If you're an accountant or bookkeeper working with Mercury clients, you can use Mercury Books to do their bookkeeping. This article explains how to get a client set up and what to expect once you're in.
Getting a client started
Before an advisor can access Mercury Books, the client themselves must subscribe to the product. Adding a new subscription can only be managed by an admin of the Mercury organization. An advisor will not be able to access Books until this is done.
- If the client is not yet subscribed to Mercury Books, they must do so by by selecting “Books” from the main navigation, clicking “Create your Books” button on the landing page, and accepting the new subscription and associated fees
- The client invites you into their Mercury organization with a role that includes the Books permissions
Guiding a client through setup
During initial setup, the client determines the basic configurations for Mercury Books. There are three things worth advising them on and getting right up front:
- Accounting basis: cash or accrual. This is set at creation, and not easily modifiable after the fact without contacting support and rebuilding the books. See our Requesting a change to your accounting basis or chart of accounts article
- Chart of accounts. If you have a standard template you like to use, provide it to your client as a CSV so that they can upload it during onboarding, instead of using the Books default chart of accounts.
- Connected accounts. Mercury banking and credit card accounts will be automatically integrated but any third party accounts must be connected. This includes non-Mercury banking and credit card accounts, as well as integrations to payroll or payment processors as required.
Accessing a client's books
Open your client list in the Advisor Portal and click the Books icon next to the client's name. This brings you into their organization and opens Books.
To move between clients, use the Switch Books section of the org menu.
Note: Mercury Books supports working in one client's books at a time. To have two clients open simultaneously, use separate browser profiles or an incognito window.
Permissions you'll need
Your role in the client's organization needs the all accounts, accounting, invoice creation, and recipient management permissions. The client can set all four by turning on the Mercury Books toggle when creating or editing your role.
If you hit an error opening Books or matching a payment, this is almost always the cause. See our Sharing access to your books article.
FAQs
Can I set up Books on behalf of my client?
Your client needs to subscribe to Books and grant you access to their Mercury organization first. Once you're in with the right permissions, you can drive setup.
Can I use one chart of accounts template across clients?
Yes. Share your desired chart of accounts with your client and they can import it during setup. You can also update the chart of account after the fact in Books.
Can I migrate a client's history from QuickBooks Online?
Not automatically. Plan a period cutover — see our Moving to Books from another accounting software article.
How do I get a client's basis or chart of accounts changed after setup?
Contact support. See our Requesting a change to your accounting basis or chart of accounts article.
Mercury is a fintech company, not an FDIC-insured bank. Banking services provided through Choice Financial Group and Column N.A., Members FDIC.