Bevr for bookkeepers and accountants

If a client of yours keeps their customers, jobs and invoices in Bevr, you have two practical questions: how do you get in to see the numbers, and how do you get those numbers into the tools you already use. This page answers both, in that order, and ends with a note on trying Bevr yourself if you want to see what your client sees. You do not need an account of your own to read any of it.

How you get access to a client’s account

The access runs through your client, not through a separate login you buy. Ask the person who owns the account to invite you, and pick the read-only role when they do. A read-only role lets you open the records and reports and see everything on them, while leaving you unable to change a figure, send an invoice or alter a customer. For your work that is usually what you want: a true picture you can read and reconcile against, with no risk of your looking around changing what the business entered.

There is no cost for this access and no plan to upgrade to get it. Your client can invite their accountant or bookkeeper free, on any plan, and a read-only Viewer does not use a seat, so it does not count as one of their users. That matters on the smallest plan, where a paid seat would otherwise be the owner’s own: the free read-only Viewer sits outside that count, so inviting you costs the business nothing and takes nothing away from the people who do the day-to-day work. If your client is not sure how to send the invite, the controls sit with the account owner, and the role to choose is the read-only one.

What you can export, and in which formats

Reading the account is one half of the job; getting the figures into your own ledgers is the other. Bevr’s accounting export includes files shaped for QuickBooks Online and Xero, the payments to apply against them, and a set of receivables reports. The customers and invoices come out as import files for QuickBooks Online and Xero, so you bring the month across without retyping a line. A word on the payments: these are import-ready files, not a live connection to your ledger, and the payments file is there so collected money is credited and your accounts receivable is not overstated. In QuickBooks Online you apply it against the invoices it belongs to; in Xero, which has no payment importer, you use it to apply receipts and reconcile against the bank, rather than importing payments directly.

The receivables reports are built for the questions you actually ask at month end. The export gives you aged receivables reports: totals, per-customer, and every open invoice behind them, so you can go from a single aging figure down to the individual invoices that make it up without a second request. The set is deliberately tidy on the way out: draft invoices are left out on purpose, because a draft is not yet a receivable, and invoices you voided or canceled, or refunded in full, are left out too, so you do not carry across a debt that is not owed. What you import is what the business is genuinely owed, which is the figure you want to land in the ledger.

When you want the raw records rather than a shaped import, there is a plainer route. You can ask Bevr to export your customers, jobs, and invoices to CSV at any time, which is the format every spreadsheet and ledger will open. A CSV is the right tool for a one-off reconciliation, a quick check of a figure, or a working file you want to keep alongside your own papers, and it sits beside the shaped import files rather than replacing them. Between the two you can either bring a clean month into QuickBooks Online or Xero, or pull the underlying rows into a spreadsheet, depending on what the task in front of you needs.

A note on dates and local rules

Which invoices count as receivable, how you treat a refund, and when revenue is recognized are matters of accounting judgment and of the rules where the business operates. This page describes what the files contain and how to bring them across; it does not tell you how to treat any line in them. You are the professional reading this, so you will apply the treatment your client’s books and your jurisdiction call for. The exports are built to hand you a clean, honest set of figures to start from, not to make that call for you.

Try it on your own account

If you would like to see what your client sees before they invite you, or you are weighing Bevr up for other clients, you can start a free trial and look around a workspace of your own. Read more about what the product does in the features, or see what Bevr costs. If a client is also asking how to collect sooner, the guide on how to get paid faster covers the practical side.