Accountant and freelancer in the same ERP: Frihet's multi-client workspace
How Frihet's multi-client workspace works. Your accountant accesses your invoices, expenses, and tax models directly -- no WhatsApp, no emails, no paper.
Key Takeaways
- Your accountant accesses your workspace with an accountant role: sees invoices, expenses, and tax models without you sending anything
- Switching between clients is one click. Data loads in real time, no page reload
- VeriFactu, hash chain, and sequential numbering apply to all workspaces equally
- Direct export to ContaPlus, DATEV, Xero, and QuickBooks from the accountant dashboard
Communication between freelancers and accountants in Spain works like this: the freelancer photographs a receipt, sends it on WhatsApp, the accountant downloads it, renames it, uploads it to their software, classifies it manually, and prays that nothing is missing when the quarter ends.
There are accounting firms with 50 clients where 80% of hours go toward collecting documentation the client already has somewhere. The problem is not accounting. It is the channel.
Frihet solves this with a multi-client workspace. Your accountant enters your ERP directly. They see the same thing you see. No forwarding, no downloading, no double entry.
How it works
The flow is simple:
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The freelancer invites their accountant. From Settings > Team, they enter the accountant's email and choose the "Accountant" role. The system generates a link with a cryptographic token and 7-day expiry.
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The accountant accepts the invitation. They click the email link, sign up for Frihet (free), and the invitation is validated automatically. The client's workspace appears in their dashboard.
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The accountant switches between clients with one click. In the sidebar, "My clients" appears. Selecting one reloads the entire system with that client's data: invoices, expenses, products, clients, tax calendar.
There is no synchronization. No import. The data is the same because it is the same system.
Four roles, real permissions
This is not generic "shared access." There are four roles with granular permissions:
| Role | Sees all | Creates/edits | Deletes | Manages team | Changes settings |
|---|---|---|---|---|---|
| Admin | ✓ | Everything | Everything | ✓ | ✓ |
| Editor | ✓ | Invoices, quotes, expenses, clients, products | Expenses only | ✗ | ✗ |
| Accountant | ✓ | Invoices and expenses | Nothing | ✗ | ✗ |
| Viewer | ✓ | Nothing | Nothing | ✗ | ✗ |
Permissions are enforced in two layers: Firestore security rules (server-side) and interface controls (client-side). Your accountant cannot delete an invoice even by inspecting the browser code.
The "Accountant" role is designed for accounting firms: they can see all financial information, create invoices on behalf of the client, and record expenses, but cannot delete data or change business settings.
What the accountant sees
Client dashboard
When logging into Frihet, the accountant sees a grid of all their clients. Each card shows:
- Business name
- Client email
- Their role in that workspace
- The next tax obligation date (April 20, July 20, October 20, January 30)
Inside the workspace
When entering a client's workspace, the system loads all of that client's data in real time. The accountant sees exactly what the freelancer sees:
- Issued invoices (with VeriFactu hash, QR, and sequential numbering)
- Recorded expenses (with OCR if the client uploaded receipts)
- Products and services
- Clients and vendors
- Modelo 303 calculated in real time
- Tax calendar with deadline alerts
A top bar indicates at all times that they are viewing another user's workspace: "Viewing as [Business Name] · Role: Accountant". One click on "Back to my account" returns them to their own dashboard.
Delegated invoicing
The accountant can create invoices inside the client's workspace. The invoice uses the client's numbering series, not the accountant's. VeriFactu applies automatically: hash, QR, sequence. No additional configuration.
What the client sees
The client does not have to do anything special. They use Frihet normally. The only difference:
- If they have an active accountant, they see a contextual prompt encouraging them to upload expenses and documents: "Your accountant has access to your workspace. Upload your expenses so they can manage them."
- If they upload a receipt from the expenses section, OCR extracts the data and classifies it. Their accountant sees it immediately.
No separate portal. No different app. It is the same Frihet.
VeriFactu across all workspaces
Every invoice issued in any workspace complies with VeriFactu automatically:
- SHA-256 hash chain: Each invoice includes the hash of the previous one. Chain verifiable by the AEAT.
- Verifiable QR code: QR code on every PDF, scannable on the AEAT electronic portal.
- Sequential numbering: No gaps, managed by atomic server-side counters.
For an accounting firm, this means all their clients comply with VeriFactu from day one, without individual configuration. The hash is generated automatically, the QR appears on the PDF, and the sequence is maintained per client.
Export to your accounting software
The multi-client workspace includes direct export in the formats your accounting software uses. No manual data entry, no intermediaries:
| Format | Compatible with | Details |
|---|---|---|
| ContaPlus (xDiario.txt) | Sage 50, ContaSol, A3 | Fixed-width, Latin-1, PGC accounts |
| DATEV EXTF | DATEV (Germany) | Semicolons, 31-field header, BU-Schlüssel |
| Xero CSV | Xero (global) | 43 columns, DD/MM/YYYY |
| QuickBooks CSV | QuickBooks (global) | 11 columns, MM/DD/YYYY |
| Generic CSV | Excel, Google Sheets, LibreOffice | UTF-8 with BOM, universal |
Select format, year, quarter, and client. One click downloads the file ready to import. If you manage multiple clients, the "Batch M303" button generates the Modelo 303 for all selected clients as a ZIP file.
You also receive notifications when a client records an expense or creates an invoice — no need to check each workspace manually.
Who this is for
Tax advisory firm with freelancer clients. Access your clients' data without intermediaries. The Modelo 303 is already calculated. Expenses are already classified by OCR. You just need to review and export.
Freelancer who wants their accountant to work comfortably. Invite them to your workspace. No more WhatsApp with receipt photos. No more "Can you resend the March invoice?".
Firm with multiple advisors. Each advisor can have the accountant role in their assigned workspaces. There is no limit on workspaces per accountant.
SME with an internal bookkeeper. The "Editor" role gives full invoicing access without allowing destructive changes. Ideal for an administrative employee.
The multi-client workspace is available from the free plan (1 member) through Business (10 members). For accounting firms with more than 10 clients, contact us for an Enterprise plan.
Frequently Asked Questions
How do I invite my accountant to Frihet?
From Settings > Team, enter your accountant's email and select the 'Accountant' role. They receive an email with a secure link (cryptographic token, 7-day expiry). Once accepted, your workspace appears in their client dashboard.
What can my accountant see and do in my workspace?
With the accountant role, they can view invoices, quotes, expenses, clients, vendors, and products. They can create and edit invoices and expenses. They cannot delete anything, manage your team, or change settings.
Does my accountant need to pay for Frihet?
Your accountant signs up for Frihet for free. The plan that matters is yours: the free plan allows 1 team member, Pro allows 3, and Business up to 10.
Is my clients' data kept separate?
Completely. Each workspace is an independent Firestore collection with its own security rules. Your accountant switches between workspaces but never mixes data. There is no shared database.
