Managing clients

Use Sage One Partner Edition to view and manage your client’s data remotely. Invite clients to a Sage One service, or accept invites from existing Sage One customers and then log in to access their data. This is a great way to collaborate with your clients online. Some of the things you might want to do include submitting VAT returns, use reporting tools, create journals, and customise your client’s chart of accounts.

When you first create your clients, you can choose whether the client is to pay for their service directly, or whether you want to pay for the service on their behalf. Once you add a service to your client, you can’t change this, even if your client hasn’t yet activated their account.

If a client changes their business name, to update this in their own Sage One service they should contact Customer Services.

Add clients

Adding clients is simple. See Add Clients to learn how.

Open a client

When you sign in to Sage One Partner Edition, the first thing you see is the client list.

You start working on a client by clicking their name in the client list.

The Client Sidebar appears. From here, you can change contact details and view service dashboards. Close the Client Sidebar by clicking the cross at the top-right.

There’s lots you can do from the Client Sidebar, including:

  • accessing a service like Accounts, just by clicking the service name in the sidebar.
  • running reports by clicking Reports and choosing from the list.

To remove your access to a client’s Sage One data

If your client originally invited you to access their Sage One data, there are circumstances where they might need to revoke that access. For example, if they’re changing accountant.

  • 1. Client list > click the client you want to change access for.
  • 2. Click Manage > Stop managing this client > Yes.

Once you’ve removed your access, a message is sent to your client’s Sage One service to advise them of the change. If you originally invited the client and are currently being billed for their services, your next direct debit is amended accordingly. Your client can then log in to their data as normal but is prompted to enter their direct debit details. Your client will then start to receive their own Sage One invoices for the relevant services.

Remove your client’s access to their data

If you’ve previously invited clients to join Sage One you can remove their access. Removing access to Sage One for a client means that the client can’t access Sage One at all. When they attempt to log in they will receive a message stating that you have removed their access and that they must contact you to resolve the situation.

If you remove a client’s access to Sage One, as the accountant you can still log in at any time to post new transactions or edit existing transactions as you would normally. This only removes your client’s access and you will still pay for the service as normal.

To remove a client’s access

  • 1. Client list > click the client you want to change access for.
  • 2. Click Manage > Disable > Yes.

To reinstate the client’s access

  • 1. Client list > click the client you want to change access for.
  • 2. Click Enable > Yes.

Add or remove services to a client

You can add or remove the services your clients have access to, through Sage One Partner Edition.

You can only do this for clients whose subscription you pay for. If a client pays for their own subscription, you can’t add or remove services for that client.

If your client is in the Active Clients list:

  • 1. Click the client > from the Client Sidebar, click Manage Subscriptions.
  • 2. Select the service you want to subscribe your client to > Add.
  • 3. If you subscribe to Sage One Start or Accounting, you’re prompted to enter additional information about the client’s VAT scheme and account details. Enter the relevant information > Add service.
  • 4. If your client requires more than one service, select the next service > Add.
  • 5. Continue > check the information is correct > Finish.

An email is sent to the client’s email address you entered inviting them to access their account and activate their service. You can check the activation status of a client by looking at the client list in the Activation Status column.

Each client you enter must have a unique email address. You can’t have two different clients using the same email address.

If your client doesn’t receive an activation email and you’ve subscribed them to a service, from the client dashboard you’ll see an option to resend the activation email. Click the circled arrow to resend If the client still doesn’t receive the email, first check with your client that you’ve the correct email address entered in Sage One. You can change this if it’s not correct. If the email address is correct, ask your client to check their junk email folders in case the email has been filtered there. If the email still can’t be found, contact Support.

If your client is in the Inactive Clients or Imported Clients list

  • 1. Click the client > from the Client Sidebar, click Add a Subscription +
  • 2. Decide who is paying for the subscription > Decide who is able to log in > build up the subscriptions in the right-hand panel.

You’ll see the total cost of your chosen subscriptions.

  • 3. Click Save.
  • 4. If you’re signing up a client to either Sage One Start, or Sage One Accounting you’re prompted to enter some additional information. Enter the required information > Add service.
  • 5. Continue > check the information is correct > Finish.

The next time the client logs in to Sage One, they can select which of their services they want to access, and the new charge is shown on your next monthly invoice.

To remove a service

  • 1. Client list > click the required client.
  • 2. Manage Subscriptions > select the service you want to remove > Remove.
  • 3. Continue > check the information is correct > Finish.

The next time the client logs in to Sage One, this service no longer appears and your next monthly invoice is amended accordingly.

Change who’s paying the subscription

When you first create your clients, you can choose whether the client is to pay for their service directly, or whether you want to pay for the service on their behalf. Once you add a service to your client, you can’t change this, even if your client hasn’t yet activated their account.

Inactive clients

Clients that you invite to use Sage One appear in your client list in the Inactive Clients page.

Inactive clients have previously been referred to as pending clients.

If you don’t want to work with the client through Sage One, you can remove them. Also if you’ve invited the client, but didn’t have the correct email address, you can remove them then send a new invite to the correct email address.

To remove an inactive client:

  • 1. Client list > click the client.
  • 2. Mange > Delete Client > Yes.

Send a message to your client

  • 1. Client list > click the client.
  • 2. Under their name at the top of the Client Sidebar, click the envelope icon to open a new email to your client. This will open in whatever you’ve set your default email program to be.

Grant your client access to Sage One so they can sign in themselves

It’s possible that some of your clients don’t have email addresses added. This is a deliberate aspect of Sage One Partner Edition to make sure those clients couldn’t sign in themselves. We refer to these clients as non-participating. You’re still able to work with them throughout Sage One as normal, but they don’t get notifications and don’t have access to their information.

If this situation changes, and you want them to be able to sign in to Sage One and have access to their accounting data, follow these instructions.

  • 1. Sign in to Sage One Partner Edition. The first thing you’ll see is your client list.
  • 2. Find the non-participating client in the list. When they were added they were given a randomly generated invalid email address, so you might need to search for them by their business name.
  • 3. Click your client in the client list.
  • 4. From the Client Sidebar click Manage > Give client access.
    An Invite your client window appears.
  • 5. Check the client’s name is correct, then enter their email address twice. > Invite & Continue

The client will be sent an email to activate their account. When your client clicks on the activation link in that email, they’ll be able to choose a password and sign in to Sage One.

You’ll notice in the Client Sidebar that their status shows as Awaiting Client Activation. You can still access the client’s data with this status.

Once the client has accepted the invitation, the status will change to My company and client both have access.

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