Gestorías and asesorías
Accounting software for asesorías: one book for each client company.
Every client of the practice is a company with its own chart of accounts, its own Libro Mayor and its own list. What they have in common is a single rule: if the asiento does not balance to the cent, it does not enter the books.
01Gestorías and asesorías
How are several client companies organised in one program?
One company per client, and nothing mixes between them.
When a company is created, iCifra seeds its Plan General Contable chart of accounts into it, among them: 472 and 477 for input and output VAT, 4751 for withholdings, 410 and 430 for creditors and clients, the 62x expense accounts, 631 for other taxes, 640 and 642 for staff, 700 and 705 for sales, 570 and 572 for cash and banks.
After that, every supplier gets its own analytic subaccount and every bank account gets its own.
The suppliers, the categories, the bank accounts and the documents belong to that company and to no other. During the beta, the number of client companies is set for each firm, and the firm's own books do not count as a client.
The limit is checked when the company is created, in the database itself. It is worth looking at the volume before moving the portfolio: the invoices read a month are also set for each firm, and they are 5,000 unless we agree another figure.
- Isolation in the database
- The per-firm filter lives in the database and is applied on every query, not in the application: a filter forgotten in the code opens nothing.
- Who sees what
- The boundary is the firm, not the person: the owner, the administrators and the accountants reach every company in the practice, unless an accountant is limited to the ones assigned.
- Automatic subaccounts
- 410.0.NNNNN per supplier and 572.0.NNNNN per bank account, numbered by the database and not by hand, consecutive within each company.
- Each company's own accounts
- The special accounts — input VAT, sales, wages, uncategorised — can be pointed at another code in one company without touching the others.
Libro Diario
3T 2026Gestoría Ejemplo Demo S.L. · B00000018
| Fecha | Cta. | Debe | Haber |
|---|---|---|---|
| Suma anterior | 1.547,04 | 1.547,04 | |
| 24/07/2026 | 628 | 318,40 | |
| EC-2026-88214 | 472 | 66,86 | |
| 410 | 385,26 | ||
| 04/08/2026 | 623 | 1.200,00 | |
| 2026/214 | 472 | 252,00 | |
| 4751 | 180,00 | ||
| 410 | 1.272,00 | ||
| 11/08/2026 | 624 | 260,00 | |
| ME-2026-3390 | 472 | 54,60 | |
| 631 | 12,40 | ||
| 629 | 35,00 | ||
| 410 | 362,00 | ||
| Suma y sigue | 3.746,30 | 3.746,30 | |
Example data, fictitious
Libro Diario
3T 2026| Fecha | Cta. | Debe | Haber |
|---|---|---|---|
| Suma anterior | 3.746,30 | 3.746,30 | |
| 18/08/2026 | 628 | 121,07 | |
| CD-2026-71104 | 472 | 25,42 | |
| 410 | 146,50 | ||
| 678 | 0,01 | ||
| 25/08/2026 | 430 | 2.904,00 | |
| 2026-0042 | 700 | 2.400,00 | |
| 477 | 504,00 | ||
| 31/08/2026 | 640 | 2.100,00 | |
| NOM-2026-08 | 4751 | 315,00 | |
| 476 | 133,35 | ||
| 465 | 1.651,65 | ||
| Total debe = Total haber | 8.896,80 | 8.896,80 | |
Invoice CD-2026-71104: you chose to book the cent on this invoice only.
Example data, fictitious
02Gestorías and asesorías
What does the practice see of each client company?
A list where every row shows a state: a decision already taken, or one waiting for you.
A document goes through uploaded and processing, and ends in one of four states: approved, to review, duplicate or error. The state is the column that is read first, and it carries its reason written beside it. Received invoices, issued ones, credit notes and payslips each have their own screen, with the same list and the same filter by direction and by document type.
Only what is approved reaches the books. To review, duplicate, error and whatever is still processing stay out of the Libro Mayor, out of the reports' figures and out of every export that comes from them, but they stay visible on their own screens with the reason in front. Matching against the bank is deliberately wider: an invoice can be paid before anyone approves it.
03Gestorías and asesorías
Why is review the practice's control?
Because it is the exact point where a person decides, and nothing gets past it without them.
An invoice arrives marked “Ready to approve”, with its confidence percentage, when all of it holds: the supplier is already known to that company, the reading's confidence reaches 75%, there is a total, a supplier name and a date, the AI flagged no field as doubtful, the arithmetic balances, it is not a duplicate, and the invoice is in the linked company's name.
