Managing Companies

Companies are your client's own businesses: the legal companies whose invoices and bank accounts this workspace books. Suppliers and customers are partners, not companies (see Managing Partners). AI Finance Team uses your companies to decide which of them an invoice belongs to and whether it is income or an expense, to recognise transfers between your own bank accounts, and to know which accounts pay the supplier invoices in a payment file.

How AI Finance Team uses your companies

When an invoice is read, AI Finance Team looks for one of your companies among the seller and the buyer:

1. Tax number or EU VAT number: the strongest signal. Either number identifies the company.
2. Registration number, or one of the company's own bank accounts printed on the invoice.
3. Name or an alternative name, the email domain or website printed on the invoice, and the name of a representative who signed it.
4. When these do not settle it, the AI decides, using the company's Matching context.

If your company is the seller, the invoice is income; if it is the buyer, the invoice is an expense. When both sides are your companies, it is an internal invoice, booked as an expense of the buyer. When none of your companies is found, the invoice is labelled Company needed and you choose the company on the invoice. A workspace with a single company skips the search and only works out the direction; with no signal at all it books the invoice as an expense and flags it for review.

Archived companies are no longer recognised on new invoices.

Getting to Companies

From the workspace sidebar, click Master data, then Companies. The list shows your active companies with their country and tax number; Show archived above the table adds archived ones, marked Archived. Each row has Archive, Delete or Restore among its actions.

Any member of the workspace can open Companies and add or edit a company. Changing the settings on the Tax & VAT tab needs the permission "Edit master data", which only the accounting firm can hold.

NAV marker next to the tax number

For Hungarian companies, the Tax ID column shows a small NAV marker when invoice data flows in from NAV Online Számla:

• Building icon: the company has its own NAV connection.
• Group icon: the company is a paired member of a VAT group (csoportos áfaalany), and the group's NAV connection covers it. Fix or pause that connection on the VAT group, not on the company.
• Green means the connection is syncing. Grey means it is set up but not syncing right now: paused, not started yet, or the last sync failed. Hover the marker to see which.

No marker means NAV does not cover the company.

Adding a Company

1. Click Add company in the top-right corner.
2. Fill in the Legal name (required), Country (required) and Tax ID (optional).
3. Click Create company.

You are taken to the company's page, where you can add everything else. There is no need to enter everything at once. If the new company's name looks like one you already have, a notice warns that it may be a duplicate. Where Business Central is connected, Create companies from Business Central on the list creates them from there.

One company per tax number. A workspace holds each company once. As you type the Tax ID, AI Finance Team checks it against the companies you already have, in any spelling (12345678-2-41, 12345678 and HU12345678 are the same company). If it already exists, the form names it and links to it, and Create company stays disabled. Archived companies do not count. A VAT group identifier is never treated as a company's own number.

The company page

1. The tabs, one per job.
2. The status row: the NAV connection and how many bank accounts are on file.
3. Bank accounts, with the pencil to edit one and × to remove it.
4. Alternative names.
5. Matching context, with its Save button.

Click a company's name to open its page. Under the name and country, a status row shows the NAV connection (for Hungarian companies), the number of bank accounts and, when the Tax ID looks like a VAT group identifier, a warning. The page has five tabs, and each section on them is saved on its own:

• Company: Identity, Contact, Representatives and the Danger zone.
• Recognition: Bank accounts, Alternative names and Matching context.
• Tax & VAT: Business activity and VAT settings.
• Connections: NAV Online Számla and Business Central. Hidden for a company outside Hungary when Business Central is not connected.
• Messages: the conversation about the company.

Identity

The legal name, short name, country, Tax ID, EU VAT number and registration number. Click Save when done. If the new Tax ID already belongs to another company in the workspace, the form names that company and Save stays disabled.

The Short name is optional. It shows under the legal name and helps recognise the company on bank statements. Use a recognisable short form, not initials.

