Maintivo
Give your accountant access to your invoices
In Maintivo you give your accountant access to your invoices through their own free login, so you never hand over your password. They sign a confidentiality agreement with your company first, then see your invoices and reports, and only take on the extra jobs you switch on. It comes with the £9.99 a month Invoicing add-on.
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- One free accountant login per company, with no engineer seat needed.
- It comes with the Invoicing add-on, £9.99 a month on top of Maintivo Pro.
- Your accountant signs a confidentiality agreement with your company before they see anything.
- They see every invoice and every job report. Reports are read only.
- They never see your client list, settings, team, billing or exports.
- Sending invoices, marking them paid and managing Xero stay off until you switch them on.
- You get a history of what they did, which only you can see.
Why not just share your own login with your accountant?
Because your login opens everything. An accountant login opens only the invoices and reports they need, records what they do under their own name, and keeps your password yours.
Sharing your own login
- They can reach your settings, team, billing, full client list and exports
- Everything they do looks as if you did it
- There is no signed agreement covering what they see
- To stop it, you have to change your password
An accountant login in Maintivo
- Invoices and reports only, nothing else
- Their sign-ins, what they open and what they change are in your activity history, under their name
- A signed confidentiality agreement is on file before they start
- You decide which extra jobs they can do, one switch at a time
You do the jobs, your accountant or bookkeeper keeps the books straight, and neither of you has to email PDFs back and forth to stay in step.
What your accountant can and cannot do
Your accountant gets the invoices and job reports they need for the books, and nothing that runs the business. Here is the full list.
| Area | Your accountant |
|---|---|
| Job reports | Can see every report, read only. They cannot change a report. |
| Invoices | Can see every invoice, create new invoices and edit them. |
| Draft invoices | Can delete drafts that have never been sent. |
| Cancelling an invoice | Cannot. Cancelling stays with you. |
| Sending invoices to customers | Only if you switch it on. Off by default. |
| Marking invoices as paid | Only if you switch it on. Off by default. |
| Managing Xero | Only if you switch it on. Off by default. Xero sync is coming soon. |
| Customers | Picks a customer by typing, with a few suggestions at a time. Never sees the client list. |
| Settings, team, equipment, sites, billing | Cannot see or change any of them. |
| Exports | Cannot export anything. |
Why they pick customers by typing
Your client list is one of the most valuable things in the business. When your accountant makes an invoice, they start typing the customer’s name and Maintivo offers a few matches. They get the one customer they need for that invoice, and the full list stays with you.
What does the confidentiality agreement cover?
Before your accountant can see a single invoice, they sign a confidentiality agreement with your company. The two parties are your company and your accountant. Maintivo is not a party to it; it records the signature and keeps the copy.
- Who signs: your accountant types their full name, and can add their own company name if they work through one.
- Which law it names: the data protection law of your company’s region. In the UK that is UK GDPR and the Data Protection Act 2018.
- Who gets a copy: a PDF of the signed agreement goes to both of you.
- Where it is kept: the signed record is locked and kept in Team, even after the accountant is removed.
Which extra jobs can you hand to your accountant?
Three, and all of them start switched off. Turn on only what you want them doing.
Send invoices to customers
Let your accountant email invoices to your customers from the app, so billing carries on when you are on site.
Mark invoices as paid
Let them tick off invoices as payments land in the bank, so the paid and unpaid lists stay right.
Manage Xero Coming soon
For the Xero connection, which is coming soon. See the Xero plans.
Can you see what your accountant has done?
Yes. You get an activity history of everything your accountant does in Maintivo, and only you, the owner, can see it.
- When they signed in
- Which reports and invoices they opened
- Invoices they created, edited or deleted
- Emails they sent, and to whom
- PDFs they downloaded or shared
- Client searches they made
The history records what happens inside Maintivo. It cannot show screenshots or photos someone takes of their screen, which is where the signed confidentiality agreement comes in.
What is in the monthly summary email?
On the 1st of each month, owners get a short summary email: the jobs done, invoices sent, paid and overdue, what your accountant did, and one tip. You can turn it off whenever you like.
How do you give your accountant access?
It takes four steps, and your accountant does the signing part themselves.
- Step 1
Add the Invoicing add-on
It is £9.99 a month on top of Maintivo Pro. The accountant login comes with it, free.
- Step 2
Invite your accountant by email
They get their own login. No seat is needed, and you keep your password to yourself.
- Step 3
They sign the agreement
They type their full name, add their company name if they have one, and sign. You both get a PDF copy.
- Step 4
Choose your switches
Leave sending, marking paid and Xero off, or turn on the ones you want. Check the activity history whenever you like.
New to invoicing in Maintivo? See how a job report becomes an invoice on the invoice app for tradesmen page, and what everything costs on the pricing page.
Common questions
No. With the Invoicing add-on, each company gets one free accountant login, and it does not use an engineer seat.
No. When they make an invoice, they pick the customer by typing and Maintivo shows a few suggestions at a time. They never see the full client list.
Only if you switch it on. Sending invoices to customers, marking invoices as paid and managing Xero are all off until you turn them on, and you can turn each one off again.
They can delete draft invoices that have never been sent. They cannot cancel an invoice; that stays with you.
It stays. The signed record is locked and kept in Team, even after the accountant is removed, and you both got a PDF copy when it was signed.
The accountant login itself is free. It comes with the Invoicing add-on at £9.99 a month, on top of Maintivo Pro at £34.99 a month. Both are monthly, with no contract.
More on everything Maintivo does, from the job sheet app to the work inspection app.
Let your accountant in, on your terms
Your first report is free, with no card and no training day. Add invoicing when you are ready, and your accountant login comes with it.
iPhone: No card. No account. First report free.In your browser: Free account, no card. First report free.