Keep a client's ATO details ready for lodging
Record a client's TFN, date of birth, occupation, refund account and ATO agent link, so nothing holds up their return.
Before a return can go to the ATO, the client's file needs a few details. None of them are forced when you add a client. Instead, each return lists what's still missing under Before you can lodge.
Where are the client's ATO details?
Open the client and go to ClientDetails. The TFN sits with the ABN and ACN. Everything else is in the For lodging box below it.
How do I add or change a TFN?
- On the client page, choose Edit at the top.
- Type the number into TFN.
- Save.
When editing, leave the TFN empty to keep the one on file. If the client has applied for a TFN but doesn't have it yet, choose Mark as applied for next to it on Details.
How are TFNs protected?
- A TFN is stored encrypted, and shows only its last three digits, like •••••123.
- Only people with the reveal permission see the eye button, Reveal (audited). Partners have it by default.
- Every reveal is written to the Firm settingsAudit log, with who did it and when.
- The number shows until you hide it again or leave the page.
A return can't be recorded as lodged without a TFN on file. "Applied for" doesn't count.
How do I add a date of birth and occupation?
These are for people only, and go on their individual return.
- In For lodging, choose Edit.
- Enter the Date of birth, the Main occupation and, if you know it, the ATO's Occupation code.
- Choose Save.
The occupation carries forward each year, so you only change it when their job does.
How do I add a refund account?
- Next to Refund account, choose Add.
- Enter the BSB, Account number and Account name, as the bank shows it.
- Choose Save.
It's stored encrypted and used on every year's return. The account shows masked, and people who can reveal TFNs can show it the same way. Choose Replace to change it or Remove to take it off.
Without a refund account, a refund comes by cheque. Billbook only lists it as missing when the return shows a refund.
What's ATO client-to-agent linking?
A business client (not a person or sole trader) nominates your firm in Online services for business. You then add them to your ATO client list in Online services for agents. The ATO won't accept lodgements for them until you do.
- Under ATO client-to-agent linking, choose the current status.
- Pick what you found: They haven’t nominated us yet, They’ve nominated us… or We’ve added them to our ATO client list.
- If they've nominated you, enter the Nominated on date and choose Save.
Billbook then shows the date to add them to your client list by. It turns red once that date has passed.
For now you check this yourself and record it here, so it's a reminder rather than a block. Once Billbook connects to the ATO Coming soon, it reads the status from your ATO client list.
What's still missing before lodging?
Open the client's TaxIncome tax. Before you can lodge lists each gap with a link straight back to Details:
- A TFN, for an income tax return.
- A date of birth, for a person.
- A refund account, when a refund is expected.
- The agent link, for a business.
A BAS doesn't need a TFN, date of birth or refund account, but it does need the client's ABN.
Next
Review, lodge and record a tax return
Run the pre-lodgement review, clear what's missing, record the return as lodged and attach the notice of assessment.
Set up ATO lodging
Work through the short setup that lets your firm lodge returns and activity statements with the ATO from Billbook.
Prepare an income tax return
Start a client's return for the year, fill in the labels and schedules, check the working and get it ready to sign.
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