Transition from One Company to Multiple Companies in the Same Solution

As your business grows, it may become relevant to expand your existing Acubiz solution from one company (accounting) to multiple companies.

An expansion to multiple companies generally does not affect the daily workflow of current users in the existing company. However, there will be changes in the future administration and setup of the solution.

Contents of this article:

• Switching Between Companies – How users navigate between different entities.
• User Setup in Acubiz – Managing primary and secondary affiliations.
• Access to Secondary Companies – Assigning roles across the organization.
• Other Administrative Impacts – Considerations regarding integrations and master data.

Switching Between Companies

In a multi-company structure (e.g., with companies in DK, SE, DE, NO, and FI), authorized users will have the ability to switch directly between companies within the system. The specific navigation options depend entirely on the individual user's assigned roles and permissions.

User Setup in Acubiz

In a structure with only one company, all users are created in the same environment. When transitioning to multiple companies, a distinction must be made between the user's primary affiliation and any roles in secondary companies.

• Primary Company: The company where the employee is employed and where their expenses are primarily to be recorded. Only one primary company can be selected per user.
  
   
• Settlement in Multiple Companies: If an employee needs the ability to settle expenses in multiple companies, this requires the purchase of an additional feature in Acubiz. See: settle expenses in multiple companies

Access to Secondary Companies

For guidance on how to assign an employee administrative rights or approval roles in other companies, please refer to the article:  Expand a User's Roles to Secondary Companies

Other Administrative Impacts

Depending on your current setup and future needs, there are several technical and administrative factors to be aware of during the transition:

• Accounting Data: Integrations for transferring financial data (both manual and automated processes).
• Master Data: Automated integrations for exchanging employee and organizational data.
• Credit Card Integration: Handling transactions across companies (depends on your banking agreements).
• Configuration of New Companies: Establishment of financial accounts, creditor setup, financial dimensions, and general functions in the new company environments.

Recommendation: We always recommend contacting Acubiz for advice and consultation before you start planning a multi-company structure.