This article outlines the ways accountants can add new clients to their Melio account. Whether your client is new to Melio, already has an account, or you’re importing from QuickBooks, this guide walks you through each step. Choose the method that best fits your client’s situation:
- Creating a new client account (the client doesn’t have a Melio account).
- Connecting with a client who already has a Melio account.
- Adding a client from Xero.
- Creating a client by importing client details from QuickBooks.
Follow the step-by-step instructions under each option to get started.
Why add clients from your accounting software?
When you create a client directly from Xero or QuickBooks Online, Melio does more than just copy their basic information. This process establishes a live connection between the new Melio organization and your accounting software:
- Instant account setup: After you successfully add a client from your accounting software, the new Melio account is created and automatically synced with that software.
- Immediate data availability: Once you finish the setup and enter the client's account for the first time, your work is already done. All active vendors and unpaid bills from the accounting software will be waiting for you in the Melio dashboard.
- Continuous updates: Any future bills created in your accounting software will sync to Melio automatically, ensuring your dashboard is always up to date.
Creating a new client account
Use this method if your client doesn’t already have a Melio account.
1 - Select Home from the left sidebar.
2 - Select the + Add client button.
3 - On the Add client page, select Create new client account.
4 - You will be prompted to a page where you need to enter your client’s details:
- Legal business name
- DBA name
- Business industry
Then, select Continue.
Please note:
You can invite the client to sign up for a Melio account. This is an optional step that can be done later.
To do this:
1 - Check the box “Invite client to sign up and join the account.”
2 - Fill in the client details (email, First and Last name).
What this action does:
- Automatically makes the client a Melio account owner, granting them permission to all capabilities.
- You’ll get the Accountant role and have limited permissions. For example, you can’t approve payments. Check the roles & permissions guide for more information.
- You can’t reassign the owner role as an accountant if you change your mind. You can ask your client to make you an Admin if more permissions are needed. This article will guide your client on how to manage their team.
5 - Select who to bill for your client’s Melio plan.
-
Bill my firm:
- You cover your client’s plan cost.
- Receive a 30%+ discount, based on your Partner status.
For a full breakdown of partner program statuses, benefits, and frequently asked questions, visit our Partner Program page.
What if I don't have a payment method in my Melio account?
If you don’t have a billing payment method yet, you’ll need to select the firm’s payment method (card or bank account).
-
Bill my client:
- The client pays for their plan.
- A fixed 30% discount is applied, regardless of your Partner status.
- A payment method must be added during activation (by you or the client).
Then, select Continue.
You can change this setting later if needed.
6 - Select your client’s plan. Then, select Continue.
Please note:
- The Core, Boost, and Unlimited plans are available to clients.
- The Go plan is unavailable.
- You can assign unlimited accountants from your firm to the client's account.
- When you subscribe a client to a plan, they’ll receive access for three additional users on the account, at no extra cost.
To learn more about different plans, check our Pricing page.
7 - Review all the details:
- If everything is correct, select Confirm and add client.
- If anything needs to be changed, simply select the relevant section (Business details, Plan billing, or Plan selection) and make the changes.
That’s it! The client's account will appear in your firm's account.
You can return to your dashboard or continue setting up the client’s account.
Connecting with a client who already has a Melio account
Use this option if your client is already using Melio.
1 - Select Home from the left sidebar.
2 - Select the + Add client button.
3 - Select Connect with a client already on Melio on the Add client page.
4 - Fill in your client details:
- First name
- Last name
- Company name
- Email address: This must be the same email the client used to register with Melio
Then, select Send invite at the bottom right.
That’s it. We will email your client asking them to grant you Accountant permissions in their Melio account. For more information, check the roles & permissions guide.
The client will appear pending on your Accountants dashboard until they accept your invite.
Adding a client from Xero
1 - Select Home from the left sidebar.
2 - Select the + Add client button.
3 - Select Add a client from Xero.
4 - You will be redirected to the Xero login page. Enter your Xero credentials to continue.
5 - Choose the client you’d like to add from the list.
6 - Select Allow access.
