Invite a tax advisor

Invite a tax advisor

Your tax advisor gets their own login with their own password. They pull the monthly figures, the DATEV export and the DSFinV-K export themselves, instead of you emailing files every month. The access is read-only: customer data, appointments and the till stay locked, and it cannot change anything except the sign-off on cash rounding.

You find the “Tax advisor” section in the menu under Settings → Team & access → Permissions (/manager/settings/permissions), below the list of your managers. Searching the menu for “tax advisor” takes you straight there.

Send an invitation

1. Tap Invite tax advisor. If nobody is invited yet, it reads “No tax advisor invited yet”, and that slot is the button.
2. Under Tax advisor's email, enter the address they should sign in with, for example the firm's address.
3. Under What is shared?, choose what they may see:
   • Bookkeeping: revenue, invoices, expenses, DATEV and DSFinV-K export. Default: on.
   • Payroll: payroll report, working hours, commissions and tips. Default: off.
   • Tax audit: the same books as Bookkeeping, for the auditor from the tax office. Default: off. More under “Tax audit” below. At least one must be on, otherwise Send invitation stays locked.
4. If you have several locations, choose under For which locations? every one whose books they should see. The location you are on is preselected. With a single location this question is not shown.
5. Optionally set an end date under Access until. Empty means the access lasts until you revoke it.
6. Below the fields, one sentence says who sees what for which location and for how long. Check it and tap Send invitation.

You then see “Invitation sent”. Your tax advisor gets an email with a link that is valid for 14 days. The list shows them as “Invited” until they accept, then “Active”.

The invitation is refused when an invitation or an access already exists for that address, and when the address belongs to someone on your team: a staff member or manager cannot also be the tax advisor of the same location.

Tax audit

When the tax office comes for a field audit, you open one location's books to the auditor for the weeks of the audit, instead of copying files onto a USB stick.

1. Tap Invite tax advisor and switch on Tax audit. Bookkeeping and Payroll switch off: the audit is an access of its own.
2. The field now reads Auditor's email. Enter the address from the audit letter.
3. With several locations the form asks For which location?, and exactly one stays on. Tapping another one switches the previous one off. If the tax office audits two locations, send two invitations.
4. Access until is already set to the latest day, 92 days from today, and must stay set. If the audit ends sooner, pick an earlier day. A later day cannot be picked.
5. Check the sentence below the fields and tap Send invitation.

The auditor then sees the same as a tax advisor with Bookkeeping: monthly figures, the DATEV posting batch, postings as CSV and the DSFinV-K export, read-only. On the end date the access ends by itself. If you switch Tax audit off again, the end date is empty again.

A tax audit is refused with more than one location, without an end date, or with an end date more than 92 days ahead. If the audit runs longer, revoke the access at the end and invite again.

What your tax advisor sees

The link opens a page of its own (/accountant/invite/:token). If they already have a Terminz account with that address, they sign in and accept. Otherwise they create their access there with first name, last name and password. They then sign in once more.

Their access (/accountant) only shows the locations you shared, without your menu, calendar or customers. With one location they land straight on its page (/accountant/:businessId). If you set an end date, “Access until …” with the last day stands below the name there, and in their client list too. There they pick a month and, with Bookkeeping, see gross and net revenue, VAT, refunds, expenses and result, plus the downloads DATEV posting batch, postings as CSV and DSFinV-K export. Payroll adds the monthly working-hours report. With Bookkeeping, the “Cash rounding” section sits below (see below). They do not see who works on your team. If they work for several salons on Terminz, they see all their clients in one place.

Sign off cash rounding

You may only round cash payments to 5 or 10 cents once your tax advisor has agreed. They do that themselves in their access, you do not have to ask support. It only works with Bookkeeping, not with Payroll alone and not with a tax audit.

1. At the bottom of the location's page (/accountant/:businessId) there is the “Cash rounding” section. As long as nothing is signed off it says “Not signed off yet. … rounds cash payments to 5 or 10 cents only after your sign-off.”
2. They tap Sign off. The question “Sign off cash rounding for …?” says what applies afterwards: for cash payments the till may round the total to 5 or 10 cents, card payments stay exact to the cent, and the rounding difference is not yet booked to an account of its own, it stays in revenue.
3. They confirm with Sign off. Afterwards it says “Signed off. … may round cash payments to 5 or 10 cents.”

Only now can you pick Round to nearest and Rounding method under Settings → Till & payments → Checkout & taxes in the “Rounding settings” section (see “Set Up Till and Taxes”). With Withdraw sign-off and Withdraw they take the sign-off back. From the next receipt on the till charges exact to the cent again, receipts already signed stay as they are.

Both appear in the activity log under “Access” with their name: “… signed off cash rounding” and “… withdrew the sign-off on cash rounding”.

Revoke access

The list shows, per tax advisor, what they see and until when. Withdraw invitation (while they have not accepted yet) or Revoke access opens a confirmation. Once confirmed, they can no longer read or export anything, starting now, even in a session that is still open. You can invite them again later.

With an end date, the access ends on that day by itself. They get an email one week before.

Frequently asked questions

Can the tax advisor change anything? Only one thing: with Bookkeeping they sign off cash rounding or withdraw the sign-off. Otherwise they read and export. Invoices, refunds, prices and settings stay with you, and you set the rounding itself.

Do they see my customers? No. The customer list, customer data and appointments are locked for them.