How to handle 20 or more RFCs in an accounting firm without losing control

In short: at an accounting firm, the work that grows most with each new client is not the accounting: it is logging into SAT. Downloading invoices, checking mailboxes, getting compliance opinions and monitoring suppliers multiplies with every RFC. If that is done by hand, the firm stops growing when the team is overloaded.

1. Invoice downloads

The problem: logging into the portal RFC by RFC, month by month, with a captcha. What to do: centralize bulk download with each client’s e.firma and let it sync on its own.

2. The reviews nobody does on time

The problem: suppliers on the 69-B list, cancelled invoices and payments without a REP are discovered when it is already time to correct them. What to do: automatic daily reviews and an alert list per client.

3. The tax mailboxes

The problem: starting January 2027 there is a fine for not having the Buzón Tributario (SAT’s tax mailbox) enabled, and checking 20 mailboxes by hand just doesn’t happen. What to do: monitor every mailbox from a single place.

4. The e.firmas

The problem: clients’ e.firmas end up in a drawer, on a USB drive or in an email. The e.firma is worth the same as a handwritten signature (article 17-D of the Federal Tax Code (CFF)): losing it or sharing it carelessly is a real risk for your client and for you. What to do: store them encrypted, with control over who uses them, a log of activity and the option to delete them when the client leaves.

5. The team and the clients

The problem: everyone sees everything, or nobody knows who did what. What to do: roles per person and read-only access for the client.

A firm owner’s doubts

• “Am I going to hand my clients’ e.firma to a website?” Ask what it does with it: it should be used only to request documents from SAT, be encrypted and be deletable.
• “If something goes wrong, they’ll blame me.” Require an activity log and two-factor authentication.
• “My people won’t learn another system.” It should work in the browser, in Spanish, with nothing to install.
• “I already pay for an accounting system.” It is not about replacing it, but about no longer doing by hand what your system doesn’t do with SAT.

How Clauhub does it

In Clauhub Fiscal each client is an entity with its RFC and its e.firma, in the same account. It downloads, reviews and monitors everyone’s mailbox, every day. You invite your team by role and your client as read-only. Request a demo with your RFCs