MyLedger Accountant Guide — How to Use the Accountant Portal

Section 1

Getting Started

Create your accountant account and get connected to your first client in minutes.

Creating Your Accountant Account

1

Go to app.kaimanco.com

Open the app in any browser. MyLedger works on desktop and mobile — desktop is recommended for full portal functionality.

2

Click "Sign Up" and enter your details

Enter your professional email, a secure password, your full name, and your firm or practice name.

3

Select "Accountant" as your role

This gives you access to the Accountant Portal — a separate interface designed for managing multiple clients, generating BIR returns, and running reports.

4

Complete the Onboarding Wizard

The wizard will ask for your PRC license number (optional but recommended for credibility), your firm name, and whether you want to enable white-label branding.

5

You're in — invite your first client

Your Accountant Portal is ready. You'll see a client list (empty at first) and a referral link to share with your clients.

🎓

Already have clients on MyLedger?

If a client signed up before you, they can add you as their accountant from their Business Setup tab. You'll receive a connection request in your portal — approve it to start managing their books.

Section 2

The Accountant Portal

A purpose-built interface for managing multiple clients, filing BIR returns, and running financial reports — all from one screen.

app.kaimanco.com — Accountant Portal

Clients

Transactions

Financial Statements

BIR Returns

Books

Assets

Referral

ABC Trading Corp.

TIN: 123-456-789 · 47 transactions this month

VAT Registered

Juan's Sari-Sari Store

TIN: 987-654-321 · 12 transactions this month

OPT (3%)

Maria Dela Cruz Consulting

TIN: 456-123-789 · 28 transactions this month

Professional Plan

Multi-Client Dashboard

See all your clients in one list. Switch between them instantly — each client's data is fully isolated.

BIR Return Generation

Generate pre-filled BIR forms from transaction data. Review, approve, and export for filing.

Financial Statements

One-click Income Statement, Balance Sheet, and Cash Flow — formatted in professional standard style, ready to present to clients.

Accounting Books

BIR-prescribed books auto-populated: General Journal, General Ledger, Cash Disbursements Journal, and more.

Section 3

Managing Clients

Onboard clients, switch between them, and keep their books organized — all from the Clients tab.

Connecting a Client to Your Account

There are two ways to connect with a client:

A

Share your referral link (Recommended)

Go to the Referral tab and copy your unique signup link. Send it to your client. When they sign up using your link, they are automatically connected to your portal as a managed client.

B

Client adds you from their Business Setup

If the client already has an account, they can search for your name or email in their Business Setup tab under "Connect Accountant." You'll receive a connection request to approve.

Switching Between Clients

In the Clients tab, click any client row to switch to their account view. All tabs (Transactions, Reports, BIR Returns, Books) will show that client's data. The selected client name appears at the top of the portal so you always know whose books you're viewing.

⚠️

Always confirm the active client before editing

Before adding or editing any transaction, confirm the client name shown at the top of the portal. Adding data to the wrong client is an easy mistake to make when managing multiple businesses.

Client Information You Can See

✓Business name, TIN, address, and BIR registration date
✓VAT type (VAT-registered 12% or OPT 3%)
✓Subscription plan and transaction usage
✓All transactions, reports, and accounting books
✓Assigned encoders (if any)

Section 4

Transactions

Review, add, edit, and export your client's transaction records.

Reviewing Client Transactions

With a client selected, click the Transactions tab to see their full transaction history. Each row shows: Date, Type, Category, Description, Reference No., Counterparty, NET, VAT, GROSS, VAT Type, Settlement, and Void status.

Adding Transactions on Behalf of a Client

Click + Add Transaction. The process is the same as the client experience — income requires the NET amount, expenses require the GROSS amount. VAT is calculated automatically. This is useful when a client sends you a stack of receipts to encode.

Scanning Receipts

Use the camera icon to scan physical receipts using OCR. This is especially useful for high-volume clients — photograph the receipt, review the pre-filled details, and save. Great for outsourcing receipt entry to an encoder.

Voiding Transactions

If a transaction was entered incorrectly, click the void icon (circle with slash) on the transaction row. Voided transactions remain visible for audit purposes but are excluded from reports and calculations. A void reason field is available for documentation.

Exporting Client Transactions

Click CSV to download the full transaction ledger. The export includes all fields including VAT Type, EWT Rate, EWT Amount, Voided status, and Void Reason — sufficient for BIR audit purposes.

Section 5

Financial Statements

Generate professional, presentation-ready financial statements directly from transaction data.