The rest stays in review with its reason. None is approved without a person at the firm: the ready ones one at a time or all at once. A new supplier's first invoice never arrives ready, whatever the confidence, so that somebody confirms how the date was read.
The reading is done by AI: an Anthropic model (Claude) receives the PDF or the photo and returns the fields. What the model does not settle stays in review, and it is a person at the practice who approves.
What comes after is not reading but arithmetic: base plus VAT plus other taxes minus IRPF against the printed total, in integer cents, and the document that does not match drops to review with the figures that disagree.
- An invoice for the wrong client
- The recipient's NIF and name are compared with the linked company's. If they do not match, a mismatch is flagged and it drops to review instead of being filed in silence.
- Duplicates
- The same file uploaded twice in the browser is caught by its hash; the same invoice arriving another way, by content. A duplicate is never posted, and the flag can be dismissed.
- A failed reading is not lost
- If the reading fails, the document is kept with the error state and the reason. Nothing is dropped and nothing reaches the books.
- The rounding cent
- The one-cent residue that VAT rounded line by line produces is decided once per company: it goes to the rounding-differences account, or the document is held back. Undecided, it is held back.
04Gestorías and asesorías
What does the adviser get when the quarter closes?
The received-invoice book, the breakdown by VAT rate, the quarterly totals and the annual counterparties, in the Excel they already read.
The modelo Excel workbook has three sheets. Facturas (303): one row per invoice with date, quarter, number, supplier, NIF, base, rate, base and VAT amount at 21%, at 10% and at 4%, base at 0%, total VAT and invoice total.
Resumen 303: base and VAT amount per rate, base at 0% and the totals, one row per quarter. Modelo 347: one row per counterparty with its total for the period exported.
None of those sheets is a form. iCifra does not generate, fill in or file a 303 or a 347: it flags the counterparties whose total in the period exported reaches 3.005,06 € and there its work ends. It is a working paper for the practice, not the return, and it does not have the shape in which a 347 is filed either. The one who signs and files is your adviser.
- The whole set comes out, not the screen
- The dialog reads every page of invoices again before exporting; if it cannot, it refuses instead of silently exporting the first thousand rows.
- Received and issued, separately
- The export dialog asks which book you want, received (input VAT) or issued (output VAT), or takes it from the list's filter. Reports separates them too, in two columns.
- Formats
- The modelo workbook is .xlsx because it has three sheets. CSV is there for the generic sheet and for the invoice list. The Libro Mayor comes out in its own .xlsx, or to print.
- The models already filed
- The receipt for a 111, a 130, a 303, a 347 or a 390 is kept in iCifra with its year, its period, its amount and its PDF. Archiving, not filing.
05Gestorías and asesorías
How many people at the practice can sign in?
As many as we agree with your firm: during the beta, the number of users is set for each one.
The roles exist in the database: owner, administrator and accountant, each of them active or suspended, with a single active owner per practice. Each role's scope is resolved there too, not on the screen. During the beta, each firm's seats are the ones set for it. Multiple access works as soon as the membership row exists.
The owner can invite administrators or accountants from Settings; an administrator can invite accountants only. Each invitation is tied to an email address, expires after seven days and takes a seat while pending. The invitee joins the firm on accepting the invitation: the owner's invitation is the approval.
06Gestorías and asesorías
What does iCifra not do?
What it does not do is written here, because a practice would find it out at the worst moment of the quarter.
It does not issue invoices: there are no numbering series, no PDF or XML generation, no sending and no connection to the AEAT. Every document that exists in iCifra arrived as a file.
The regulation approved by Real Decreto 1007/2023 defines a computerised invoicing system by one function, issuing invoices; iCifra records the ones you receive and the ones you have already issued, so it is not one, and the obligation stays with whoever issues.
It does not connect to your bank: statements come in as files (Norma 43, CSV, Excel or PDF). It does not receive documents by email; there are two doors: the browser and Telegram. It does not convert currencies. And the asiento number is positional, so it is not a reference to cite.
07Questions
What do gestorías and practices ask before trying it?
Which plan fits a practice?
Can I try it with a single client?
Do you get in as soon as you register?
Where is my clients' data?
Can I take the data and leave?
Does it replace the adviser who signs?
Gestorías and asesorías
Try it with one client before moving the portfolio.
During the beta you start without paying anything, no card, and the price is agreed with each firm. We check every new account by hand before opening it. If you would rather see it on real invoices first, tell us how you close the quarter and we read it ourselves.