7 - You will be returned to Melio to complete the Business details. The legal business name and DBA will be pre-filled from Xero.
Adding multiple clients from Xero
If you manage several clients within Xero, you can choose exactly which ones to bring into Melio:
1 - Locate the specific business you want to connect.
2 - Select Add as client next to it. Then, continue with adding their business details.
Adding a client that is already connected to Melio account
If your client already has a Melio account, you cannot add them to your dashboard immediately. You must first request access from the business owner:
1- Select Request access next to the clients you’d like to add to your account.
2 - Your client will receive an email notification. They must click the link in that email to approve your request.
3 - Once they grant access, you can continue adding any remaining business details.
8 - Choose the Business industry and select Continue.
9 - Select who to bill for your client’s Melio plan and select Continue.
-
Bill my firm:
- You cover your client’s plan cost.
- Receive a 30%+ discount, based on your Partner status.
For a full breakdown of partner program statuses, benefits, and frequently asked questions, visit our Partner Program page.
Please note: If you don’t have a billing payment method yet, you’ll need to select the firm’s payment method (card or bank account).
-
Bill my client:
- The client pays for their plan.
- A fixed 30% discount is applied, regardless of your Partner status.
- A payment method must be added during activation (by you or the client).
Then, select Continue.
You can change this setting later if needed.
10 - Select your client’s plan. Then, select Continue.
Please note:
- The Core, Boost, and Unlimited plans are available to clients.
- The Go plan is unavailable.
- You can assign unlimited accountants from your firm to the client's account.
- When you subscribe a client to a plan, they’ll receive access for three additional users on the account, at no extra cost.
To learn more about different plans, check our Pricing page.
11 - Review the details and select Confirm and add client.
12 - Select Complete client setup to finalize the business profile, including business type and legal address.
That’s it. You successfully added a client from Xero to your Melio account.
Creating a client by importing client details from QuickBooks
1 - Select Home from the left sidebar.
2 - Select the + Add client button.
3 - Select Add a client from QuickBooks Online on the Add client page.
4 - Fill in your QuickBooks credentials.
5 - Select your firm’s account. Then, select Next.
6 - Select the client you want to add to your Melio account from the dropdown list. Then, select Next.
My client’s QuickBooks account is already connected to Melio. What can I do?
If your client’s QuickBooks account is already connected with Melio, you will see the Assign new admin for Melio page in [your client’s name].
1 - Select Assign admin to become the admin of the account.
2 - In Assign yourself as an admin for Melio, select Yes, assign.
3 - On Melio's side, we’ll email your client inviting them to join your firm’s Melio account. Select Done.
- The client's account will appear in your firm's account as pending until they accept your request.
- Once your client accepts your request, their business will become available, and you can start making payments on their behalf.
7 - Select Connect to connect Melio to your client's QuickBooks Online account.
8 - You will be returned to Melio to complete the Business details. The legal business name and DBA will be pre-filled from QuickBooks Online.
9 - Choose the Business industry and select Continue.
10 - Select who to bill for your client’s Melio plan.
-
Bill my firm:
- You cover your client’s plan cost.
- Receive a 30%+ discount, based on your Partner status.
For a full breakdown of partner program statuses, benefits, and frequently asked questions, visit our Partner Program page.
What if I don't have a payment method in my Melio account?
If you don’t have a billing payment method yet, you’ll need to select the firm’s payment method (card or bank account).
-
Bill my client:
- The client pays for their plan.
- A fixed 30% discount is applied, regardless of your Partner status.
- A payment method must be added during activation (by you or the client).
Then, select Continue.
You can change this setting later if needed.
11 - Select your client’s plan. Then, select Continue.
Please note:
- The Core, Boost, and Unlimited plans are available to clients.
- The Go plan is unavailable.
- You can assign unlimited accountants from your firm to the client's account.
- When you subscribe a client to a plan, they’ll receive access for three additional users on the account, at no extra cost.
To learn more about different plans, check our Pricing page.
12 - Review all the details. If everything is correct, select Confirm and add client.
13 - Select Complete client setup to finalize the business profile, including business type and legal address.
That’s it. You successfully imported a client from QuickBooks.