What Are Oversight Accounts?

Oversight Accounts in Aplos allow a parent organization to track, review, and assist with the accounting activities of multiple related organizations. Instead of each entity operating in complete isolation, the oversight feature provides a structured way to manage finances while maintaining individual autonomy for each entity. This is also a helpful tool in the instance of an accountant or CPA needing to use Aplos for multiple different entities/clients that they are managing finances for and would like to have a central login to access all of their client's accounts.

Key Benefits of Oversight Accounts

1. Centralized Monitoring: Administrators can access financial reports, budgets, and transactions across multiple entities from a single dashboard.
2. Standardized Reporting: Ensures consistency in financial tracking and reporting across all organizations.
3. Support & Guidance: Enables higher-level financial managers to provide assistance to local entities without interfering with daily operations.
4. Customizable Access Controls: Allows different levels of access for oversight users based on role requirements.

How to request Oversight Account access in Aplos

Oversight account access is something that would need to be set up for you by our customer care team. If you need an oversight account created you will need to write in with the chat bubble at the bottom right corner of this article. Please include the following information in your message:

• Name of company/organization
• First and last name
• email address (this will be used to set up your user login)

Once your account has been created, you will receive an email to accept the invitation for the account

Adding Subsidiary Organizations

Option 1: Creating a New Subsidiary Account

1. From the Oversight Accounts dashboard, click Add Organization.
   
   
   
   
2. Fill out the required details for each organization, including:
   • Organization name
   • Invoice: If you (as the oversight) will be paying the subsidiary's invoice
   • Administrator: If you will manage the subsidiary or if you want to add an admin user to the subsidiary.
     • If you choose to add an admin, fill out the First & Last name and email of the person you want to add. They will then receive and invitation to set up their login.
   • Add More Orgs: click the plus sign to the right to add more than one organization at one time
     
3. Add: Click the green "add" button
4. Enter Payment Method: If you chose to pay the invoice for the sub org you just created but have not entered in your payment method yet, follow the prompt to do so at this point.

Option 2: Adding an Existing Subsidiary Account

1. Contact the Subsidiary: Reach out to the administrator of the Subsidiary you need access to
2. Subsidiary contact customer care team: Have them login to their Aplos account and select the chat bubble at the bottom right corner to contact the customer care team
3. Provide Details: In the message sent to the care team have them include: the email connected to your login user and the user permissions they would like you to have to their account. 
4. Log in to your Oversight: Once the customer care team has confirmed you have been added you will now be able to log in and see this subsidiary added on your dashboard

Adding Additional Users to Your Oversight

If you want to invite other users to your Oversight you can do so by following the below steps:

1. Navigate to Settings -> Users
2. Select the green plus sign and click "add user"
   
   
   
   
3. Enter in the name, email, and permissions you would like the user to have
   • please note: after a new user is created, they will have access to every organization in the Oversight account

Conclusion

Oversight Accounts in Aplos provide a structured and efficient way to manage multiple organizations while maintaining financial transparency. By leveraging this feature, parent organizations can streamline financial oversight, improve accountability, and provide valuable support to their subordinate entities. With the right setup and best practices, organizations can maximize the benefits of Aplos’ oversight capabilities for better financial management and strategic decision-making. To learn more about managing your Oversight check out this article.