Income Statement (P&L)

Click the Income Statement tab. Select a date range (monthly, quarterly, or custom period). The statement shows Revenue, Cost of Sales, Gross Profit, Operating Expenses, and Net Income — all using NET amounts with VAT properly excluded.

Click Export PDF to download a formatted statement. The PDF is structured in standard professional accounting format, suitable for presenting to clients, banks, or investors.

Balance Sheet

The Balance Sheet shows Assets, Liabilities, and Equity as of a selected date. Key VAT items appear here automatically: Input VAT Recoverable under current assets and VAT Payable under current liabilities. Export as PDF for client presentation or BIR submission support.

Cash Flow Statement

The Cash Flow tab breaks down operating, investing, and financing activities. Useful for clients asking about their actual cash position versus their reported profit.

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Client backup

Use the Backup button (available in the Clients tab when a client is selected) to download a complete data export for that client. This is good practice at end of period or when a client changes accountants.

Section 6

BIR Returns & Compliance

MyLedger pre-populates BIR return data from your client's transactions. You review, adjust if needed, and export for filing.

Supported BIR Forms

Form	Description	Frequency	For
2550M	Monthly VAT Return	Monthly	VAT-registered businesses
2550Q	Quarterly VAT Return	Quarterly	VAT-registered businesses
2551M	Monthly Percentage Tax	Monthly	Non-VAT / OPT businesses
2551Q	Quarterly Percentage Tax	Quarterly	Non-VAT / OPT businesses
1601-EQ	Quarterly Expanded Withholding Tax	Quarterly	Businesses with EWT obligations
1604-EQ	Annual EWT Return	Annual (Jan)	Businesses with EWT obligations
1601-C	WHT on Compensation (Payroll)	Monthly	Employers with payroll
1701 / 1701A	Annual IT Return (Individual)	Annual (Apr)	Self-employed / professionals
1702 / 1702Q	Annual & Quarterly IT Return (Corp)	Quarterly + Annual	Corporations
Form 2307	Certificate of Creditable Tax Withheld	Quarterly	Issued to payees / suppliers
SLSP	Summary List of Sales & Purchases	Quarterly	VAT-registered businesses

Generating a BIR Return

1

Select the client and click "BIR Returns" tab

Make sure the correct client is active, then navigate to the BIR Returns section of the Accountant Portal.

2

Choose the form and select the period

Select the BIR form type, then choose the taxable period (monthly or quarterly). MyLedger pulls the relevant transaction data automatically.

3

Review the pre-filled figures

Check the computed amounts. If any adjustments are needed (e.g. for non-deductible expenses), you can enter manual adjustments before exporting.

4

Export PDF or CSV

Download the return as PDF for your records, or CSV for import into eBIR Forms or any filing system your practice uses.

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Period locking for audit integrity

Once a period's BIR return is finalized, use the Period Lock feature (available in Professional and Enterprise client plans) to prevent any further changes to that period's transactions. This protects filed figures from accidental edits.

Section 7

Accounting Books & Journals

BIR-prescribed accounting books, automatically populated from client transactions. No manual entry required.

Available Books

✓General Journal — All journal entries in chronological order with debit/credit columns
✓General Ledger — Account-by-account running balance view
✓Cash Disbursements Journal — All cash outflows with payee and account details
✓Cash Receipts Journal — All cash inflows with source and account details
✓Sales Journal — All income transactions with VAT breakdown
✓Purchases Journal — All expense transactions with Input VAT detail

Chart of Accounts

Each client has their own Chart of Accounts (COA), customizable from the portal. Transactions can be tagged to specific GL accounts for proper ledger classification. The default COA follows standard Philippine accounting practice with common account codes pre-configured.

Journal Entries

Every transaction in MyLedger automatically generates the corresponding double-entry journal: income transactions debit Bank and credit Revenue + VAT Payable; expense transactions debit the expense account + Input VAT and credit Bank. These are visible in the General Journal and can be exported for review.

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Books are available on Professional and Enterprise client plans

To access the Books tab for a client, they need to be on the Professional (₱699/mo) or Enterprise (₱999/mo) plan. Recommend upgrading clients who require complete accounting books for BIR compliance.

Section 8

Payroll & BIR Form 1601-C

Manage your client's employees, compute monthly withholding tax on compensation under the TRAIN Law, and generate BIR Form 1601-C for filing.

What is the Payroll Tab?

The Payroll tab (available on client Professional and Enterprise plans) lets you maintain a list of your client's employees with their compensation details. MyLedger automatically computes monthly Withholding Tax on Compensation (WTC) for each employee based on the TRAIN Law graduated tax table — no manual lookup needed.