How the Tax ID and EU VAT number relate

A company can hold two tax identifiers: a domestic Tax ID (the local tax number, e.g. the Hungarian adószám or the German Steuernummer) and an EU VAT number (the cross-border VAT identifier, e.g. HU12345678, DE123456789). How AI Finance Team treats the pair depends on the country:

• Countries where the two share the same number: Hungary, Poland, Romania, Slovenia, Croatia, Bulgaria, Greece, Portugal, Spain, Belgium, Denmark, Finland, Sweden and Latvia. Here the EU VAT number is the domestic number with a country prefix, so AI Finance Team cross-checks them: when both are present and consistent you see a small ✓, and if they don't line up a soft amber warning appears so you can double-check. The warning never blocks saving.
• Countries where the two are separate numbers: Germany, Austria, the Netherlands, France, Luxembourg, Ireland, Estonia, Lithuania, Cyprus, Malta, Italy, Czechia and Slovakia (and Northern Ireland). The two are independent identifiers that cannot be derived from one another, so AI Finance Team validates each on its own and does not compare them. A short note under the EU VAT field says so.
• Non-EU companies, e.g. Switzerland, the United Kingdom, the United States. Only the domestic Tax ID applies, so the EU VAT number field is hidden.

An invoice that shows either the domestic Tax ID or the EU VAT number identifies the company.

Contact

The address, website and email domain. The email domain and the website are compared with the email address and website printed on an invoice for the seller or the buyer, so they help recognise the company when the tax number is missing.

Representatives

Workspace members who represent the company. Click Add representative and Add next to a member; × removes one. A representative's full name is compared with the signatory printed on an invoice, one of the weaker signals in finding the company.

Bank accounts

Click Add bank account. In the panel that opens, fill in a nickname if you like, the IBAN and/or the Domestic account number (the three-segment Hungarian format), and the Currency, then click Add. The pencil next to an account edits it; × removes it.

A company's bank accounts are used to:

• recognise payments between your own accounts: a bank transaction whose other account belongs to one of your companies is linked to that company instead of a partner; between two accounts of the same company it is also marked as an internal transfer (see Transaction Types);
• identify the company on an invoice that prints the account number;
• pay supplier invoices: the accounts are the paying accounts of the payment file. An invoice is paid from an account in its currency; an account without a currency counts for any currency.

An account number that another company already holds is refused. An account shared with another company in a cash pool shows as Shared, held by that company.

Default for payments

Below the bank accounts, Default for payments sets which account pays this company's invoices, one choice per currency. Until you choose, the payment file uses the oldest account in that currency, and the row says which one. Each account is shown by its nickname, or by its bank and currency, with the full account number underneath, so give your accounts a nickname to tell them apart. Changing the default needs the permission to edit master data.

Alternative names

Other names the company uses on invoices and bank statements: a trading name, an abbreviation, a former name. Type the name and click Add (or press Enter); × removes one. Alternative names are compared with the names on invoices, and with the names on bank transactions when AI Finance Team looks for payments between your own companies.

Matching context

Matching hints is a short free-text note, up to 1000 characters, for the one decision the exact signals cannot make: which of your companies an invoice belongs to. It is not shown on any document. Use it for things like:

• two of your companies with similar names ("Invoices addressed to the warehouse at the industrial park belong to this company");
• a former name that still appears on some documents.

Click Save to keep it.

Tax & VAT

Business activity (the activity code and a description, used for VAT decisions) and VAT settings: the recognition method, the VAT reporting currency, small-business exemption with its dates, and the pro-rata percentage. Changing them needs the permission "Edit master data". See Small-Business VAT Exemption and VAT Master Data.

Connections

Where you connect a Hungarian company to NAV Online Számla with Connect NAV (the finance lead, an accountant admin or an accountant) and see its Business Central link. For a paired member of a VAT group, the tab says that the group's connection covers it. See NAV Online Számla.

Archiving, restoring and deleting

Archive a company that is no longer in use but has history: in the list, choose Archive on its row, or open the company and use Archive in the Danger zone on the Company tab (offered when the company has invoices or connected bank accounts). An archived company is hidden from the list unless Show archived is on, is no longer recognised on new invoices, and keeps its history intact.

Restore it from the list (Show archived, then Restore on its row) or from its Danger zone. If another company took the same tax number in the meantime, restoring is refused and the message names that company.

Delete removes the company for good, together with its bank accounts, alternative names and representatives. It is only possible when the company has no invoices and no connected bank accounts; otherwise archive it. Delete from the list (Delete, then Confirm), or from the Danger zone of a company with nothing linked (Delete, then Delete permanently).

Tips

• Never add a supplier or a customer as a company. AI Finance Team treats a company's invoices as your own: a supplier added as a company turns its invoices into income or into internal invoices between your companies. Suppliers and customers belong under Partners.
• Keep bank accounts complete. Every account your companies own should be on file, so transfers between them are recognised and the payment file offers the right paying account.
• Add the names your companies really appear under. Alternative names catch invoices that print a trading name or a former name.