Accountant access to your organization
Approve, pause or revoke an accounting or audit firm that works on your invoices and VAT.
Your accounting or audit firm can work in your Alya Books organization only if you approve it. You stay in control: you can pause or end the access at any time.
Approve a request
A firm sends a request with your TRN, or sends you an invitation link by email.
Request in Alya Books
- You get an in-app notification, "Accountant access requested" (see Notifications). No email is sent for these requests.
- Go to Settings → Team (Workspace group) and scroll below the team list. Owners and admins see the Accountant access card.
- A pending request shows the firm's name, its TRN and Asking for access. It is marked Verified firm or Unverified firm.
- Choose the access level in the dropdown, then click Accept, or Decline if you do not know the firm.
Invitation link
- Open the link and sign in with the email address the invitation was sent to. If you are new, choose Sign Up; you come back to the invitation afterwards.
- Choose your organization, or, if you have none of your own yet, enter the company name and click Create and continue.
- Choose what the firm may do and click Give access.
Choose what the firm may do
Each firm has an access level, shown next to it in the card. Pick one when you accept an invitation, and change it at any time:
| Level | The firm can |
|---|---|
| Accountant | See and prepare invoices, contacts, received invoices and VAT returns |
| Viewer | Only look |
Pause or revoke
In the Accountant access card, Pause stops the firm's access for now and Resume restores it. Revoke ends it. The firm must send a new request to get access again.
Why it works this way
- Approval first. A firm can see and prepare your invoices, received invoices and VAT returns. Only you decide who gets that access, so a firm can no longer add you on its own.
- Old links were paused. Links created before approval was required show "This link was set up before clients had to approve firms". Accept it to keep working with that firm. Alya Books may also re-activate a link after confirming it with you, and you get a notification when it does.
- Verified badge. Alya Books checks a firm's trade licence before marking it verified. Be careful with requests from unverified firms you do not know.
Good to know
- Only owners and admins see the card and can change access.
- A firm never becomes owner or admin of your organization. Settings, team, bank details and API keys stay with you, and the firm cannot delete invoices or contacts.
- Alya Books switches on web access for each firm after checking it. Until then the firm works through the API only.
- Every request, approval and change is recorded in your audit log.