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Integrating different software systems for MTD

One agent ref but two software programmes - how to use?

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I use Clearbooks but my freelance bookkeeper uses Quickbooks.

I am trying to find a way so that the bookeeper does the work on QB but does not submit the VAT return.

The problem is the use of the Agents ID.

According to Clearbooks if I want the QB bookkeeper to submit a return then she will have to either register as an agent just for those clients I give her (which means control is out of my hands) or submit using my agents ref which means that she can get into HMRC's site and see all my clients.

Tax filer says that they could help by bookkeeper doing the work on QB, downloading on a csv spreadsheet and send me to me. I then load onto Taxfiler and submit.  That way I keep control over what is submitted and the Bookkeeper doesnt need to know the agents refs. Also no need for additional cost.

Is this possible or is there another way? It sounds complicated but I cant see any other way

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By johnhemming
27th Sep 2019 07:29

You should be able to authorise her qb software using your gateway - either on a visit or via remote access. Then this should last 18 months. She would then not have the password for the gateway.

Otherwise use bridging software.

You should set up monitoring software to see what is happening via qb.

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By Matrix
27th Sep 2019 07:53

I don’t see why you would let a freelance bookkeeper submit in the first place without reviewing their work. Set up your agent id in QB and review and submit in there.

I rarely use freelance bookkeepers directly, they usually contract with my clients and use the clients’ gateways to file.

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By johnhemming
27th Sep 2019 09:42

I think the difficulty here with using client credentials is that the book keeper is handling more than one client. I don't know how QB handles authorities, but many systems (not mine) run either on a single set of agents credentials or single client credentials. What I do is allow the user to specify whether to use one of a number of ASA credentials or a set of client credentials for a legal entity.

There is a good chance that QB expects a single set of agent credentials for a number of clients.

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By Matrix
27th Sep 2019 10:19

But the agent credentials would be in the accountant's QB login and not in the freelancer's QB?

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By johnhemming
27th Sep 2019 12:05

It depends upon how QB is configured. I don't know enough about it to say.

The point I am making is that the credentials can be authorised for QB (and to be fair they should control this so that one or more specific logins are required) and that does not mean that the user id and password are made available to the book keeper.

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