KhataIN Firm
Clients, engagements, team work, time and fees for accounting, tax and audit firms
What KhataIN Firm is for
KhataIN Firm is for accountants, tax professionals and audit firms. Your firm's workspace shows your clients, the work assigned to each of your people, and your team. Each client's books open in a browser tab of their own, with only what that client allowed.
Example: an accounting firm in Pokhara keeps the books of twelve shops. Each shop has engaged the firm; the firm's three staff each work on the shops they are assigned to.
Set up your firm
KhataIN Firm shows for a business that offers accounting, bookkeeping, tax or audit services.
- Turn on KhataIN FirmOpen ↗
In Settings › Company › Business activities, say your business offers these services, then turn on KhataIN Firm. Modules shows it as well.
- Invite your teamOpen ↗
In Team & access, give each person a firm job: Admin, Partner, Firm manager or Firm staff.
Hourly rates or a fixed fee per engagement, if you bill through KhataIN.
Clients and engagements
An engagement is the agreement between your firm and one client: the kind of work (bookkeeping, tax, internal or external audit, or advisory), what you may see and do, and until when. The client grants it and your firm staffs it. Your people never become members of the client's team.
- How a client engages you
- A business requests your firm from its Firms & accountants page, or you invite it. You accept it on Clients. Open ↗
- Assign the people
- Accepting gives nobody access yet: assign the people who will work on it, with their role on this engagement. Everyone needs an assignment to open a client, the owner included.
- Who files
- When the engagement includes filing, choose the authorised filer for that client.
- Open client
- Opens the client's books in a tab of its own. The owner, admins, partners and firm managers see every client but open only the ones they are assigned to.
- Ending
- Either side can end an engagement. Access stops at once; the past engagement stays as a record and grants nothing.
Invite a client
Bring a client in yourself instead of waiting for their request.
- Send the invitation
Enter the client's name, the owner's email, the service (for example tax or bookkeeping), what you ask to see and do, and an optional note. We email the owner a link.
Open ↗ - The owner decides
They choose their company and approve or narrow what you asked. Nothing is shared before that.
- Access until
You set an end date. The owner can only end it sooner, never later.
- Resend or withdraw
Resending sends a fresh link and the old one stops working. Withdrawing stops the link.
Your team's work
My Work shows each person what is theirs to do across every client they are assigned to.
- My Work
What is assigned to you to prepare, what waits for your review, review notes to answer, and your recurring jobs.
Open ↗ - Recurring jobs
One job per client period, due on the client's tax deadline when KhataIN has it. Add one-off jobs too.
- Requests to the client
Ask the client for bank confirmations, schedules or invoices. They answer from their own workspace and the files land in their library. A Senior / Manager or a Partner can waive a request that is no longer needed.
- Audit work
For an audit engagement, open findings must be dealt with before sign-off. Audit work never posts entries in the client's books or closes their year.
- Team
Who is in your firm, their role in the firm and the clients each person is on.
Open ↗
Time, fees and billing
Set how you charge each client, then turn approved time into a draft invoice in your firm's own Sales. Time never becomes an invoice by itself.
- Log time
On each client's Engagement work page, with the timer or by hand, then send it for approval. A Senior / Manager or a Partner on that engagement approves it; nobody approves their own.
- Fees
Hourly rates by role, or a fixed fee for the engagement.
Open ↗ - Bill
Unbilled work shows approved time not yet billed. Billing creates a draft invoice in your firm's Sales; you check the tax and wording and approve it there. Sales must be on.
- Billing history
Every bill, who made it and what it covered, including invoices later deleted or cancelled in Sales.
If your business uses a firm
Add your accountant's or auditor's firm from Firms & accountants. You decide what they can do, you can narrow it later, and you can end it at any time. Their work shows in your records with the firm's name.
Common mistakes
Keep each client's access clear.
- Forgetting to assign
An accepted engagement with nobody assigned can't be opened by anyone.
- Adding firm staff to the client's team
Work through the engagement instead, so the client keeps control and your firm's name is on the work.
- Billing with Sales off
Turn Sales on in Modules before you bill.
Common questions
Quick answers about KhataIN Firm.
- I accepted a client but nobody can open it.
- Accepting gives nobody access yet. Assign the people who will work on it from Clients, the owner included.
- Do my staff join the client's team?
- No. They work through the engagement. They never become members of the client's company, and the client sees their work under your firm's name.
- Why can't I approve my own time?
- Time is approved by a Senior / Manager or a Partner on that engagement, and nobody approves their own. If nobody else can, ask a partner to add one.
- Can I bill a client without Sales?
- Billing makes a draft invoice in your firm's own Sales, so turn Sales on in Modules first.
- The client wants to stop. What happens?
- The client can end the engagement at any time. Access stops at once; the past engagement stays as a record.
Still stuck? Contact support