Capium 365 — Quick Start Guide for Accountants
(Supporting Your SME Clients Step by Step)
What is Capium 365?
Capium 365 is a client-facing app that connects your practice with SME clients in real time. It gives clients a simple way to capture receipts, manage invoices, connect their bank, and track their finances — while feeding accurate data back into your Capium suite.
Instead of chasing spreadsheets, emails, and scanned PDFs, you get cleaner data, faster turnaround, and smoother collaboration.
Benefits for Accountants
- Save time: clients upload receipts, invoices, and bank data directly.
- Reduce errors: automation (bank feeds, bank rules, recurring invoices) handles repetitive tasks.
- Work together in real time: you can log into their portal at any time.
- Faster compliance work: VAT, MTD, and accounts prep are quicker with live data.
- Scalable practice management: bulk imports, permissions, and filters make it easy to manage many clients.
- Future-proof your firm: digital recordkeeping keeps clients engaged and strengthens your advisory role.
1. Onboard Your Practice and Clients
Step 1 — Purchase & Assign Licenses
Purpose: Licenses are the “keys” that give clients access to Capium 365. Without assigning a license, a client cannot log in. Buying and assigning licenses ensures each client you onboard can start using the platform immediately.
Buy Capium 365 licenses.
Assign those licenses to the right clients.
Trainer Tip: Buy a few extra licenses in advance — it speeds up onboarding when new clients join.
Step 2 — Add or Import Clients
Purpose: Clients must be added to the system before you can assign them a license or invite them to use Capium 365. You can do this one-by-one for small practices or bulk import if you’re onboarding many at once.
Add/import clients manually or from Practice Management.
Bulk import via Manage Imports → Clients using the Excel template.
Trainer Tip: Always validate your Excel import template before upload — one typo can create duplicate clients.
Step 3 — Invite Clients
Purpose: Inviting a client activates their access. This is how they log in, start using the app, and begin uploading data for you to review.
Invite clients via Manage → Clients → 365 Status → Invite.
Handle duplicate account messages.
Trainer Tip: Encourage clients to download the mobile app immediately — this helps them get into the habit of uploading receipts as they go.
2. Set Up & Manage Your Team
Step 4 — Add Users
Purpose: Your practice team also needs access. Adding users ensures colleagues can log in, manage clients, and support day-to-day operations. The method you use depends on whether you use other Capium modules.
Add via My Admin (recommended if using multiple modules).
Bulk add via Excel (if only using Capium 365).
Add individually (if only using Capium 365).
Trainer Tip: Assign roles from day one (Admin, Manager, User) so you don’t have to retroactively restrict access later.
Step 5 — Manage Users
Purpose: User management ensures the right people have the right level of access. This protects client confidentiality and allows you to scale your practice securely.
Edit and update user details.
Search quickly for users.
Assign users to specific clients.
Control access with permissions.
Trainer Tip: Review permissions quarterly — team changes happen often, and forgotten access creates risk.
3. Manage Clients Effectively
Step 6 — Manage Clients
Purpose: Client records change — directors move on, businesses close, or new clients arrive. Managing clients ensures your Capium 365 stays up to date.
Edit, delete, or archive clients.
Log directly into a client’s portal.
Search and filter client lists.
Central hub overview.
Trainer Tip: Use “Archive” instead of “Delete” — you’ll free the license but still retain the client’s history.
4. Support Clients on Daily Use
Invoices
Purpose: Invoicing in Capium 365 helps your clients raise, send, and track invoices in real time, feeding straight into bookkeeping.
Trainer Tip: Ensure products and services are mapped to the correct account codes — otherwise invoices won’t post to bookkeeping.
Receipts
Purpose: Receipts keep expenses in order. Clients upload, you review and approve, and the data flows into bookkeeping.
Trainer Tip: Push clients to upload via the mobile app in real time — it saves piles of paper later.
Banks
Purpose: Bank feeds automate transaction entry. Bank rules categorise them, saving you and your client countless hours of manual bookkeeping.
Trainer Tip: Start with rules for the top 5 suppliers or customers — small wins make a big difference.
Books (Sole Traders & Individuals)
Purpose: For sole traders and individuals (non-VAT), Books provides a simplified way to track income and expenses without full bookkeeping.
Trainer Tip: Use “Queries” in Books to flag unclear entries to clients — no need for endless email chains.
Reports
Purpose: Reports provide instant insights — P&L, income, and expenses. Clients can see their numbers; you can monitor progress and prepare compliance work faster.
Trainer Tip: Teach clients how to export their own reports — it saves you time when they’re applying for loans or grants.
5. End-to-End Onboarding Checklist
Purpose: This checklist helps you follow the same flow every time, keeping onboarding consistent and efficient.
Purchase & assign license
Add/import client
Invite client
Add staff users
Set permissions
Connect bank feeds & rules
Set up products, customers, invoices
Train clients on receipts & Books
Run reports
Review quarterly & support ongoing
Trainer Tip: Make this checklist part of your practice playbook — train new staff with it so everyone onboards clients consistently.