Third parties
Your address book of clients and suppliers: tax ID, contact details and how many invoices each one is linked to
What it's for
A directory of people and companies (with their tax ID) that you reuse across the app, so you don't retype the same data over and over. It serves two purposes:
- Anyone (Cuéntamo Más): store the tax ID of personal expenses and income relevant to your tax return —the property manager, the rental's accountant, the home insurer— and link it to those transactions.
- Freelancers: your clients and suppliers. When you fill in an invoice's tax data you type "Ace" and the rest auto-completes; with 30 invoices a year from the same supplier, it saves you typing the same thing 30 times.
How to access
In the sidebar there's Third parties (right before "Budgets"). Available with Cuéntamo Más or the freelance module. The screen shows the list with search by name or tax ID, filters by type (clients, suppliers, both) and by scope (personal, freelance), and a button to create a new one.
Type and scope
Each third party is classified by two independent axes.
Type — what you use it for:
- Client — who receives your invoices (income book).
- Supplier — who issues invoices to you (expense book).
- Both — acts in both directions (a collaborator you invoice and who also invoices you).
Scope — which accounting it belongs to, and what the "Invoices" column counts:
- Freelance — clients and suppliers of your business, shown in the tax books. "Invoices" counts the associated tax documents.
- Personal — third parties for your personal tax return even if you're not self-employed (the property manager, the rental's accountant, the home insurer). "Invoices" counts the real transactions you've linked that tax ID to.
The type filter in the header has four options: All, Suppliers, Clients and Both. Note: "Suppliers" and "Clients" also include the ones marked "Both" (a collaborator who invoices you shows up in both lists); use "Both" to see only those. You can also filter by scope at the same time.
The type stays up to date on its own. For third parties Cuéntamo creates automatically, the type is derived from your real documents: if "Cloudflare" only appears in expenses, it shows as a Supplier; the day you invoice them it becomes Both, and if you later delete that invoice it goes back to Supplier. If you edit it by hand, Cuéntamo respects your choice and stops touching it.
Tax ID on personal transactions (Cuéntamo Más)
On personal-scope transactions you can link the third party directly, to keep its tax ID at hand for your tax return (for example, expenses tied to a property you rent out):
- In a transaction's editor, click the people button (between category and account) and pick or create the third party.
- To assign the same third party to several transactions at once, select them and use the Third party… bulk action.
- Then, in Analysis → Monthly table, clicking a category's yearly total shows the breakdown by tax ID.
On freelance-scope transactions the tax ID isn't set here: it's associated from the tax-book document. If you switch a transaction from personal to freelance (or back), the third party moves automatically between the transaction and its document.
Cuéntamo creates them automatically (most of the time)
You don't have to sit down and enter all your third parties manually before starting. Cuéntamo creates them automatically when:
- You create one on the fly from a transaction's third-party (CIF) button: it's saved to the directory with the matching scope.
- You fill in the name and tax ID in a freelance movement's tax data. If that third party wasn't in the directory, it's created instantly.
- You import a tax book from a file. A third party is created for each distinct name/tax ID combination found.
Those created automatically appear marked as "Auto" in the "Created" column of the table. You can edit them at any time to add email, notes, or correct the type (client, supplier, both).
Optional tax ID for non-EU third parties
Suppliers or clients from outside the European Union may not have an EU tax ID. In Cuéntamo the tax ID is optional: you can create a third party with just a name. The Tax Agency allows this when the third party is non-EU, as long as you clearly identify them by name or company name. Typical example: a US freelancer you pay via PayPal — just a name, no tax ID.
Default third party in recurring items
If a recurring expense or income always comes from the same third party (e.g. your monthly accountant's fee, coworking rent, the client who pays you a fixed €1,500 each month), you can pre-set that third party in the recurring item.
From then on, every time you confirm a movement generated by that recurring item, the tax record is created automatically with the third party data filled in. You only need to add the invoice number when it arrives.
To set it up: edit the recurring item and select a third party in the Default third party field. It works both for freelance recurring items (the third party goes to the document) and personal ones (with Cuéntamo Más, the third party is linked directly to each generated transaction).
Deleting a third party
When you delete a third party, tax records that referenced it don't break: they keep the already-copied data (name, tax ID). Recurring items that had it as default third party lose the preset but continue working as normal recurring items. Personal transactions that had its tax ID linked simply lose it (the rest of the transaction stays intact). Before deleting, the interface tells you how many documents and recurring items are affected, so you can decide with full knowledge.
The Third parties screen is your directory of clients and suppliers: an address book with the name, tax ID, contact details and address of every person or company you do business with. Each third party belongs to your account book and is not shared with other books.
