Before you start
Balansix connects practice management, capture, bookkeeping, final accounts and client workflows. The cleanest implementation is to configure the practice first, then bring a small representative client cohort through the full process.
1. Accept your invitation and sign in
Use the invitation issued by your Balansix administrator. Each person has an individual Balansix account and completes the required authentication for that account.
- Open the Balansix invitation.
- Use the invited email address.
- Create or complete the sign-in credentials requested on screen.
- Complete multi-factor authentication (MFA).
- Confirm that the dashboard and client access match your role.
For the full sign-in and account guide, see Sign-in & staff accounts →.
2. Configure the practice
Directors and Practice Managers should confirm firm-wide settings before the wider team starts work. Define roles, client ownership, who can see fees and profitability, and who can administer staff access.
| Set first | Why it matters |
|---|---|
| Roles and permissions | Prevents broad access being created by habit. |
| Services | Drives the work Balansix expects for each client. |
| Client ownership | Controls who sees and works on the client. |
| Engagement conventions | Keeps service activation tied to the agreed engagement position. |
3. Add the first clients
Create a representative group with accurate legal/entity details, contacts, services, fees, engagement information and responsible staff. If bookkeeping will be used, choose the accounting mode deliberately rather than accepting a default without review.
4. Choose the bookkeeping mode
The bookkeeping mode is not a cosmetic preference. It changes which source record drives the books, how VAT is handled, how documents are used and how bank transactions are posted.
Documents create the accounting story
Best where source documents and ledgers are the primary evidence.
The bank creates the accounting story
Best where the bank feed/statement is the primary bookkeeping record.
5. Validate one full workflow
Take a pilot client through the work the practice actually performs. A useful test is engagement → client request → upload → bookkeeping → bank reconciliation → VAT/year-end work → final accounts. Record any agreed practice conventions, then use those conventions for the next cohort.
6. Expand in cohorts
Move further clients in manageable groups, for example by manager, service mix or accounting period. Keep the same validated setup rules. If a cohort exposes a new exception, resolve the rule before the next group is added.