How it works

How WpAccPac works for UK accountants

WpAccPac helps UK accountants manage planning, working papers, fixed assets, queries, and accounts completion in one structured cloud-based file. This guide shows how the system works in practice, from first-time setup through to period close and export.

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What this page covers

This guide covers organisation setup, team invitations, clients and periods, working papers, fixed assets, queries, accounts completion, period close, and export.

What it is Setup Template Workflow Fixed assets

What WpAccPac is (and is not)

WpAccPac is designed for practitioners working with sole traders, partnerships, and micro and small companies. It is intended to hold the working paper file for an accounting period, using information produced by the firm's existing bookkeeping and accounts production systems.

The system replaces:

Excel-based lead schedules
Fixed asset registers
Static working paper files that must be manually rolled forward

By structuring working papers in a cloud-based system, WpAccPac improves efficiency and removes much of the duplication involved in moving from one accounting period to the next.

WpAccPac is designed as a step towards a paperless file:

Working papers are stored securely in the cloud
Multiple users can access the same file at the same time
Files are no longer locked in physical folders or single-user spreadsheets

WpAccPac does not:

Replace bookkeeping systems such as Sage, Xero, or QBO
Generate or maintain bookkeeping trial balances, although imported trial balances can be stored, reviewed, and retained as part of the working paper file
Attempt to be a full audit system

Instead, it takes information produced elsewhere and structures it into a clear, reviewable working paper file.

First-time setup

Follow the steps below to set up your organisation and invite your team.

Before you begin

• If you were invited to join an organisation, use the invitation link first rather than creating a new organisation.

• If you are the first person setting up your practice, follow the Creating a new organisation steps below.

If you were invited

You do not have an account yet

Open the invitation email and click the link.
You will be redirected to sign in or create an account.
Create your account and verify your email.
Sign in if prompted.
You should be returned to the invitation page. If not, reopen the invitation email and use the invitation link again.
Click Accept invitation.
Your organisation will be set active and you will land on the Dashboard.

Invited users do not create organisations. They join the organisation they were invited to.

You already have an account

Open the invitation email and click the link.
Log in if prompted.
Click Accept invitation.
You will be redirected to the Dashboard.

Creating a new organisation (first user)

Follow these steps if you are the first person setting up your organisation.

Create a new account from Create free account.
Verify your email address using the email we send you.
After verification, you will be signed in automatically and taken into the app.
You will be redirected to Create organisation.
Create your organisation — you will become the Owner.
You will then be redirected to the Dashboard.

Organisation management, including members, invites, and the optional working papers template, is available from the Organisation section after setup.

Inviting your team

As an Owner or Admin, open the Organisation area.
Go to the Invites tab.
Enter the user’s email address and choose their role.
Send the invitation.

The user will receive an email containing an Accept invitation link.

Roles and permissions

Owner — created the organisation and has full access.

Admin — can manage the organisation and invite members.

Member — can work within the organisation but cannot invite users or manage organisation settings.

Next steps after setup

Create client groups for the relevant team members.
Create your first client.
Review the optional Working Papers Template on the Organisation page if you want a starter spreadsheet workbook.
Start building working papers. Schedules, fixed asset registers, and work programmes all belong to clients, so begin there.

For help, contactadmin@wpaccpac.org

Optional working papers spreadsheet template

WpAccPac can be used as the primary working paper file for the period. Planning schedules, lead schedules, supporting schedules, Related Parties, fixed assets, queries, sign-offs, attachments, review history, and trial balance imports can all be maintained in the system.

Spreadsheets remain optional. Firms may still use them for detailed calculations, reconciliations, bespoke workings, or supporting evidence received from clients, such as debtor listings, creditor listings, stock reports, payroll reports, and client-generated schedules.

The Organisation page still includes an optional Working Papers Template as a starting point only.

You can use this template in either of two ways:

Download the Excel version and save it in your own files.
Make a new copy of the Google Sheets version into your own Google Drive.