Setting Up Employees

1

Select the client and open the Payroll tab

Make sure the correct client is active. The Payroll tab is visible in the Accountant Portal when a client is selected.

2

Add each employee

Click + Add Employee and enter: full name, TIN, position, employment type (regular or contractual), monthly gross compensation, and any statutory deductions (SSS, PhilHealth, Pag-IBIG).

3

Review computed withholding tax

MyLedger computes each employee's taxable compensation and monthly WTC using the BIR TRAIN Law withholding tax table. Verify the computed amounts before generating the form.

4

Generate BIR Form 1601-C

Select the taxable month and click Generate 1601-C. The form is pre-filled with total WTC due across all employees. Export as PDF for your filing records.

TRAIN Law Tax Table

MyLedger uses the current TRAIN Law monthly withholding tax rates for compensation income. The system handles the graduated schedule automatically — you enter gross compensation, and the correct tax is computed. No manual rate lookup is needed.

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13th month pay and other benefits

The first ₱90,000 of 13th month pay and other benefits is tax-exempt under TRAIN. MyLedger tracks year-to-date figures per employee so the exemption threshold is automatically applied during the December payroll run.

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Related forms: 1604-C (Annual Alphalist)

At year-end, MyLedger generates BIR Form 1604-C (Annual Information Return of Income Tax Withheld on Compensation) from the payroll data. The Alphalist of employees is pre-populated — review and export for January filing.

Section 9

Form 2307 Generator

Generate BIR Form 2307 (Certificate of Creditable Tax Withheld at Source) for every payee subject to Expanded Withholding Tax — directly from your client's EWT transaction data.

What is Form 2307?

When your client withholds Expanded Withholding Tax (EWT) from a payment to a supplier or service provider, they are required to issue that payee a Form 2307 — a certificate showing the amount withheld. The payee uses this certificate as a tax credit against their own income tax.

MyLedger generates 2307s automatically from EWT transactions — no manual computation needed. Each transaction tagged with an ATC code and payee name feeds directly into the certificate.

Generating a Form 2307

1

Open the Alphalist / EWT tab

With the correct client active, navigate to the Alphalist tab in the BIR Returns section. This tab lists all payees for whom EWT was withheld during the selected period.

2

Select the payee and period

Choose the payee name and the quarter for which you're issuing the certificate. MyLedger totals all EWT transactions for that payee in the selected period automatically.

3

Review and generate

Verify the pre-filled figures: payee name, TIN, ATC code, income payment amount, and tax withheld. Click Generate 2307 to produce the certificate.

4

Export PDF and issue to the payee

Download the Form 2307 as a PDF. Issue this to the payee — they need it to claim the EWT as a creditable tax in their own quarterly or annual income tax return.

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ATC rates are admin-configurable

The ATC rates used in Form 2307 (WC010, WC020, WF010, WR010, etc.) are dynamically pulled from the system settings. If BIR revises rates, the admin updates them once — all forms update automatically without any code change.

⚠️

EWT must be tagged at transaction entry

A Form 2307 can only be generated for transactions that were entered with an EWT rate and payee name. Make sure EWT details are filled in when encoding applicable expense transactions. Retrospective tagging is possible by editing the transaction before the period is locked.

Section 10

Encoder Management

Delegate transaction entry to staff encoders without giving them access to reports or sensitive financial data.

What is an Encoder?

An Encoder is a limited-access role for staff who only need to enter transactions. They can add income and expense transactions, scan receipts, and view the transaction list — but they cannot access reports, BIR returns, accounting books, or financial statements. This keeps sensitive data secure while allowing delegation of data entry.

Adding an Encoder

1

Ask your staff member to sign up at app.kaimanco.com

They should select the "Encoder" role during signup. Encoder accounts are free.

2

Assign them to a client from your portal

In the Clients tab, select the client, then click "Assign Encoder." Enter the encoder's email address. They'll receive access to that client's transaction entry screen only.

3

Review their entries

All encoder-added transactions are visible in your portal. The Audit Log (Enterprise plan) tracks who added each transaction and when.

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Best use: High-volume clients

For clients with 50+ transactions per month, assign an encoder to handle daily receipt entry. You focus on period-end review, BIR filing, and financial statement preparation.

Section 11

White-Label Branding

Present MyLedger under your firm's name and colors — your clients see your brand, not Kaiman & Co.'s.

