ClevrFox for accountants and bookkeepers
Your sole trader clients photograph each receipt as they go. When you ask, they send you complete records in the format your software imports. It is free for practices.
What arrives from your clients
One file, sent by your client from their phone, by email or any way you prefer. Nothing connects to your systems, and you do not need to install anything.
A spreadsheet in your import format
A Xero Bills CSV or a QuickBooks Online Bills CSV, ready to import with your own account codes. Or the standard ClevrFox spreadsheet, which opens in Excel, for any other software.
Every receipt, numbered to match
Each receipt image carries the number of its line in the spreadsheet, so checking a figure takes seconds instead of a search through a bag of paper.
A summary for the year
Totals under Form 11 headings for Irish clients and SA103F headings for UK clients, with business journeys and the business share of the car.
What ClevrFox does not do. It does not read VAT that is not printed on the receipt, does not decide what is allowable, and does not file anything. The records are your client’s. The judgement stays with you.
Set up your clients in one step
Fill in this form once. It gives you a setup code, as a QR code and as text. Your client opens ClevrFox, goes to Settings, taps Scan accountant code, and their app is set to your email, their country, your software and your account codes.
This page runs entirely in your browser. Nothing you type here is sent to us or stored.
Partner practices: €5 a year for each client you introduce
When a client subscribes to ClevrFox after scanning your setup code, ClevrFox pays your practice €5 for each full year that client stays subscribed.
- Your client pays the standard priceThe fee comes out of what ClevrFox receives. It does not increase what your client pays.
- Counted from Apple’s recordsYour practice number travels with the purchase, and Apple tells us about each subscription and renewal. Nothing is paid for downloads, free use or cancelled subscriptions.
- Numbers only, never namesYour yearly statement shows how many paid years carry your practice number. We never receive your clients’ names, emails or records.
- Paid once a yearWe send the statement, you send an invoice, and we pay within 30 days.
Telling your clients
Most professional bodies expect clients to be told about any fee received in connection with them. This paragraph can go into your engagement letter. Check it against your own body’s rules before you use it.
Recommendation of ClevrFox. We may recommend ClevrFox, a receipt and expense app, to help you keep your records. If you subscribe to ClevrFox using our setup code, ClevrFox pays us €5 for each full year you remain subscribed. You pay the standard ClevrFox price, which is not increased by this arrangement. We recommend ClevrFox only where we believe it suits your business. You may ask us to pay this fee to you instead of keeping it. Each year we will tell you the total we have received from ClevrFox under this arrangement.
A free listing in Find a bookkeeper
Sole traders who use ClevrFox without an accountant can look for one near them. Partner practices can be listed there free of charge.
You decide what the listing shows: your practice name, town, services, the software you use, and the phone number and email you want clients to use. Enquiries come straight to you. We do not see them and take no fee for them.
Join as a partner practice. Email us with your practice details. We confirm each practice by phone before giving it a practice number or a listing.
The partner terms set out the full arrangement. We send them to you before you join.
Questions from practices
Do you see my clients’ records?
No. Your clients’ receipts stay on their phones. Files go from your client to you, by email or another route they choose. ClevrFox has no copy.
Does it cost the practice anything?
No. Making setup codes, receiving files and being listed are all free. Your clients pay for their own subscription once they need more than 10 scans a month.
We use Sage, Surf or Big Red Cloud. Can we use ClevrFox?
Yes, with the standard ClevrFox spreadsheet, which carries your account codes in its own column. We add import layouts for other software when a practice sends us a sample import file. If you would like yours added, email [email protected].
Our account codes changed. What do clients do?
Make a new setup code on this page and send it to them. Scanning a new code replaces the old details in their app. Their receipts are not affected.
Can clients use ClevrFox without us?
Yes. Without a setup code, ClevrFox sends the standard spreadsheet to whatever email address the client enters.