✅ Best practices (how to work well)
A firm lives on trust and order. These practices make the difference.
1. One company = one file
Each client is its own company. Never mix data: always switch company before working.
2. Documents first
Ask the client to upload everything to their Area. Work from there, not from scattered WhatsApp or email.
3. Deadlines in sight
Check VAT, F24 and returns every week. Better to warn days in advance.
4. One contact per client
The client must know who to write to. Closeness is your edge.
5. Everything recorded
Notes, decisions and messages inside the system. If it is not written, it did not happen.
6. Confidentiality
Tax data = sensitive data. Each client sees only theirs; strong password.
7. Templates and routine
Standardize client onboarding, reminders and reports. Automate the repetitive.
8. Clarity with the client
Explain simply what they paid, why and when. Who understands, trusts.
💡 Golden rule: first organize, then automate. A good manual process can be automated; a messy one only automates the mess.
🏢 Clients and multi-company
- Manage several clients from one login, each with its own VAT, invoices and reports.
- Switch company in one click.
- New client: create its company, load the chart of accounts and give portal access.
- Regime per client: flat-rate or ordinary.
📒 Accounting
- Record purchase/sales invoices, expenses and entries.
- Bank reconciliation.
- Financial statements always up to date.
- Assets (depreciation) and budgets.
🧾 Tax (Italy)
- VAT settlement and tax registers.
- Tax returns with Italian tax reports.
- Withholding (ritenuta).
- DDT and Ri.Ba.
⚡ E-invoicing SDI
- Issue and receive e-invoices.
- Generate the file (FatturaPA) for the SDI.
- Now in test mode; for production: PEC channel or intermediary.
🗂 Documents
- Receive and archive documents by company.
- Organize with folders and rules.
- (Improvement) AI reading.
👥 Payroll and HR
- Employees, payslips, contributions.
- Expenses and reimbursements.
- Attendance and leave.
✍ E-signature
- Sign online the engagement letter and other documents.
- Paperless onboarding.
📊 Reports and control
- Reports per client and global.
- Export to Excel/PDF.
- Dashboard with each client's status (improvement).
🌐 Client portal and web
- Client Area: upload documents, see invoices and deadlines.
- Website in 3 languages + guide.
- White label: no technical traces.
🤖 Automation
- Automatic reminders of deadlines (n8n + Telegram/email).
- Alerts for new document or invoice.
- New client in 1 click.
⚖ Important (business and legal)
I am not a lawyer, but worth knowing: in Italy keeping third parties' accounting and especially signing tax returns is regulated and often reserved to a licensed commercialista/esperto contabile. Before onboarding real clients, decide whether you operate as support/management partnering with a commercialista, or the owner is a licensed one.
🚀 Recommended first steps
1
Log in and change the demo password.
2
Get familiar with the company switcher and the Accounting app.
3
Try with the Demo Client: create an invoice and see how the e-file is generated.
4
Enable the client portal and document upload.
5
When it all flows, add automatic deadline reminders.