How to send your accountant the quarter

With KipBill you can send your accountant everything for the quarter in one link. Open For your accountant in the menu, pick the quarter, type your accountant's email and press Send. They get an email with a link to a page, with no account and nothing to install, where they download a ZIP with every invoice and credit note as PDF, your expense receipts and an Excel with the sales and expense ledgers, the taxes by rate, the payments received and the totals.

If you prefer, switch it on once and it goes out by itself on the 3rd day after each quarter ends. It comes with the Starter, Pro and Business plans. This guide shows every step with real screenshots, and exactly what your accountant gets.

Step by step

1. Open For your accountant and pick the period

   In KipBill's menu, press For your accountant. At the top, pick Quarter, Month or Year and, next to it, the exact period. It starts on the last quarter that has ended.

   Below, What your accountant gets counts what goes in: invoices and credit notes, expenses (and how many have a receipt), payments received and the spreadsheet.

   kipbill.com/en/dashboard/accountant

   

2. Check what is worth fixing

   Under Before you send it, KipBill shows what your accountant will see too and is worth fixing first. Each note names the documents and has a Fix link:

   • invoices without the client's tax ID;
   • expenses without a receipt;
   • draft invoices not issued yet, which won't go;
   • credit notes sent but not applied, which don't count yet;
   • cancelled invoices, which are listed but not counted;
   • amounts in other currencies, which are kept apart and never added up.

   Figures of the period shows the same as your accountant will see: sales (base), tax charged, withholding if you apply it, expenses (base), tax paid and the difference between tax charged and paid.

   

3. Add your accountant

   Under Your accountant, type their email. The name is optional. Pick the language of the email and the spreadsheet, which can differ from yours, and if you want it to go out by itself, tick Send it by itself every quarter. Press Save. You only do this once.

   

4. Press Send

   Press Send to followed by your accountant's email. They get an email with a summary of the period and an Open the documents button, and you get a copy of what they received.

   Would you rather send it by WhatsApp or from your own email? Press Copy link and paste it wherever you like. See what they get opens their page as they will see it. And Download ZIP and Spreadsheet download the files for you.

   

What your accountant gets

An email with the summary

It comes in your business's name, with the period, how many invoices and expenses there are, the main figures, what is worth a look and a button in your brand colour. If they reply, the reply comes to you.

A page to download everything

The button opens a page with the period's figures by currency and tax rate, what is worth a look and two downloads: Download everything (ZIP) and Spreadsheet only (Excel). It works on a computer and on a phone, with no account to create.

The ZIP

• Sales and expenses - Q3 2026.xlsx: the spreadsheet.
• Invoices: every invoice as PDF, exactly as your client received it, with your template, your logo and its language.
• Credit notes: every credit note as PDF.
• Expense receipts: the photo or PDF of each receipt, as you uploaded it.
• README.txt: what is in the folder.

Each file name has the date, the number and the client's or supplier's name, so they sort themselves.

The Excel

It has four sheets. Dates and amounts are real dates and numbers, so your accountant can sort, filter and add up:

• Summary: per currency, sales by tax rate, withholding, expenses by tax rate, the result, tax charged minus tax paid, payments received and what is worth a look.
• Sales: one row per invoice and tax rate, with the client's tax ID. Credit notes are negative and cancelled invoices are listed but not counted.
• Expenses: one row per expense, with the supplier's tax ID and the name of its receipt's file in the ZIP.
• Payments received: every payment of the period, with its invoice, the client and how it was paid.

Let it go out by itself every quarter

Tick Send it by itself every quarter in your accountant's details. On the 3rd day after each quarter ends (3 January, 3 April, 3 July and 3 October), KipBill sends them the quarter with whatever it holds at that moment, and you get a copy.

If you haven't switched it on, the Dashboard reminds you during the first days of each quarter that the last one is ready for your accountant, with a button to send it.

Know whether they opened it

Under Sent you see each sending: the period, when and to whom, and whether your accountant has not opened it yet, opened it or downloaded it, with the date. Your own looks through See what they get don't count.

Typed the wrong address, or don't want the link to work any more? Press Turn off link and it stops working at once.

If you change something after sending it

The link always shows the period's documents as they are at that moment. If after sending it you add a missing tax ID, upload a receipt or issue an invoice dated in that quarter, your accountant sees it when they open or download it. There's no need to send it again.

It works in any country

It doesn't rely on any official format: it's your own documents as PDF and an Excel with your ledgers, in each invoice's currency and with its taxes (VAT, GST, sales tax, withholding or others). If you invoice in several currencies, each one gets its own block and they are never added together. The email and the Excel can be in any of KipBill's 12 languages.

Which plan you need

For your accountant comes with the Starter, Pro and Business plans. On the Free plan you can open it and see how many invoices, expenses and payments would go and what is worth fixing, but not the amounts; to send or download it you need Starter. See the pricing.

In a team, the business's owner and admins can send it.