Accountants: collecting your clients' documents
What is missing from the year-end file only shows up at month end
The closing needs the December bank statements, the stock inventory at 31 December, the supplier invoices not yet received, the loan contracts and the fixed assets schedule. The director sends an invoice as a photo by text, a statement by email, an inventory half filled in.
You reject the inventory because unit values are missing, but your reply gets lost. Three weeks before the balance sheet, nobody knows what is still to come, and the director does not know what is expected of them.
What Kolinea changes for you
Write a request
Your message becomes a point-by-point list
You write as usual. Except your client doesn't get a long message: they get a clear list, point by point, with a due date. And you see what's done and what's missing.
- As simple as writing an email
- Each point tracked until it is answered
- Your usual messages ready as templates
Your client knows what to do, and you see where they stand
Document requests
Year-end documents, gathered in a single request
Statements, invoices, inventory: your client uploads each document into the request; you accept or refuse with the reason.
- A document list for each request, with a due date
- Refusal with a reason: the client knows what to upload again
- The request closes when everything is accepted
Your client uploads their documents from their phone
What Kolinea solves for accountants
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Before: Documents arrive by email, by text and through links that expire, and nobody knows what is still missing
One line per expected document, uploads from a simple link, and reminders that go out without you
See how -
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Kolinea also takes care of
Folder templates
Every year-end, ready in advance
The “Year-end” template prepares the year-end documents, the stock inventory and the approval of the annual accounts, with their due dates.
- Planned items, in order
- Due dates that fit each folder
- Your own templates, shared with your firm (Premium)
You write your requests once for all your clients
Document requests at the centre of each financial year
The company's management, and the partners if needed, enter through a link, with no account. They can also write to you or upload a document outside your requests. Your team sees the same documents received, from data entry to review, in a folder opened from the “Year-end” template.
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Closing documents
Statements, inventory, supplier invoices not yet received, loans, fixed assets, each with its status. A refused document comes back with the reason, then is uploaded again and accepted (gathering the year-end documents, in detail).
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Inventory
A checklist (count the stock, list unusable tools, value work in progress) ticked off on the client's side.
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Questions for the director
The two transfers to explain, the depreciation period for the vehicle bought in November. The answer stays attached to the question.
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Annual accounts
The draft balance sheet submitted for sign-off before filing. The director accepts or declines it in their own name, with the date.
The statutory auditor (commissaire aux comptes), if there is one, can be added as a participant. From one year to the next, the folder starts again from the same template (one template per engagement).
Reminders that go out without you, a closing you can find again
Reminders go out two days before the due date, on the day, the day after, then seven days later, and stop as soon as the request is completed. You add milestones to the folder: closing, balance sheet drawn up, general meeting, filing with the commercial court registry (greffe).
Once the year is closed, the folder keeps the inventory refused then accepted and the approved balance sheet, available to the firm and its client for as long as the firm's workspace exists.
More features for your line of work
Frequently asked questions
Your workspace moves to the Free plan, with no time limit: 2 active folders at a time and 2 members. The trial asks for no credit card. Beyond 2 active folders, new folders wait until one is closed, or until you choose Premium.
One Premium subscription per workspace: €9 excl. VAT a month, or €84 excl. VAT a year (€7 excl. VAT a month), for up to 20 members and 50 active folders. Your clients never pay.
Your ongoing folders carry on, and your clients keep access to closed folders for life, as long as your workspace exists. If you delete the workspace, everyone is notified by email 30 days beforehand and can download the export of their folders.
It is a simple approval, dated and in the name of the person who gave it, with no value as a qualified electronic signature. It keeps a record of what was accepted and when; if your document requires a qualified signature, you need another tool.
They have nothing to install or remember: they open their link and first see what you expect from them, on a phone or a computer.
Learn moreFrom their contact card, you generate a single-use link, to be opened within 24 hours, and a 6-digit code that you pass on yourself: the link by text or messaging app, the code by phone or in person. Their device is then recognised for your folders.
Learn moreEach trade shown here has its own folder template, with the usual requests already written: “Litigation” for a lawyer, “Year-end” for an accountant, “Rental listing” for a property manager, and so on. They are available on the Free plan; writing your own templates and adding custom fields (floor space, budget, property type…) is reserved for Premium.
Learn moreInvite your colleagues to your workspace: 2 members on the Free plan, up to 20 on Premium. Each one accesses the folders they work on; owners and admins see every folder, and the overdue items of the whole team.
Learn moreYes, free of charge. You open the folder, add your documents and create a free account with no password, then send them the link. They open the folder from that link, then claim it so they can reply; if nobody claims it, the folder is deleted after 30 days.
Another question?
Contact usYour next folder, with nothing lost along the way
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