Run several companies in one workspace
Many businesses sell through more than one company: a US LLC for the shop, a Ukrainian sole proprietor for production, a European entity for the EU. Keelvy keeps one workspace and lets each company have its own paper, books and money.
How many companies you can add depends on your plan. See Settings → Plan and usage.
Add a company
Section titled “Add a company”- Open Settings → Legal entities and click Add legal entity.
- Under Identity, enter the Display name (what your team sees), the Legal name and the Tax ID, and choose the Country.
- Choose the Document language. It decides the language of every document the company issues.
- Choose the Legal form. It decides what the books compute and cannot be changed once the company has issued a document.
- Add the registration address, the operational address (leave it empty to reuse the registration address), and a contact.
- Click save, then add Bank accounts and Signatories. These can be added once the company is saved.
The country is the one the company is registered in. The registration country decides which papers it issues and how it bills customers, not where it operates. See Issue an invoice or delivery note.
Decide who does what
Section titled “Decide who does what”Each of these is a separate choice, so a company can sell without holding the stock.
| Question | Where you answer it |
|---|---|
| Which company sells on a channel? | Sales → Channels, the channel’s Selling company. Leave it empty to use the workspace default. Its invoices, payment account and legal pages are that company’s. |
| Which company owns the stock? | Warehouse → Locations, a location group’s Owner company. A warehouse abroad can still be owned by your own company. |
| Which company holds the money? | Finance & team → Finance, an account’s Company. |
| Which company does an order belong to? | The order’s Sold by, taken from the order’s channel when the order is created. The order also shows Supplied by when another of your companies supplied the goods. |
The company that sold an order issues its documents. It is never the customer’s Assigned legal entity.
What stays separate
Section titled “What stays separate”- Documents and numbers. Each company has its own number series for each document type and year.
- Profit and loss. Pick a company in Entity to read its own statement. Revenue by company comes from issued invoices. Costs and overhead are not split by company.
- Accounting method. Each company declares cash or accrual and the month its fiscal year starts. See Close the books.
- Books close. Each company closes and reopens its own books.
- Statements. A customer billed by two of your companies gets a separate statement from each.
- Accounting systems. A company keeps one set of books in QuickBooks, Xero or Mercury, and the connection names that company. See Connect QuickBooks, Xero or Mercury.
- Cash. Accounts belong to one company, and money moved between accounts is recorded in both currencies.
Give every cash and bank account a company. Payments through an account with no company are on no company’s statement and not in any company’s cash-basis profit and loss.
Archive a company you no longer use
Section titled “Archive a company you no longer use”A company is archived, not deleted, and you can restore it from the Archive. An archived company is not offered for new documents, and it stays on the documents it already issued.
A company that has documents, channels, bank accounts or history is not archived silently: Keelvy shows you a clear reason. Bank accounts and signatories cannot be deleted while something refers to them, and neither can a tax regime. See Archive and restore.
When two of your companies deal with each other
Section titled “When two of your companies deal with each other”When the stock sits in one company and another sells it, Keelvy records the sale between the two when the goods are dispatched. See Move stock and invoice between your own companies.