01Manual today
New client signs up
Details are collected by email and typed into practice management and the ledger, separately, by hand.
Industry
Accounting firm automation: client onboarding, document chasing and deadlines
We automate the admin around the accounting work: intake, engagement letters, document collection and deadline reminders, built on the practice management and ledger tools your firm already pays for.
Signal
Live workflowManual
Automated
The accounting work is skilled. Most of the lost weeks go on chasing clients for documents and signatures.
The client cycle
From new client to filed return, and where the time goes
Every engagement runs the same loop. The skilled work sits in the middle. Most of the chasing sits around it.
02Manual today
Engagement letter signed
A letter is drafted, sent for signature and chased, and the job cannot start until it comes back.
03Manual today
Documents collected
Statements and records are requested, then chased item by item until the file is complete, often for weeks.
04
Work prepared and reviewed
The skilled part, and the part your team should be spending its time on.
05Manual today
Filed, and the next deadline set
The client is told it is done, and the next filing date goes into a spreadsheet or someone’s calendar.
By the numbers
What accounting firms lose every week
The cost shows up as time, duplicated work, and decisions waiting on someone to assemble the data.
Weeks
spent chasing client documents
Statements, receipts and year-end paperwork arrive in pieces by email, and every missing item is chased by a person.
Manual
onboarding for every new client
Engagement letter, ID checks, intake questions and ledger access are requested one at a time, in a different order each time.
Every
deadline tracked by someone remembering
Filing and return dates sit in a spreadsheet or in someone’s head, so client reminders go out late or not at all.
The challenges
What slows Accounting Firms down
Document collection runs on email and memory
Requests go out as one-off emails, replies arrive as attachments in individual inboxes, and nobody can see at a glance which clients are still missing what.
Engagement letters stall before work can start
Letters are drafted from an old template, sent for signature by hand, and followed up only when someone notices the job has not started.
Practice management is set up but not connected
Karbon, Canopy or TaxDome holds the jobs, Xero or QuickBooks Online holds the books, and client details are retyped between them.
Busy season lands on the same few people
Volume peaks around the same deadlines every year, and the chasing, status updates and reminders fall on the partners and seniors who should be reviewing work.
What stops being chased
What the firm no longer does by hand
These run on the practice management, portal and ledger tools you already pay for, so the team sees the same jobs in the same places.
Re-keying new client details into practice management and the ledger
Sending and chasing engagement letters for signature
Writing individual emails for each missing document
Checking which clients are still outstanding before a deadline
Sending filing and payment deadline reminders
Answering "where is my return?" by phone
What we build
Automations built for Accounting Firms
Client intake that sets up the whole job
One intake form captures what you need, creates the client in your practice management tool, and starts the onboarding steps without anyone re-keying it.
Engagement letters and e-signature
The right letter generated from the services agreed, sent for e-signature, and the job released only once it is signed, with reminders if it is not.
Document requests that chase themselves
A checklist per client and service goes out through your client portal, received items tick off automatically, and reminders follow up only on what is still missing.
Practice management connected to the ledger
Client and job records kept in step between Karbon, Canopy or TaxDome and Xero or QuickBooks Online, so details are entered once and everyone works from the same version.
Deadline reminders and status updates
Filing and return dates drive client reminders and internal task alerts on a schedule, and clients see where their work stands without phoning the office.
Our Services
Where we work in your stack
Common questions
Accounting Firms automation, answered.
Which practice management tools do you work with?
Commonly Karbon, Canopy and TaxDome, alongside Xero and QuickBooks Online for the ledger, and the e-signature and form tools you already use. If a tool has an API or a supported connector it can usually be automated, and we check what your plan exposes before quoting.
Do we need to move to a new platform?
Usually not. Most firms already pay for a capable tool that was set up quickly and never connected to the rest of the stack. We configure and connect what you have, and only suggest a move if the current tool genuinely cannot do the job.
Can document chasing be automated without annoying clients?
Yes. Clients get one clear checklist instead of a stream of emails, reminders are spaced out and stop the moment an item arrives, and the wording is yours. Clients can see exactly what is outstanding, which is usually what gets things sent.
How is client data handled?
The automations are configured inside the portal, practice management and storage tools you already use, under the access controls your firm sets, so client files stay in your systems. We work to your firm’s data and retention policies.
How long does it take, and when should we start?
A first build, such as intake and engagement letters or document chasing, is fixed-scope and usually takes 2 to 4 weeks. Starting well before your busiest filing period means the team goes into it with the chasing already automated. Book a discovery call and we will scope it.
Next step
If manual work is your ceiling, let's remove it.
We reply within 1 business day.