Using Your Portal — A Simple Guide

Welcome. This guide covers everything you can do from your Cloud Acropolis portal — no accounting knowledge needed.

Your portal address was given to you by your accountant. Bookmark it.

Logging in

Open your portal link, enter your login and password. If you don't have them, ask your accountant.

Changing your password

Click Change Password in the left menu (below Daily Backup). Enter your current password and your new password (twice, to confirm), then submit.

Forgot your password? There's no self-service reset — contact your accountant, who can set a new one for you.

Uploading an invoice or bill

1. Click Customer Invoice (money coming in) or Vendor Bills (money going out) in the left menu.
2. Click Upload, choose the PDF, confirm.
3. The system reads it automatically and books it — you'll see a short summary (who it's from/to, the amount, the date) once it's done.

If it says "Could not classify this document" — the file may be unclear or it's a duplicate of one already uploaded. Try again, or ask your accountant.

If it says "Already booked as invoice ..." — that exact invoice is already in the system. No action needed.

Entering cash or card takings

Click Cash or Card in the left menu, and enter the amount directly — no file needed for these.

Uploading your bank statement

1. Click Bank Statement.
2. If this is your first time, add your bank account first: enter its name, IBAN, and currency, then click Add.
3. Download a statement from your bank's website — look for a "CODA" or "camt.053" / "ISO 20022" export option (not PDF or CSV, those don't work here).
4. Click Upload, choose the file.

The system automatically matches most transactions to your invoices. Anything it can't match is reviewed by your accountant — you don't need to do anything further.

You can click any of your accounts in the list to see its transaction history, with a green tag for matched items and a red tag for anything still pending.

Adding your employees

1. Click Employees.
2. Click Download the template at the top of the page to get the spreadsheet.
3. Fill in one row per employee — yellow cells only, use the dropdowns where given.
4. Click Upload and choose the file.

For Worker Type, just choose whether the person mainly does manual work (Blue collar) or office/desk work (White collar) — pick whichever version of the word you're comfortable with, they all mean the same thing. Everything else — which sector rules apply, the exact filing category — is worked out automatically from your company's profile. You don't need to know any of that.

You'll get a full report: how many were added, and — if any weren't — exactly why, so you can fix and re-upload, or ask your accountant.

Adding just one new employee? Use the same template with a single row filled in.

To update an employee — address, marital status, number of children, bank account, or phone — click their name in the list, edit, and click Save.

Wage and contract dates cannot be changed here — these are handled by your accountant, since they affect official filings. Joint committee is never asked of you at all — your accountant sets this once, for the whole company, and the system applies it automatically to every employee.

Recording staff hours

Click Staff Hours, select the employee, and log hours worked for the relevant days. This feeds directly into payroll.

Running payroll

Click Payroll, select the employees and the pay period, and generate. Your accountant reviews and confirms every payslip before it's final.

Viewing reports

Click Reports. Choose what you want to see from the dropdown — profit and loss, cash position, who owes you money, VAT position, and more. Set a date range if needed, then:

• View it directly on screen
• Click the small CSV or PDF icon to download it

Further down the same page, under Statutory Filings, you'll also find the social security (DmfA), withholding tax (Précompte Professionnel), and annual tax certificate (Belcotax) filings your accountant needs to submit on your behalf — each with a button to download the official XML file plus a plain-language PDF summary. These are prepared for your accountant's review, not something you need to act on yourself.

Downloading a full backup of your data

Click Daily Backup in the left menu. This downloads a complete, up-to-date copy of everything — your invoices, employee records, documents — in a format you can open with any spreadsheet program, forever, even if you ever stop using this system. It's regenerated automatically every night.

Adding the portal to your phone

You can install your portal like an app on your phone — no app store needed.

Android (Chrome)

1. Open your portal link in Chrome and log in with your provided username and password.
2. Tap the three-dot menu (⋮) top-right.
3. Tap Install and create shortcut (or Add to Home screen).
4. Confirm Install.

This doesn't just add an icon to your home screen — it adds a full entry called Accounting Portal - Cloud Acropolis to your phone's app list (the same list as all your other installed apps). Tap it to open the portal directly, just like any other app.

iPhone (Safari only)

On iPhone, this only works in Safari — Chrome on iPhone cannot install apps this way.

1. Open your portal link in Safari.
2. Tap the Share icon.
3. Tap Add to Home Screen, then confirm.

To close it, use your phone's home button or swipe it away like any other app — there's no close button inside the portal itself.

Getting help

For anything about your figures, your books, or a filing — contact your accountant. For a technical problem with the portal itself, contact Cloud Acropolis support.