Who this is for: Accounting practices and bookkeepers who want to manage multiple clients' books from a single LedgerMind login.
Time to set up: About 5 minutes once your Team plan is active.
What you'll be able to do: Run a Practice Portal, invite existing LedgerMind clients or create brand-new company files you manage, and jump into any client's books with one click — always able to return to your practice workspace.
The Team (Accountants & Firms) plan turns an ordinary LedgerMind account into a Practice Portal — a single dashboard from which your firm manages many client companies. From it you can:
Good to know You still keep your own books. A My own books button in the portal takes you to your firm's own LedgerMind account whenever you need it.
The Team plan is enabled by the LedgerMind team once your firm has an account. There are three quick steps for you, then we switch it on.
Go to ledgermind.co.nz and Sign up for a normal account using your firm's email address (for example admin@yourfirm.co.nz). Add your firm's name as the company name — it becomes the name shown across your Practice Portal.
Open the verification email from LedgerMind and click the confirmation link. If it doesn't arrive within a minute, check your spam/junk folder. You must verify before your account can be upgraded.
Email contact@ledgermind.co.nz (or reply to your onboarding contact) with your firm name and the exact email address you registered. We'll switch your account to the Team (Accountants & Firms) plan.
Then Once we confirm the upgrade, log out and log back in. LedgerMind will now take you straight to your Practice Portal instead of the normal dashboard.
The behind-the-scenes activation step performed by LedgerMind staff is documented in the Appendix.
After the upgrade, signing in lands you on the Practice Portal at /practice. This is your firm's home base.
| Company | Status | Transactions | To review | Actions |
|---|---|---|---|---|
H Harbour Cafe Ltd owner@harbourcafe.co.nz |
● Active | 1,240 | 8 | 📂 Open books 2 |
B Bright Sparks Ltd jane@brightsparks.co.nz |
● Pending | 0 | 0 | 🗑 |
Figure 1 — The Practice Portal. Reconstructed from the live app; your real data replaces the sample rows.
The four cards along the top summarise your practice: Active clients, Pending invites, Transactions to review (across all clients), and Total linked.
Press Add client to open the Add a client company dialog. It offers two ways to bring a client on board — pick the tab that matches your situation:
| Choose… | When… | The client… |
|---|---|---|
| Invite existing user | The client already has their own LedgerMind account. | Keeps their login and must approve your access. |
| Create new company | The client is new to LedgerMind, or you'll manage the file for them. | Doesn't need to do anything — the file is ready immediately. |
Figure 2 — Inviting an existing LedgerMind client.
The client now appears in your list as ● Pending until they approve. See Section 5 for what they do next.
If you see an error "That email already has a LedgerMind account" means the address belongs to an existing user — use Invite existing user (this tab) rather than Create new company.
Use this when the client is new to LedgerMind or you'll keep the file entirely in-house. The company is live immediately — no approval needed.
Figure 3 — Creating a new managed company.
Handy Because the file is created against the client's contact email, the client can later claim their own login at any time via Forgot password — without disturbing your access.
This section is what your client does after you use Invite existing user. You may want to forward these three lines to them.
The client logs in, opens Settings, and finds the Accountant access card (it only appears when there's an invite or an active link):
Figure 4 — The client's Settings → Accountant access card, with a pending invite.
After accepting, the badge on the client's side changes to Has access. The client can press Revoke there at any time to remove your practice's access — their data is never affected.
On any Active client, press Open books (Figure 1, ②). LedgerMind switches the whole app into that client's account — dashboard, transactions, GST, reports — exactly as the client would see it. A teal banner stays pinned at the top so you always know whose books you're in:
Figure 5 — The banner shown while your firm is working inside a client's books.
Note Opening a client's books does not log the client out and does not touch their password. You're viewing and working in their file with their consent; they can revoke access whenever they like.
Do I need a separate login for each client?
No. One Team login runs your whole practice. You switch between clients from the portal.
Can a client stop my access?
Yes — from Settings → Accountant access they can Revoke at any time. For companies you created, you retain access until you remove the client yourself.
What's the difference between "invite" and "create"?
Invite links to a client's existing account and needs their approval. Create makes a new company file that's usable immediately and managed by your practice.
Will my own books get mixed up with a client's?
No. Your firm's own account is separate — reach it with My own books. When you're inside a client, the teal banner makes it obvious, and Return to Practice takes you back.
Does removing a client delete their data?
Never. Removing only unlinks your practice; the client's account and records remain intact.
LedgerMind staff only This section is for the LedgerMind administrator. Firm clients don't perform these steps — they're shown here so the whole process is documented in one place.
To switch a verified account to the Team plan:
/admin, then open Users (/admin-portal/users).Figure 6 — Admin → Users → Change Plan Tier.