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Kuberan AI Help

Books — Client List

Open Books

Overview

The Books client list is the entry point to the Client Accounting module. Every client that has an active accounting file in your workspace appears here as a card or row. From this screen you can open a client’s books, create a new accounting file, search and filter the list, and archive clients you are no longer actively servicing. The list is shared across your entire workspace — all team members with the Books permission can see and open any client file.

Books client list showing search bar, filter controls, and client cards
The Books client list with search, filter, and Add Client controls.
  1. (1) Search field — find clients by name or file number
  2. (2) Status filter — show Active, Archived, or All clients
  3. (3) Add Client button — opens the New Client accounting file drawer
  4. (4) Client card — shows name, accounting method, fiscal year, and last sync
  5. (5) Row actions menu — per-client quick actions

Screen Layout

The screen has two zones:

Toolbar (top): Contains the search field, Status filter dropdown, and the Add Client button.

Client grid (centre): Displays each client as a card. Each card shows the client name, accounting method (Cash or Accrual), fiscal year-end, the date the books were last updated, and a coloured status indicator. Clicking any card opens the client’s Books Dashboard.

UI Elements

Toolbar

Search

Searches across client name and file number. Results update as you type. The search is case-insensitive and matches partial names.

Status Filter

Single-select dropdown with three options: Active (default), Archived, and All. Archived clients are hidden from the default view to keep the list uncluttered.

Add Client

Opens the New Client accounting file drawer. Use this to create a fresh double-entry ledger for a client who does not yet have a Books file in your workspace.

Client Cards

Client Name

The client’s display name as entered in your Contacts module. Clicking the name opens the client’s Books Dashboard.

Accounting Method

Shows Cash or Accrual. Set at the time the file is created; contact support to change it after transactions have been recorded.

Fiscal Year-End

The client’s fiscal year-end date (e.g., December 31 for calendar-year filers, or March 31 for a March year-end). Used by the Periods module and tax return generation.

Last Updated

The date and time the most recent change was made to this client’s books — whether a manual entry, a bank sync, or a document upload.

Actions

Per-card overflow menu. Options: Open Books, Edit File Settings, Archive, Delete. Delete is only available if no transactions have been recorded.

Actions

Open a Client’s Books

  1. Locate the client in the list using the search field or by scrolling.
  2. Click the client card, or click ⋯ → Open Books in the row actions menu.
  3. The client’s Books Dashboard opens at /app/books/:clientId/dashboard.

Create a New Client File

  1. Click Add Client in the top-right toolbar. The New Client drawer slides in.
  2. Select an existing Contact from the dropdown, or click Create new contact to add one inline. The client name and address are pulled from the contact record.
  3. Choose the Accounting Method: Cash or Accrual. This cannot be changed after the first transaction is saved.
  4. Set the Fiscal Year-End date. For most Canadian corporations this is December 31; confirm with the client.
  5. Select the Currency (default: CAD).
  6. Optionally choose a Chart of Accounts Template (Canadian Standard, Retail, Professional Services, or Blank) to pre-populate the ledger.
  7. Click Create Client File. The new file appears in the list and the Books Dashboard opens automatically.

Filter by Status

  1. Click the Status Filter dropdown in the toolbar.
  2. Select Active to show only clients with open files, Archived to see deactivated files, or All to see everything.
  3. The grid refreshes immediately. The selected filter persists for your session.

Archive a Client File

Archiving hides the client from the default Active list but preserves all transactions and reports. Use this when an engagement ends or a client switches to another service provider.

  1. Click ⋯ on the client card to open the actions menu.
  2. Select Archive.
  3. Confirm in the dialogue. The client moves to Archived status and disappears from the Active list.
  4. To restore, filter by Archived, open the client’s actions menu, and select Unarchive.

Edit File Settings

  1. Click ⋯ → Edit File Settings on the client card.
  2. Update the fiscal year-end, default currency, or display name.
  3. Click Save Changes.

Optional sub-modules

A Books file can opt into specialised sub-modules per-client via feature flags on the client record. Flipping the flag unlocks sidebar entries and automation for that client:

  • Properties — Rental real estate management: properties, units, tenants, leases, mortgages, rent schedules, automated rent invoicing, per-property P&L. See the Properties overview and the Enable Properties guide.

Modules that are disabled don’t appear in the sidebar and don’t run their crons against the client — there’s no cost to leaving them off for clients who don’t need them.

  • Books Dashboard — P&L summary, bank balances, and outstanding invoices for a single client
  • Chart of Accounts — View and manage the account hierarchy for a client file
  • Periods — Open and close accounting periods
  • Properties — Optional property-management sub-module
  • Tax Centre — GST/HST filing and CRA remittance tracking