Bookkeeping practices managing multiple clients face a common scaling challenge: the workflows that work for five clients become unmanageable at twenty, and manual reconciliation is the primary bottleneck. Reconlink is designed for multi-client practices, with a workspace architecture that keeps each client's data isolated while sharing automation infrastructure across the practice. This guide covers how to structure your practice in Reconlink and use the multi-client features to reduce per-client reconciliation time.
Practice Workspace Architecture
In Reconlink, each client has their own isolated workspace — a secure container that holds that client's bank connections, transaction history, coding rules, and BAS records. Client data never crosses workspace boundaries: each client sees only their own data, and practice staff access only the workspaces they are authorised to manage.
From the practice dashboard, you see all client workspaces in a single view: reconciliation status, unmatched transaction counts, last import date, and any items flagged for review. The dashboard surfaces the clients who need attention first — those with the most unmatched transactions or the longest time since last reconciliation — so you can triage your workflow at the start of each session without opening each workspace individually.
Adding a new client workspace takes under five minutes: create the workspace, add their bank accounts and choose how statements arrive (CSV, Excel or PDF upload, or the per-client email inbox), and apply a coding rule template (see below). The workspace is then live and ready to import the first statement.
Shared Coding Rule Libraries
Coding rules are the engine of Reconlink's reconciliation automation. Each rule defines a matching pattern (a bank statement description string, a merchant name, an amount range, or a combination) and an accounting outcome (account code, GST code, description, split). When a transaction matches a rule, it is coded automatically without human review.
The power of multi-client management is shared rule libraries. The Reconlink practice dashboard lets you build a library of rules that applies across multiple clients — or create client-specific rules that override the library for that client's unique vendors.
For example: a rule that codes all ANZ merchant facility settlements to Sales — EFTPOS with a GST:10% code can be added to the shared library and applied to every retail client at once. Client A's canteen, Client B's café, and Client C's newsagent all benefit from the same rule. When you update the rule in the library — perhaps to split Stripe settlements between platform fees and net revenue — the update propagates to all clients using that library rule.
Client-specific overrides are layered on top: if Client D has a negotiated EFTPOS rate that flows through under a different description, a client-specific rule takes precedence over the shared library rule for that client. The rule hierarchy (client-specific → practice library → global defaults) is visible in the coding rule editor.
Statement Coverage Monitoring Across Clients
Because transactions enter Reconlink by statement import rather than a live feed, the gap to watch for is a client who hasn't sent their latest statement. When a period's statement is missing, that client's reconciliation can't be completed and a gap opens up.
In the practice dashboard, clients with no recent import are surfaced against the affected workspace, so you can see at a glance who still owes a statement. From there you can nudge the client to forward it to their per-client email inbox, or upload it yourself once you have it in hand.
For practices managing 30+ clients, setting a recurring calendar check for outstanding statements is the recommended workflow — a quick dashboard scan each week catches missing periods well before any BAS deadline.
BAS Preparation and Export
Reconlink generates the BAS worksheet for each client from their coded transaction history. The BAS worksheet shows all G1-G19 fields calculated from coded transactions, with drill-down into the underlying transactions that contribute to each field.
Before locking the BAS, the practice workflow in Reconlink is:
- Review the exception queue — transactions that couldn't be matched by a coding rule appear in the exception queue for manual review. Clear all exceptions before generating the BAS.
- Check the coding summary — the coding summary shows total transactions by GST code for the period. Any GST code that looks out of proportion to prior quarters (e.g., a spike in GST-free sales that should be stable) indicates a potential mis-code worth investigating.
- Reconcile the bank balance — confirm the closing bank balance per Reconlink matches the actual bank statement closing balance for the period. Discrepancies indicate missing transactions or duplicate imports.
- Generate the BAS worksheet — this produces a PDF of the G1-G19 fields, with the supporting transaction list for each field.
- Export to your lodgement platform — Reconlink exports the BAS figures in a format compatible with the ATO's online services for agents (OSA) or directly into your tax agent software.
For practices on a quarterly BAS cycle, the typical end-of-quarter process takes 30-45 minutes per client when statements are imported regularly and the exception queue is cleared throughout the quarter. Practices that let transactions accumulate and do the full quarter in one session at BAS time typically take 2-3 hours per client.
Practice-Level Reporting
The Reconlink practice dashboard provides aggregate reporting across all client workspaces: total unmatched transactions, average reconciliation frequency, statement-import coverage, and BAS lodgement status by quarter. This reporting allows practice managers to monitor workflow health without opening each workspace.
For practices with multiple bookkeepers, workspace access can be configured at the staff level: a junior bookkeeper might have access to a subset of clients, while a senior bookkeeper reviews and approves the BAS exports before lodgement. Role-based access is configured in the practice settings — no additional per-user licensing is required.
The multi-client architecture means that as your practice grows, Reconlink scales with you: adding a new client workspace takes minutes, and the shared coding rule library means each new client benefits from the automation built for all your existing clients from day one.