-digit ZIP code

10. Date of Business Registration *

    • Click the date field and select the date when the business was officially registered

11. Office *

    • Select which office will manage this business client

Optional Fields:

• Address 2 - Enter apartment, suite, or unit number if applicable

Navigation:

• Click Back to return to the options page

• Click Next to proceed to Step 2

Important: All fields marked with * must be completed before you can proceed to the next step.

3. Step 2: Owner Information

In this step, you'll add information about the business owner(s). You have two options for adding owners: select existing clients or create new owners.

Two Tabs Available:

1. Select Existing - Choose from existing clients in your database

2. Create New - Add a new owner who isn't in your system yet

To Add an Existing Client as Owner:

1. Click the Select Existing tab (default view)

2. Type in the search box to find existing clients

3. Click on the client you want to add as an owner

4. They will appear in the "Current Owners" list on the right

To Create a New Owner:

1. Click the Create New tab

1. Fill in all required fields (marked with *):

   • First Name *

   • Last Name *

   • Email *

   • Phone (optional)

   • Mobile Phone *

   • Address *

   • Address 2 (optional)

   • City *

   • State * - Select from dropdown

   • Zip Code *

   • SSN (Last 4) (optional)

   • Office * - Select which office will manage this owner

2. Click the Save button to add the owner

3. The owner will appear in the Current Owners list

1. The owner will appear in the Current Owners list

Current Owners Panel:

• Shows how many owners have been added (e.g., "Current Owners (1)")

• Displays each owner's name and email

• You can edit or delete owners using the buttons next to each name

• You must add at least one owner to proceed to the next step

Navigation:

• Click Back to return to Step 1 (Business Information)

• Click Next to proceed to Step 3 (only enabled after adding at least one owner)

4. Step 3: Bank Account Information

In this step, you'll set up the business bank accounts for bookkeeping. You can add one or multiple bank accounts and credit cards.

To Add a Bank Account:

1. Fill in the bank account information:

   • Account Name - Enter the bank name (e.g., "Wells Fargo", "Chase", "Bank of America")

   • Account Number (last 4) - Enter only the last 4 digits of the account number

   • This is a credit card - Check this box if adding a credit card instead of a bank account

1. Click the Save button to add the account

2. The account will appear in the Bank Accounts list

Bank Accounts Panel:

• Shows how many accounts have been added (e.g., "Bank Accounts (1)")

• Displays each account name and last 4 digits

• You can edit or delete accounts using the buttons next to each entry

• You can add multiple accounts by filling the form and clicking Save again

Navigation:

• Click Back to return to Step 2 (Owner Information)

• Click Skip if you don't want to add any bank accounts now (you can add them later)

• Click Save and Next to save the current account and proceed to Step 4

5. Step 4: Setup Complete!

In the final step, you'll see a confirmation that your business has been successfully created.

What You'll See:

• A success message: "Business [Business Name] Setup Complete"

• Confirmation text: "Your business has been successfully created with owners and bank accounts."

• A green checkmark icon indicating success

What Would You Like to Do Next?

The system offers three quick action options:

1. Inspect Business

   • View business details

   • Click this to see all the information you just entered

2. Entries

   • Manage business transactions

   • Start recording income and expenses for this business

3. Banks

   • Connect and manage bank accounts

   • Upload bank statements and link accounts

Additional Option:

• + Create Another Business - Click this button if you need to add another business client right away

6. After Creating the Business

Once you successfully create the business:

• The new business will appear in the Clients table

• You can start uploading bank statements and managing expenses

• The business will be assigned to the office you selected

7. Tips for Adding Business Clients

Finding the NAICS Code:

• NAICS is a standard used to classify businesses by industry

• Start typing the business type (e.g., "restaurant", "construction", "retail")

• The system will show matching codes with descriptions

• Select the most accurate match for the business

Required vs Optional Information:

• Fields with an asterisk (*) are required - you cannot proceed without them

• Optional fields (like Address 2) can be left blank

• However, it's best to fill in as much information as possible for accurate records

Common Mistakes to Avoid:

• Wrong EIN format - Make sure to enter exactly 9 digits

• Incorrect NAICS code - Take time to find the right industry classification

• Missing required fields - Check that all * fields are filled before clicking Next

8. Troubleshooting

I can't find the right NAICS code

• Try different search terms (e.g., try "food service" instead of "restaurant")

• Search by the main business activity, not the business name

• If unsure, choose the closest match and consult with your supervisor

The Next button is not working

• Make sure all required fields (marked with *) are filled in

• Check that the EIN has exactly 9 digits

• Verify that a state and office have been selected from the dropdowns

• Look for any error messages in red text near the fields

I entered wrong information and already clicked Next

• Use the Back button to return to previous steps

• You can navigate back through all steps until you submit

• Changes are not saved until you complete Step 4 and submit

The form cleared all my data

• The form may time out if left inactive for too long

• Work efficiently through all 4 steps without long pauses

• If this happens frequently, contact support

I don't have all the information needed

• You cannot save a partial business client - all 4 steps must be completed

• Click the Back button to return to the Clients page

• Gather all necessary information before starting the process again:

  • Business name, EIN, NAICS code

  • Complete business address

  • Business email and phone

  • Date of registration

  • Owner information

  • Bank account details