If you are an accountant, bookkeeper, or fractional CFO who keeps the books for several companies, Financica lets you set up your firm as an accounting practice. Your practice holds your client companies in one portfolio: one login, one bill, one place to see them all.
This page is for both sides of that relationship: the firm running the portfolio, and the client company whose books the firm keeps.
What a practice is
A practice is a full organization in Financica, just like any of your clients:
- Its own books -- Your firm has its own chart of accounts and ledger, so you can keep your own accounting alongside your clients'. Your firm's books are included in your plan and do not count as a client company.
- Its own team -- You invite your staff to the practice the same way any organization invites members.
- Its own identity -- Name, country, and VAT number, plus your professional registration number with the local accountancy institute (the ITAA number for Belgian firms).
To set one up, choose Set up a firm instead on the new-organization page. You give the firm a name and a country, and (for Belgian firms) your ITAA number, and it starts with a trial subscription. If you already run a regular organization, the firm is created as a separate organization alongside it.
The portfolio
Once you have a practice, a Portfolio page appears at the top of the sidebar. It gives you the cross-client view:
- Combined Cash -- The cash balances of all your entities, summed per currency.
- Client companies -- How many companies are in the portfolio. If your plan caps the number of client companies, the cap is shown here too.
- Pending Transactions -- The total number of transactions across the portfolio whose status is still pending. Pending is a bank-clearing status (pending, cleared, reconciled), not a statement about categorization, so this figure is not a measure of how much bookkeeping a client has waiting. Statements and connected accounts that post their transactions as cleared leave this at zero however much categorizing is still to do.
Below the summary, the page lists Your firm (your own accounting) and your Client companies. Each row shows the company's country, currency, and cash balances, and marks the company Up to date or counts its pending transactions in that same clearing sense. Click a row to switch into that company and work in its books.
Adding a client company
There are two ways a company joins your portfolio, and they are deliberately different.
Creating a new company
If the client is not on Financica yet, use Add a company > New company. Your firm creates the company outright:
- Your firm's staff get owner access to the new company, because your firm created it and nobody else has a claim on it.
- The company is billed to your firm, and it stays that way for as long as it is in your portfolio. There is no way to hand its subscription back to the client while you keep managing it: billing only returns to the client when the practice relationship ends, which also ends your firm's access.
If the company number you enter already belongs to a company on Financica, you will see a notice: adding it again would start a second, empty set of books. Invite the existing company instead.
Inviting a company already on Financica
If the client already keeps its books on Financica, your firm cannot simply claim them: the client has to agree. Use Add a company > Already on Financica and send the request to the email address of whoever administers the company.
- The invitation goes to a person, not a company. They pick which of their companies to hand over, and they can decline. Financica will not tell you whether the address has an account.
- The recipient sees the request on an Invitations page in their sidebar, which appears only while something is waiting. Accepting requires being an owner or admin of the chosen company.
- When they accept, your firm's staff get admin access, not owner. The client invited you in and stays owner of its own books.
- Accepting does not touch billing. The client keeps paying for its own subscription unless you explicitly agree to move the bill.
Pending invitations are listed on the same page, and you can withdraw one at any time. An invitation is valid for 14 days: past that, the recipient no longer sees it and can no longer accept it. Nothing clears it away, though, so it stays listed as pending on your side until you withdraw it.
What access the firm actually gets
When a company is in your portfolio, everyone on your practice's team becomes a real member of that client. On the client's Settings > Organization > Team members page, these people appear in the member list with a "Via {firm}" badge, so the client can always see exactly who has access and why.
When someone joins or leaves your practice, their access to every client in the portfolio follows automatically.
The books never mix
A practice relationship grants access; it never merges accounting. Your firm's ledger and each client's ledger are entirely separate organizations with separate charts of accounts, separate transactions, and separate reports. Nothing is consolidated, and nothing from one client is ever visible from another.
Ending the relationship
Either side can end it:
- The client goes to Settings > Organization > Team members, where a card shows which firm keeps its books, and clicks Remove access.
- The firm removes the client from its portfolio.
Ending the relationship revokes exactly the access that the relationship granted, and nothing else. Every member who was there via the firm loses access; a person who was also invited directly by the client keeps their own membership. If the firm was paying for the client's subscription, billing is handed back to the client at the same time.
Who pays
Managing a client's books and paying for them are two separate things:
- Practice-covered client -- A company your firm created is billed to your firm. Your portfolio subscription covers it, together with your firm's own books.
- Self-paying client -- A client holds its own Financica subscription while your firm stays a member of its books. This is what happens when an existing company invites your firm in: same ledger, separate contract.
Which of the two applies is settled by how the company joined the portfolio, and cannot be switched afterwards from inside Financica.
The practice offer is quoted per firm rather than sold at a published price; see Billing and subscriptions and the practice pricing page for how to get a proposal.