Accountant Operations Guide

Where to find everything, per customer, in Odoo. Each customer has their own separate Odoo (their own "slot"), so everything below applies once you're logged into the right one.

Getting into the right customer's Odoo

Each customer has their own Odoo URL. Open the correct one for the customer you're working on — there is no switcher inside Odoo itself, each slot is fully separate.

1. Accounts (invoices and bills)

Customer Invoices: Invoicing → Customers → Invoices Vendor Bills: Invoicing → Vendors → Bills

These arrive automatically when the customer uploads a document through their portal (it's read, classified, and booked by the system). You'll see them appear here already posted. Open any invoice to see its lines, VAT, and status (Not Paid / Paid / Partially Paid).

2. Cash and Card

Invoicing → Accounting → Journal Entries, filter by journal (Cash or Bank). The customer enters these directly from their portal; you don't need to enter anything, just review.

3. Bank statements and reconciliation

Invoicing → Dashboard — each bank account shows as a card. The customer uploads statement files (CODA or CAMT.053) from their side; most lines match to invoices automatically.

To see what's left to match: Invoicing → Accounting → Reconciliation → Bank lines without a document

Click any line to open it. You'll see a list of candidate invoices — tick the one(s) it pays, adjust the amount if it's a part payment, and click Reconcile. If there's a leftover amount (a bank fee, a rounding difference), you must choose which account it belongs to before you can confirm — the system will not guess this for you.

To see what's still unpaid: Invoicing → Accounting → Reconciliation → Documents awaiting payment

This lists every invoice and bill that hasn't been matched to a bank line yet. If something was paid by cash instead of bank transfer, open it and use the Pay button directly — choose the Cash journal, not Bank.

4. Employees and contracts

Invoicing → Accounting → (or search) Employees

Employees are created in bulk by the customer via a spreadsheet upload from their portal. You still need to check, on each new employee's contract:

• Salary Structure is set (there are currently only two: Belgium PC 112 – Blue Collar, Belgium PC 200 – White Collar). Without this, payroll will silently compute to €0 for that person.
• Joint Committee matches what you confirmed at onboarding
• Wage (monthly) or Hourly Rate (hourly) is correct

Everything else on the employee record (address, marital status, children, IBAN, phone) the customer can update themselves — you don't need to touch it.

Anything the customer cannot change — wage, INSS number, joint committee, contract start/end dates — is set here, by you, directly on the contract.

5. Payroll

Generated from the customer's portal (they select which employees and which pay period). The batch appears in Odoo as a Payslip Batch.

Before confirming a batch: - Check gross pay looks reasonable for hourly staff (if it's €0, the contract is missing its Salary Structure or Hourly Rate — fix on the contract and regenerate) - Review each payslip, then confirm

Payslips are left in Draft/Waiting on purpose — nothing is finalized without your review.

6. Reports for the customer

Invoicing → Reporting, or the customer can pull the same figures themselves from their portal's Reports page (P&L, aging, VAT position, etc. — 15 reports total, all exportable to CSV or PDF from their side).

7. Belgian regulatory filings

These are generated in Odoo and must be uploaded to the relevant government portal yourself — the system prepares the file, it does not submit it.

The Portal's Reports page produces both the raw XML (for direct upload where the portal accepts it) and a human-readable PDF summary for your own records — download both before filing.

8. Getting the customer's full data out (if they ever leave)

The customer already has this themselves — a "Daily Backup" link in their portal downloads a full export (CSV + original documents) every day automatically. You don't need to prepare anything separately unless they ask you to.

Quick reference — menu map