Company costs and the accountant role: KSeF invoices across jobs

Who it's for:

• The workspace owner who wants to give their accountant access to company costs.
• The accountant who handles the company's purchase invoices in Buildinio.

What you'll do: invite the accountant, pull purchase invoices from KSeF or enter them by hand, point to the projects they concern, and let the project managers allocate them to their jobs.

Before you start

• Company costs work together with the Costs module, from the Start plan.
• Accountant is a workspace role, available from the Company plan. It sees company costs, KSeF, Buildinio invoices and the subscription, but not the projects.
• Invoices from KSeF (Poland's national e-invoicing system) need the workspace's KSeF token. The owner, or the person they entrusted with KSeF, connects it. Instructions are next to the token field.

Steps

1. Invite the accountant

1. Go to workspace management → Members and click Invite to the workspace.
2. Enter the e-mail address and choose the Accountant role.
3. After signing in, the accountant lands straight in the Company costs register. That's their main screen.

2. Pull invoices from KSeF

1. In Company costs, open the KSeF invoices tab.
2. Review the purchase invoices and select the ones to bring in as costs. The document header fills in with data from KSeF.

3. Add a cost by hand

1. In the All costs tab, click New cost.
2. Enter the document number, issue date, gross amount (net optional), supplier and payment due date. Attach a scan.
3. Tick Paid if the invoice is already paid.

4. Point to the projects

1. In Which projects it concerns, choose the jobs. That's a pointer, not an allocation: the project manager enters the amounts for their project.
2. Closed project list means only the chosen projects can allocate the invoice. Turned off: any project in the company can.

What happens next

• The project manager sees the invoice in the project's costs as To allocate and takes their share into budget categories. One invoice can be split across several jobs. The app makes sure the total isn't exceeded. See How to add a cost.
• The Allocations column in the register shows how much of the document the projects have taken.
• The currency stays as on the invoice. The project manager sets the exchange rate when allocating.

Troubleshooting

• I can't see invoices from KSeF. The workspace has no KSeF token connected. Click Connect a KSeF token or ask the owner to do it.
• I can't delete a document. Projects have amounts allocated on it. Those allocations have to be removed in the projects first.
• The accountant can't see a project. That's by design. The Accountant role doesn't include projects.