Run several companies in one workspace

Cedar & Thread sells linen goods through a US LLC. A second company, a sewing workshop in Ukraine, makes them. One Keelvy workspace holds both, and each company keeps its own paper, books and money. Some of these features, such as intercompany settlement, are not on every plan; Settings → Plan and usage shows yours.

1. Add the companies

Open Settings → Legal entities and click Add legal entity for each company. Under Identity, enter the Display name, Legal name and Tax ID, and choose the Country, the one the company is registered in. Choose the Document language and the Legal form. The legal form cannot change once the company has issued a document. Save, then add Bank accounts and Signatories.

Steps in detail: Run several companies in one workspace.

2. Decide who does what

Three separate choices let a company sell without holding the stock.

Who sells: in Sales → Channels, set each channel’s Selling company. The US LLC sells on Shopify.
Who owns the stock: in Warehouse → Locations, set the Owner company on each location group. The workshop owns its own warehouse.
Who holds the money: in Finance & team → Finance, give every account a Company. Payments through an account with no company are on no company’s statement.

Steps in detail: Add a channel, Set up warehouses and locations, Add cash and bank accounts and record payments.

3. Check who invoices

An order shows Sold by, taken from its channel, and Supplied by when another of your companies supplied the goods. The company that sold the order issues its documents, in its own number series. For a US company the paper that bills the customer is the Commercial invoice. In Ukraine, a company is offered an Invoice and a Goods issue note instead, and those forms are not offered to companies registered elsewhere.

Steps in detail: Issue an invoice or delivery note for an order.

4. Move stock between the companies

On the company that buys, set the Intercompany transfer price list in Settings → Legal entities. Then open Documents → Documents, choose More → New transfer, pick the location the goods leave and the one they reach, add the lines and click Record transfer. It is a sale by the first company and a purchase by the second, and each line writes two stock movements. When an order ships from a warehouse owned by a different company than the seller, Keelvy records the supply between them at dispatch.

Both companies must keep their books in the price list’s currency. If they do not, Keelvy refuses the transfer and says why. Record money between them with Move money instead.

Steps in detail: Move stock and invoice between your own companies.

5. Settle between them

Open Finance & team → Intercompany settlement and click Add terms for the pair: the Supplying company and the Selling company, Invoicing Per dispatch or Batched, and the Payment terms (days). With no terms, each dispatch is invoiced on its own, due on issue. Click Invoice now on a pair, or Invoice everything ready. Waiting to be invoiced lists dispatched parcels no document covers yet.

Steps in detail: Settle supply between your own companies.

6. Read separate books

In Finance & team → Profit & loss, choose a company under Entity to read its own statement. Revenue splits by company from issued invoices; costs and overhead are not split. In Close the books, each company declares Cash, when money moves or Accrual, when earned, and closes its own months. A customer billed by both companies gets a separate statement from each. In Settings → Integrations, each company connects to its own accounting system.

Steps in detail: Read your profit and loss, Close the books for a month, Send a customer or supplier a statement of account, Connect QuickBooks, Xero or Mercury.

What you have at the end

Settings → Legal entities lists both companies with their country and document language.
An order shows Sold by the US company, and its invoice carries that company’s number.
Documents → Documents shows the transfer as an Intercompany transfer with its own number.
The settlement table shows the pair with its Invoicing and what is Ready now.
Profit & loss with Entity set to one company shows only that company’s revenue.