A client's details, ABN and proof of identity
Keep a client's registration details current with the ABR, record how you checked their identity, and fill in what you need to lodge for them.
- Check details
- Match the ABR
- Record ID check
- Ready to lodge
A client's ClientDetails holds who they are: ABN, ACN, GST, year end and TFN, what you need to lodge for them, and how you checked their identity.
How do I change a client's details?
- On the client's page, choose Edit.
- Change the Name, Entity type, ABN, ACN, TFN, GST cycle, Financial year end or Reporting framework.
- Choose Save changes.
The TFN is stored encrypted. Leave it blank to keep the one on file.
Once a client keeps their own details in Billbook, they update them there and you see the same thing.
How do I keep the ABN details up to date?
Billbook checks each client against the Australian Business Register (ABR) in the background. When something differs, New updates available in ABR shows under the ABN status.
- Choose New updates available in ABR, or ABR details to look any time.
- Every difference is ticked. Untick any you want to keep as they are.
- Choose the update button, or Keep Billbook as it is.
Billbook remembers what you kept, so it won't keep asking.
A sole trader's ABN was cancelled. What do I do?
On a person with an ABN, choose ABN cancelled?, enter the date and save. Billbook keeps only the final BAS periods due, and their books become a read-only record in the client app. Choose Reinstate if it was a mistake.
How do I see their TFN?
The TFN shows hidden, with the last few digits. Choose Reveal TFN to see it. Every look is recorded in the audit log, and by default only admins can do it.
No TFN yet but they've applied? Choose Mark as applied for so your team knows it's on the way. Their income tax return still can't be lodged until the TFN arrives and you add it; the Details page says so too.
What's under For lodging?
- Date of birth and occupation: used on a person's return. The occupation carries forward each year.
- Refund account: where the ATO pays their refund. Choose Add refund account. It's stored encrypted.
- For a business, whether it has nominated your firm at the ATO. Pick They’ve nominated us… and the date, then We’ve added them to our ATO client list once you have.
The ATO won't take lodgements for a business until it's on your ATO client list.
How do I record their trading names?
For a person, Trading names lists the businesses they run as a sole trader. Choose Add. When they stop using one, choose Stop using so the history stays.
How do I link a spouse or partner?
- Under Spouse or partner, choose Link partner.
- Pick them from your people. They need their own client file.
- Pick the Relationship and when it started, then save.
When they separate, choose End it. Earlier years' returns still use the link for the family income tests, like the Medicare levy surcharge.
How do I record property owned with someone else?
Under Shared property, choose Add, name it and add each owner and their share. Choose Change split when it changes, for a sale or separation, with the date it applies from. Each owner's return takes their share.
How do I record their proof of identity?
- Under Identity check, choose Record identity check.
- Pick the Method, such as Passport or ABR / entity register.
- Add an Evidence reference: a document name or short note, never a full number.
- Choose Record verification.
Until a check is recorded, you can't lodge for the client, and a signed engagement letter won't set up their jobs.
Next
Record a client's structure
List the directors, shareholders, trustees, beneficiaries, partners and members behind a client, and link them to your other clients.
Set up ATO lodging
Work through the short setup that lets your firm lodge returns and activity statements with the ATO from Billbook.
Tags and custom fields
Label clients your own way with tags, and track extra details on every client with custom fields.
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