Share the books with your accountant

Screen /team · Roles: Admin (invites) · External Accountant (the seat you grant)

At tax time your accountant needs the books - not a login that can move money. You have two ways to give them that: a read-only External Accountant seat, or files exported from the pages you already use. Most teams do both.

Grant the seat

Invite your accountant on Setup -> Team and give them the External Accountant role. It’s deny-by-default - the seat carries only reads:

• Treasury - every account and the full transaction ledger, filterable and sortable.
• Payments, Expenses, Payables and the Cash Report - the money in and out, row by row.
• P&L Report, Property Reports and the break-even reports.
• Owner statements - the settled monthly statements.
• Occupancy, ADR, RevPAR.
• Guest tax - the guest-side tax rule catalog, read-only: they can answer “why was this stay taxed at this rate” without being able to change the rate they’re auditing.

What the seat can not do: record a transaction, post an accrual, close or reopen a month, change a tax rate, or touch any setting. Reconciliation questions become read-and-verify, not access-and-hope.

Why read-only is enough

The books are double-entry and reconcile to zero by construction - your accountant isn’t here to post entries, they’re here to read results and verify them. Every figure on the report screens traces to ledger rows they can see on the Treasury.

Hand over files

Every ledger page has an Export button with three choices: CSV (.csv), Excel (.xlsx) and PDF (.pdf). You get the rows your filters and sort leave - all of them, not just the page on screen - in the table’s own columns. Money cells carry exact figures a spreadsheet can sum, with their currency.

Page	What the file holds
Finance -> Payments	The payments list, with the booking and who paid.
Finance -> Treasury	The transaction ledger for the cash period you picked.
Finance -> Expenses	The expense book for the spend period and scope you picked.
Finance -> Payables	The payment calendar, including variable payments with no figure yet.
Finance -> Period Close	The month-end owner accruals table: fee and recharge per managed unit, with the month’s totals.
Reports -> P&L Report	The statement (income, expenses, net operating profit) and the property rows.
Reports -> Cash Report	Every guest cash receipt in the window.

If a period holds more rows than the page loads, the file says so (“Holds the first … of … rows”) so nobody reconciles against a short list. Narrow the period to export the rest.

Two reports have their own download buttons:

• Property Reports - Excel and PDF of the report you are looking at, down to every ledger line.
• Report Builder - Excel, PDF and CSV of any report you build over your own data.

Xero and QuickBooks

If your accountant works in Xero or QuickBooks Online, give them the journals in their own format: Export journals to Xero or QuickBooks turns any period of the ledger into the file their journal import reads, with your own account codes. It is an export of files, not a live sync: run it again for the next period.

Close the month first

Whatever your accountant reads, read it off a closed month - a closed month’s ledger is frozen, so the figures they file are the figures that stay.

What’s next

• Month-end discipline: Close a month.
• Inviting people and roles: Team & workspace.
• The ledger they’ll read first: Read the Treasury.