Navexa Pro lets you give an accountant access to specific client portfolios, so they can review portfolio data and download reports when needed.
How Accountant Access Works
In Navexa Pro, an accountant should be added as a Client.
After the accountant has been added as a client, you assign the relevant portfolios to that client record. You can then share access to each portfolio so the accountant can log in and view the portfolios they need.
This gives the accountant a portal-style workflow without giving them access to every portfolio in your Pro account.
The Setup Process
To give an accountant access to client portfolios, follow this process:
Add the accountant as a Client (see Add a Client in Navexa Pro).
Assign the relevant portfolios to that client (see Assign an Existing Portfolio to a Client in Navexa Pro).
Share each portfolio with the accountant (see How to Share a Portfolio with a Client in Navexa Pro).
Choose the correct access level.
Ask the accountant to accept the invitation and sign in.
Access is controlled portfolio by portfolio. This means the accountant only sees the portfolios that have been assigned and shared with them.
Add The Accountant As A Client
Start by adding the accountant as a client in your Navexa Pro account.
Use the accountant’s correct email address, as this is the email they’ll use to accept the invitation and sign in.
A client record represents the person or organisation who needs access. In this case, the accountant is added as the client because they need their own login to view the assigned portfolios.
Assign Portfolios To The Client
After the accountant has been added as a client, assign the relevant portfolios to that client record.
This links the portfolios to the accountant’s client profile. If a portfolio is not assigned to the accountant’s client record, it may not appear for them after they sign in.
Select the portfolio then assign the portfolio that the accountant needs to access. You'll need to do this for each portfolio separately.
For example, if an accounting firm needs access to three client entities, assign all three portfolios to the accountant’s client record by repeating the above steps.
Share Each Portfolio
After assigning the portfolios, share each portfolio with the accountant.
This step gives the accountant permission to access the portfolio from their own Navexa login.
Access is not granted across the whole Pro account automatically. Each portfolio must be shared separately.
Choose The Access Level
When sharing a portfolio, choose the access level that matches what the accountant needs to do.
Read Only
Use Read Only access when the accountant only needs to view portfolio data and download reports.
This is usually the best option for external accountants because they can review the information without changing portfolio data.
Read & Write
Use Read & Write access only when the accountant needs to add, edit, or correct portfolio data.
This gives them more control, so it should only be used when they genuinely need to maintain the portfolio.
What The Accountant Can Do
Once the accountant has accepted the invitation and signed in, they can access the portfolios shared with them.
Depending on their access level and the available report options, they may be able to:
View portfolio holdings and transactions.
Review data used in tax and performance reports.
Open reports connected to the shared portfolios.
Download PDF or Excel reports where export options are available.
This can reduce the need to manually email reports each time the accountant needs updated information.
Common Issues
Why Can’t The Accountant See A Portfolio?
If the accountant cannot see a portfolio, it usually means access has not been fully set up.
Check that:
The accountant was added using the correct email address.
The portfolio has been assigned to the accountant’s client record.
The portfolio has been shared with the accountant.
The accountant accepted the invitation.
The accountant is signing in with the same email address used for the invitation.
Does The Accountant See Every Portfolio?
No. The accountant only sees portfolios that have been assigned and shared with them.
Adding the accountant as a client does not automatically give them access to every portfolio in your Pro account.
Can The Accountant Edit Data?
The accountant can only edit data if you give them Read & Write access.
If they only need to review and download reports, use Read Only access.
Remember, this is general information, not personal financial advice.