What White-Label Includes

✓Your firm name displayed in the portal header instead of "MyLedger by Kaiman & Co."
✓Your accent color applied to buttons and highlights throughout the interface
✓Your firm name on exported PDF reports (Financial Statements, BIR Returns)
✓Client-facing portal shows your branding when they're connected to your account

Setting Up White-Label

1

Go to your Accountant Profile settings

Click your name in the top navigation bar to access your profile and firm settings.

2

Enter your firm name and choose an accent color

Type your practice or firm name and pick a hex color code for your brand. Standard professional colors like navy blue, forest green, or charcoal work best.

3

Save — changes apply immediately

Your branding is live. Clients connected to your account will see your firm name when they log in.

🏢

White-label is available on the Agency tier

Upgrade your accountant plan to Agency to activate white-label branding. See Section 12 for plan details and how to upgrade.

Section 12

Accountant Tiers

Choose the plan that fits your practice size. Start free, upgrade as your client roster grows.

Solo

✓Up to 5 clients

✓Transactions & VAT

✓Basic reports

✓CSV export

Professional

✓Up to 15 clients

✓BIR Returns & SLSP

✓Encoder assignment

✓FS PDF export (professional format)

✓Payroll & 1601-C

Firm

✓Unlimited clients

✓All Professional features

✓Priority support

✓Bulk client backup

✓Full audit log access

Agency

✓Unlimited clients

✓All Firm features

✓White-label branding

✓Custom accent color on client portal

✓Your firm name on all PDF exports

How to Upgrade

Click your name in the portal header → Upgrade Plan. Select your desired tier and follow the payment instructions (GCash or Maya). Your account is upgraded after admin confirmation — typically within the hour. The portal will notify you automatically once your upgrade is approved.

Section 13

Referral Program

Grow your income by referring clients and other accountants to MyLedger. Earn commissions on every active subscription.

Your Referral Link

Go to the Referral tab in your portal. You'll see your unique referral link. Share this with potential clients — when they sign up using your link, they are automatically connected to your account as a managed client.

How You Earn

✓Signup bonus — credited to your account when a referred client creates their account
✓Subscription commission — earn a percentage every month your referred client maintains an active paid subscription
✓Accountant referrals — refer other accountants to MyLedger and earn when they subscribe to an accountant plan

🎯

Best referral strategy for accountants

Send your referral link to all your existing clients. If they're already paying you for bookkeeping, getting them onto MyLedger means you manage their books more efficiently — and earn a monthly commission on top of your professional fee.

Tracking Your Referrals

The Referral tab shows your full referral history: who signed up using your link, which are active subscribers, and your total accumulated commissions. Commissions are applied as subscription credits or paid out — check the Referral tab for current payout details.

Section 14

Tips, FAQ & Support

Common questions from accountants using MyLedger for the first time.

Q: Can I manage clients who aren't VAT-registered?

Yes. In each client's Business Setup, their tax type can be set to "Non-VAT / OPT (3%)." MyLedger will use Percentage Tax calculation for their transactions and generate Form 2551Q instead of 2550M/Q for BIR filings.

Q: What if my client already has transactions entered — can I still connect?

Yes. Connecting your accountant account to a client does not affect their existing data. You'll immediately see all their historical transactions, reports, and books once connected.

Q: Can I prevent clients from seeing certain reports?

Currently, clients on Professional and Enterprise plans have full access to their own reports. As their accountant, you have the same access. Selective report hiding is planned for a future release — contact support if this is a priority for your practice.

Q: What happens if a client stops paying their subscription?

Their account is downgraded to the Free plan. They can still view existing data but cannot add new transactions beyond the Free limit. You retain access to their historical records. They'll see an upgrade prompt when they log in.

Q: Is the data safe if I disconnect from a client?

Yes. Disconnecting from a client removes your portal access to their account but does not delete any of their data. Their transactions, reports, and books remain intact. They can connect a new accountant at any time.

Q: Can multiple accountants manage the same client?

Currently, each client is connected to one primary accountant. If you need a secondary reviewer, use the Encoder role for additional staff. Multi-accountant support is on the product roadmap.

Professional Training

Kaiman & Co. offers the Kaiman Academy — a structured training program for accountants adopting MyLedger in their practice. The program covers client onboarding, BIR compliance workflows, and how to position MyLedger as a value-add to your clients. Visit kaimanco.com or email mym@kaimanco.com to enroll.

Need Help?

Email us at mym@kaimanco.com — accountant support is prioritized. You can also visit ml.kaimanco.com for the latest product updates, pricing, and resources.