When you are managing ten clients, a spreadsheet and manual bank reconciliation might be manageable. At thirty clients — each with multiple bank accounts, different BAS lodgement frequencies, and distinct coding rules — the complexity compounds quickly. ReconLink is designed around the practice-as-tenant model, meaning every feature is built with the understanding that your team works across many entities simultaneously, not one at a time. This guide walks through the key workflows for multi-entity practice management.
The Practice Dashboard: Your Command Centre
When you log in to ReconLink as a practice user, the first screen you see is the practice dashboard — a portfolio-level view of all your client entities. Each client card shows the current reconciliation status, the date of the most recent statement import, the number of uncoded transactions, and the next BAS due date.
The status indicators are colour-coded:
- Green: Reconciled and up to date, no uncoded transactions.
- Amber: Uncoded transactions present or a reconciliation is in progress.
- Red: Overdue reconciliation, a failed statement import, or a lodgement deadline within seven days.
This at-a-glance view means you can start each morning with a dashboard review rather than opening each client file individually. Practice managers can also filter by assigned bookkeeper, by BAS due date, or by entity type (company, trust, sole trader, partnership) to prioritise the day's workload. Sort by "next BAS due" in late January and you instantly have your February lodgement queue.
Switching Between Client Entities
Switching entities in ReconLink is a single click from the practice dashboard, or use the entity selector in the top navigation bar when you are already inside a client's file. The switch is instant — there is no page reload — and the current user's context, including their coding session and any unsaved filters, is preserved for the entity they are returning to.
Importantly, ReconLink enforces strict data isolation between entities at the database level using PostgreSQL row-level security. A user who is a member of your practice can access any entity assigned to that practice, but they cannot accidentally view or modify data belonging to a different practice. This is not just a UI restriction — it is enforced at the query layer, so there is no risk of cross-entity data leakage regardless of how the application is used.
For practices with trainees or junior staff, user roles allow you to restrict access to specific client entities. A trainee bookkeeper can be granted access to a subset of clients while a senior accountant retains access to the full portfolio.
Per-Entity Bank Account Setup
Each client entity in ReconLink has its own bank account registry. Accounts work with any Australian bank that issues statements — Commonwealth Bank, ANZ, Westpac, NAB, Bendigo, the major credit unions and more — because transactions come in by statement import (CSV, Excel or PDF) or the per-client email inbox, not a per-bank connection.
To set up a new bank account for an entity:
- Navigate to the client's Bank Accounts section.
- Click Add Account, enter the account details, then choose how statements arrive: drag-and-drop CSV, Excel or PDF uploads, or the account's unique email-inbox address that the client forwards statements to.
- Import the first statement and transactions populate from the statement date. Most bank statements carry up to 12 months of history, so you can backfill the period you need.
Each bank account operates independently within the entity — you can have an operating account, a tax account, and a payroll account all feeding into the same reconciliation workspace. The transaction list can be filtered by account, so your bookkeeper can work through one account at a time or view all accounts in a unified list.
Coding Rules Are Isolated Per Entity
This is one of the most important architectural decisions in ReconLink: coding rules are scoped to each entity individually. A rule created for Client A does not appear in Client B's rule set, even if both clients have transactions from the same vendor.
This isolation is deliberate. The same supplier might be a 100% business expense for one client (a plumber buying copper pipe) and a 50/50 business-personal split for another (a sole trader using the same supplier for both work and home renovation). Sharing rules across entities would create coding errors that are difficult to trace.
Where you have a vendor that genuinely has the same coding treatment across many clients — a major telco, a fuel card provider, a utility company — you can create the rule once in a template client and duplicate it to other entities via the Copy Rules function in the entity settings menu. This gives you the efficiency of shared rules while maintaining the flexibility to override them per entity where needed.
Bulk Reconciliation Workflows
For practices that reconcile multiple entities on the same day (a common pattern before BAS lodgement deadlines), ReconLink's bulk workflows reduce the overhead of repeating the same steps across each client.
Bulk statement import: From the practice dashboard, select multiple client entities and upload (or forward) their latest statements together. ReconLink queues the imports and processes them in the background — you will receive an in-app notification when each one completes. No need to open each entity, upload, and wait.
Reconciliation status overview: After syncing, return to the dashboard and the status indicators will have updated. Any entity that developed new unmatched items during the sync will show amber. You can then open those entities in priority order.
Audit trails per entity: Every action in ReconLink — transaction coding, reconciliation finalisation, rule creation, statement import — is recorded in an entity-level audit log with timestamp, user, and action detail. For compliance purposes, this log is immutable: it cannot be edited or deleted by practice users. You can export the audit log for any entity as a CSV for file storage or client reporting.
The combination of the portfolio dashboard, strict data isolation, and per-entity audit trails means that as your practice grows from 30 clients to 60 to 100, the operational model scales without requiring you to build manual tracking workarounds. The structure is built in from the start.