You do not have to use the template, and you may continue using your own workbook format if that better suits your practice. Related Parties is now maintained within WpAccPac, so it does not need a separate spreadsheet unless your firm chooses to keep additional supporting workings outside the system.

Any spreadsheet workbook remains outside WpAccPac and under your organisation’s own control. External links and sharing permissions should be managed in accordance with the firm's own controls.

Typical end-to-end workflow

This section describes how WpAccPac is typically used from start to finish.

1. Create a client and accounting period

Creating a client is restricted to Admin users.
Select the client from the client table.
Create the first accounting period. If comparatives are required, use the comparative dates for the first period.
Set the period as Current and save.
Periods are initially created as Planned.
Start the planned period when you are ready to begin work.
The period becomes Active, and all schedules are available.
Select periods from the period list as needed.

2. Planning phase

Import the trial balance

Export the year-end trial balance from the bookkeeping software.
WpAccPac supports CSV, XLS, and XLSX imports.
Firms may import the file directly, or first open the export in Excel to add posting codes, mapping references, or internal review notes.
If used, the Posting Code column is included in the import and retained with the trial balance data.
Once imported, the trial balance is stored in the Trial Balance and Journals schedule for review as part of the working paper file.

Enter input values to calculate materiality. Output is shown on B-41.
Select team members responsible for preparation and review.
Complete the remaining planning sections as required. For sole traders and partnerships, planning and completion are combined in the accounts completion section under A31.
Work programmes provide a starting template for the procedures normally carried out in each area.
They can be edited and tailored for each client to reflect the size and complexity of the engagement.
Once saved, customised work programmes are rolled forward when a period is formally closed, so tailoring normally only needs to be done once.
When a section is finalised, save it, sign it off as completed and reviewed, mark it complete, and save again.
When a section is signed off, a history is recorded. If further work is needed, it can be reopened and signed again later.
When complete, a Complete badge is shown on the Planning Index.

Important: save before leaving a schedule. An alert will appear if you attempt to leave without saving.

3. Working papers and schedules

Lead schedules and supporting schedules automatically include comparatives where available.
Supporting documents such as Excel files and PDFs can be linked from the lead schedule page.
You may also use the optional working papers template workbook available from the Organisation page.
The Related Parties working paper is maintained within WpAccPac rather than in a separate spreadsheet, with any additional supporting evidence linked where required.
SharePoint links can be opened directly. Links to client servers may need to be pasted into a browser.

4. Fixed assets

Before creating assets, first create asset categories and an accounting period.
The Fixed Asset Register works alongside the fixed assets lead schedule and holds asset details for the full period of ownership.
Assets with zero net book value remain visible.
The search facility allows quick identification of assets.
Partial disposals are supported.
On disposal, the system will normally eliminate cost and accumulated depreciation automatically.
Assets can be flagged as finance leases where required for disclosure.

5. Queries and review

Queries arising during work can be summarised and tracked using the Queries section.
Queries can be reviewed, updated, and cleared as work progresses.

6. Accounts completion

The accounts completion section operates similarly to planning.
Section A21 — Final journals and profit reconciliation can be used directly.
Alternatively, links to external trial balance and journal schedules can be added.

7. Period validation and closure

Period closure is initiated from the accounting periods table.
It is usually best to leave a period open until you are ready to begin the following period or are confident no further adjustments are required.
Closing a period locks depreciation values.
Once closed, a period cannot be reopened or deleted.
Closing a period automatically creates the next accounting period, with dates editable before creation.
Validate Period checks for abnormal balances and unanswered queries before closure.

8. Export pack

The export pack provides PDF exports of key lead schedules, together with a lead schedule index and sign-off summary.
It can be generated at any time, but is most useful at period close as a review and completion artefact.

Related product guides

Explore how WpAccPac supports accounts working papers, fixed asset registers, lease accounting, hire purchase working papers, and disclosure checklists.

Ready to try WpAccPac?

Create your account and start structuring working papers, fixed assets, queries, and accounts completion in one online file.

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