You do not have to fill it in by hand all at once: the directory fills itself in as you save tax documents and transactions that carry a tax ID. Here you review, complete and tidy that directory, and it powers the auto-complete used throughout the rest of the app.
Who sees this section
The Third parties entry in the sidebar shows up if you have Cuéntamo Más or if you have enabled the self-employed module for the book. If neither applies, the section stays hidden (although any third parties that were auto-created remain there for when you turn it on).
It is a top-level section: it lives in the sidebar, not inside the self-employed screen, because third parties are useful both for your professional activity and for personal transactions (for example, keeping your landlord's or accountant's tax ID handy for your income-tax return).
The table, column by column
Each row is a third party. The columns are:
- Name. What the client or supplier is called.
- Tax ID. Their fiscal identifier (the exact label depends on the active tax regime of your book).
- Type. Client, Supplier or Both, with a coloured badge.
- Scope. Personal or Freelance (explained below).
- Country. With its flag; essential for intra-community operations.
- Email. Their contact email, if you have noted it.
- Invoices. How many documents or transactions are linked to that third party (see below).
- Recurrents. How many recurrents use it as their default third party.
- Created. Marks whether the third party was created by hand (Manual) or generated by Cuéntamo when you saved a document or transaction with a tax ID (Auto).
You can sort the table by clicking any header (name, tax ID, type, scope, country, email, invoices or recurrents); click again to reverse the direction.
The "Invoices" column: what it counts by scope
This column counts different things depending on the third party's scope, because a freelance third party and a personal one are linked differently:
- For freelance third parties, it shows the number of linked record-book documents (income and expense invoices).
- For personal third parties there are no record-book documents, so it shows the number of real transactions linked directly to that third party.
That way, at a glance, you can tell who you work with most and spot third parties you no longer use.
Scope: personal and freelance
The scope tells what you use each third party for:
- Freelance. Clients and suppliers of your professional activity. Their third party is attached to the tax documents in the record book. It is the default scope when you create one by hand.
- Personal. Third parties that are not part of your activity but whose tax ID you want at hand for your income-tax return: the landlord, the accountant, whoever does a repair for you… Their third party is linked directly to the personal transaction (a Cuéntamo Más feature).
It is the same kind of third party: only the scope changes. If you later change a transaction's scope from personal to freelance (or the other way round), Cuéntamo moves the third party to the right place automatically.
Filters and search
Above the table you have several ways to narrow the list:
- Type tabs: All, Suppliers, Clients or Both.
- Scope filter: All, Personal or Freelance.
- Country filter: all countries, only EU ones, those with no country, or a specific country from among those already present in your directory.
- Search box: filters by name or tax ID as you type.
The filters combine: you can view, for example, only the EU suppliers with freelance scope.
Creating and editing a third party
Press "+ New third party" at the top right, or the Edit button on a row. The form collects:
- Name (required).
- Tax ID. Their fiscal identifier.
- Type. Client, Supplier or Both.
- Scope. Personal or Freelance.
- Email and phone.
- Address, postal code, city and province.
- Country. Needed for intra-community operations (for instance, form 349 in Spain).
- Notes. Any free remark about that third party.
Only the name is required; you can fill in the rest whenever you need it.
Auto-creation when saving with a tax ID
You do not need to register your suppliers before recording their invoices. When you save a tax document with a tax ID that is not yet in your directory, Cuéntamo creates the third party automatically and links it. These third parties are marked Auto in the "Created" column.
For auto-created third parties, the type (client / supplier / both) is derived automatically from the linked documents and real transactions: income makes it a client, expenses a supplier, and if there are both, both. If one of the two roles disappears, the type steps back down. If instead you edit the type by hand, Cuéntamo respects your choice and stops recalculating it.
Auto-complete across the app
The directory powers a searchable selector that appears wherever it makes sense to assign a third party:
- On the tax documents in the record book.
- On recurrents, as the default third party that will be copied to each transaction or document they generate.
- On the direct tax-ID field of personal transactions (Cuéntamo Más).
Type a few letters of the name or tax ID and pick from the list; if the third party does not exist yet, you can create it on the fly from the selector itself without leaving what you are doing (it gets a scope according to the context). That way everything points to the same record and the directory counters stay up to date.
Deleting a third party
The Delete button asks for confirmation. If the third party has linked documents or recurrents, it warns you how many there are before continuing. Deleting it does not destroy your tax data: documents and transactions keep the copy of the name and tax ID they carried; only the link to the directory record is lost.