Can my bookkeeper and I both use Kontuly?
Not at the same time. Kontuly is used by one person on one computer, with no cloud sync. To share your books, send your bookkeeper a backup file, which they restore in their own copy of Kontuly, or an export in their own package's format.
- Agree who's working in the books. Whoever has them, works in them; the other doesn't make changes meanwhile.
- Export a backup. In Settings → Backups, click Export…. See How do I export a backup?
- Send the file somewhere private, such as a USB drive or a shared folder you trust. If you've set a backup password, the file is encrypted and your bookkeeper needs that password.
- Your bookkeeper restores it with Restore from file…. It arrives in their Kontuly as a separate business.
- Hand back the same way. When they're done, they export a backup and you restore it, then work only in the restored copy and delete the old one.
Why can't we both make changes?
Each copy is a separate set of books. Changes made in one never reach the other, and they can't be merged later. Passing one copy back and forth keeps a single record.
A bookkeeper with several clients
A bookkeeper can keep every client as a separate business in one Kontuly, each with its own books, settings and backups. See Can I keep more than one business in Kontuly?
What if my bookkeeper uses another package?
Send them an export in their package's import format instead. See How do I send my books to my accountant?
Will the restored copy email my customers?
Not straight away. A restored business starts with overdue reminders off and recurring templates paused, so two copies never email the same customer. Switch them on only in the copy that carries on.
Related questions
- How do I export a backup of my Kontuly books?In Kontuly, open Settings → Backups and click Export… to save the open business as one .kontuly file you can keep on a USB drive or send to someone.
- How do I send my Kontuly books to my accountant?Export your books from Kontuly in your accountant's package format (Xero, MYOB, QuickBooks, Reckon, HandiLedger) or as CSV. They don't need Kontuly.
- Can I keep more than one business in Kontuly?Kontuly keeps several businesses, each with its own separate books, settings and backups. How to add a business and switch between them.
More about switching and your accountant
- Can I switch to Kontuly from MYOB, Xero, QuickBooks, Reckon or Sage?Yes. Kontuly converts your chart of accounts, contacts, opening balances and unpaid invoices and bills from MYOB, Xero, QuickBooks, Reckon or Sage.
- How do I convert my books into Kontuly from another package?Step by step through Kontuly's conversion wizard. Choose your old package and date, add the exported files, check the balances, and import into a new business.
- What is the Historical Adjustment account in Kontuly?Historical Adjustment holds anything that doesn't agree when you convert your books into Kontuly. When everything agrees, it ends at zero.
- How do I undo or redo a conversion in Kontuly?A Kontuly business can be converted once, and the conversion journal can't be voided. Restore the backup taken before the import to start again.
- How do I import contacts or a chart of accounts into Kontuly?Bring contacts or a chart of accounts into a running Kontuly business from another package's export. Nothing is posted and no trial balance is needed.