Manage Subscription

IMPORTANT SECURITY MESSAGE: Saasu employees will never request your password verbally or by email. We can’t access your password. If you ever receive a request for your password please notify us.

Frequent Actions

Login and Pay Subscription
Manage Your Access


About your accounting File

  • File Name – Identifies your business/company/org or the individual person who’s financial records this is for.
  • File ID – Represents a Business File in Saasu is a unique number that we use to identify all the activity that relates to a particular Business File (Tax Entity). Saasu’s webservices (API) uses File ID’s and Web Services access keys.
  • When signing up we also use the file name for the subscription name.
  • Each subscription can have multiple files within it.
  • Each user can access one or more files in one or more subscriptions.

Adding a New File

Saasu bills you a pro-rata amount to your next subscription expiry when you upgrade for new files. All your files are kept on the same expiry in a Saasu Subscription. To add a new file to your subscription:

  1. From the Dashboard, click on the COG icon in the top right
  2. Click on “Manage Subscription”.
  3. If you have more than one subscription choose the relevant subscription by clicking on the tools icon.
  4. You will be in the Manage Subscription page. Click Upgrade.
  5. This will take you to the Checkout page.
  6. Use the add option to add additional files to your subscription.
  7. Fill in your payment details and checkout.

Change File name

After you have created your Saasu file, you may want to change the name.

  1. Click on the COG icon > Settings (for this file)
  2. Click on File Identity
  3. Change your file name in the field provided and click Save at the bottom of this screen.

Finding File ID

  1. From the Dashboard, click on the COG icon in the top right
  2. Click on Settings > Manage Subscription.
  3. The Manage Subscription page will appear, choose the relevant subscription.
  4. Scroll down to the list of Files in this page.
  5. The first column of the table for your list of files will have your File ID.

Upgrading/Downgrading a File

  1. From the Dashboard, click on the COG icon in the top right
  2. Click on “Manage Subscription”.
  3. Choose the relevant subscription.
  4. Click the Upgrade link in the top left to upgrade or the Renew link to downgrade .
  5. This will take you to the Checkout page.
  6. Next to the file you wish to update, pick the relevant plan size
  7. If downgrading, make sure the average monthly transactions meet the lower plan’s maximum, as well as switching off multi-currency and payroll (if applicable)
  8. Fill in your payment details and checkout

Renewing a File

For file renewal, follow these steps:

  1. From the Dashboard, click on the COG icon in the top right
  2. Click on “Manage Subscription”.
  3. Choose the relevant subscription.
  4. Click the Renew link in the top left.
  5. This will take you to the Checkout page.
  6. Check the file is on the right plan
  7. Fill in your payment details and checkout

Merging Files

Approaches you could take to merge files.

  • Export then Import Method – In this approach you export data as CSV (spreadsheet files) from one Saasu file and import it into the second Saasu file after cleaning and aligning the data. In Saasu you can take this approach of exporting your data into Saasu.csv files and importing them back into your other Saasu file. You would then need to apply payments to all your Sales/Purchases, etc, that you imported and then get those Bank Accounts used for payments reconciled again as that isn’t covered in our import methods. You would need to run Trial balance and General Ledger reports in both files and be sure they match.
  • Re-keying Data Method – If your file has a smaller amount of transactions it may be simpler re-key the transactions into the new file.
  • Closing to Opening Balances Method – Close off one file at year end and enter the closing balances into a journal into the main file as a single Journal entry. Then you only need to refer to the old file occasionally. You could also get a bit clever and enter a journal representing each monthly, quarter, or annual change. Then your multi-year reports in your main file will have carried over results and make more sense historically.

Transfer Data between Files

You can export all your Accounts, Contacts, and Items from your file so that you can import them back into a new file. You can do this from the View > Import and Export area.

Start Again

You may have been trying out Saasu for a while by entering some transactions and contacts to see how it looks and feels. Later when you are ready to go live you might want to start with a fresh file. We will explain how to Delete you file and create a new one.

  1. From the Dashboard, click on the COG icon > Manage Subscription.
  2. Scroll down to the list of Files and click Delete to the right of the file. Follow the prompts to finish deleting the File.
  3. Click the Add file option above the list of Files. Name the file and select the plan and zone.
  4. Set the access level for each user on the file and then click Save at the bottom of the screen.

Delete my File

You no longer want to use Saasu, you’ve exported all your data and you would now like to delete your file. Note that this must be done by one of the subscription administrators:

  1. Log into Saasu and click the COG icon on the main menu (top right)
  2. Click Manage Subscription.
  3. Find the file you want to delete in the Files Listing.
  4. Click the Delete link on the right of the file name.
  5. You will then be asked “Are you sure you want to permanently delete this file?”. Please note this is not reversible and Saasu will delete this file and all associated data.
  6. Enter your password to confirm deletion.

Transfer Files between Subscriptions

  1. The new administrator taking over the accounting file signs up to a paid version of Saasu at the equivalent plan level or higher of the file being transferred to them.
  2. The current administrator for the file signs into Saasu and clicks the COG Icon and then Contact Us.
  3. Choose My Saasu Subscription (My Account) from the Subject list
  4. Request a transfer of the file to the new adminstrator.
    ” I’d like to transfer my file ownership to John Smith on “xyz@sample.com”
    Saasu checks that the new administrators email address matches and that a subscription is active and then transfers the file.

NOTE: any unused subscription fees are not transferred to the new file owner.

Tax or Legal Structure Change

Sometimes businesses start as sole traders or partnerships and later change to a Company or Corporation. To handle this situation in Saasu you may need to create a new file and run two files in parallel. When you are finished with the old file you can delete the file from the Manage Subscription area so that you aren’t paying for two files. Please note as per our Terms of Service, Saasu may delete content and data, from an old file that is no longer being paid for, at a time of our choosing but not within 30 days.

Data Access for Legal Proceedings

Circumstances may arise where Saasu client information is required to be produced under Order of due legal process. Subject to all applicable laws binding upon Saasu, and to our Privacy Policy, Saasu will act only in accordance with Saasu client authority. Subject to verification, authority may only be given directly by the Saasu client or an authorised legal representative of that person.

There are a few different ways open for you, the Saasu client, to produce this information yourself by printing reports as PDF’s, Exporting data and/or providing free read only access to a legal, financial or accounting advisors. Data can only be viewed but not edited.