EXAMPLE PROJECT

Client Onboarding & Workflow
Automation for Accountancy Firm

£6,800 investment | 6–10 week implementation | 4–6 month ROI

Industry

Accountancy

Timeline

6-10 Weeks

Firm Size

5-15 Staff

The Challenge

A growing accountancy firm handling hundreds of clients across multiple service lines was finding that as the business scaled, internal processes were becoming harder to manage, not easier.

✗ Client onboarding was inconsistent, relying on manual emails and checklists
✗ Chasing documents and information was taking up significant admin time
✗ Deadlines and client tasks were tracked across multiple systems and spreadsheets
✗ Poor visibility across jobs created risk during peak periods (self-assessment, year-end)
✗ Client communication varied depending on who handled the account

The firm wasn't short on clients. It was short on structured systems to manage them consistently and efficiently.

The Solution

📥 Structured Client Onboarding

✓ Automated onboarding workflows by service type
✓ Secure document collection portal
✓ Engagement letter automation
✓ Client data verification processes
✓ Consistent client experience from day one

📊 Workflow & Task Management

✓ Jobs tracked through defined stages
✓ Automated deadline reminders
✓ Task assignment and tracking
✓ Peak period management (year-end, self-assessment)
✓ Reduced reliance on spreadsheets

📧 Client Communication Automation

✓ Automated document request sequences
✓ Follow-up reminders for missing information
✓ Consistent messaging across all clients
✓ Status update notifications
✓ Reduced admin-heavy chasing

📅 Deadline & Compliance Tracking

✓ Centralised deadline calendar
✓ Automated compliance date alerts
✓ Client-specific deadline tracking
✓ Team workload visibility
✓ Reduced deadline stress

📂 Document Management

✓ Secure client document storage
✓ Version control and audit trails
✓ Easy retrieval during queries
✓ Client portal access
✓ Reduced email attachment chaos

📈 Reporting & Visibility

✓ Real-time job status dashboards
✓ Team workload reporting
✓ Client portfolio overview
✓ Bottleneck identification
✓ Data-driven resource allocation

Built for Control and Visibility

The system was designed to give the firm a clear view of every client, every job, and every deadline, without relying on memory, spreadsheets, or constant internal chasing.

The Results

50%

Reduction in admin time

Staff focused on billable work, not chasing

3x

Faster client onboarding

From days to hours with automation

100%

Task visibility improvement

Complete oversight of all client work

40%

Fewer missed deadlines

Automated reminders keep work on track

+25%

Client satisfaction increase

Consistent, professional experience

4-6 months

Return on investment

From time saved and capacity gains

Frequently Asked Questions

The system is designed to work alongside your existing practice management software (such as Xero Practice Manager, CCH, Iris, or QuickBooks) or can replace manual processes entirely. We assess your current setup during the scoping phase to ensure seamless integration or appropriate replacement.

The system is fully customisable to handle multiple service lines with different workflows, deadlines, and document requirements. Each service type can have its own onboarding process, task sequence, and compliance calendar while maintaining unified oversight.

We typically recommend implementing outside peak periods (self-assessment, year-end) when possible. However, the system can be rolled out in phases - starting with new client onboarding while existing workflows continue - to minimise disruption. Training is provided in stages to fit around your team's schedule.

Yes. You'll be able to adjust messaging, update task sequences, and modify standard workflows yourself as your processes change. For more significant structural changes such as adding new service lines or integration points, additional support can be arranged separately.

Absolutely. All systems are built with GDPR compliance and data security as standard. Secure document portals, encrypted storage, audit trails, and proper access controls are included. Your firm maintains full control over client data at all times.

Still Running Your Firm on Spreadsheets and Memory?

If your team is constantly chasing clients, tracking deadlines manually, or firefighting during peak periods, the problem is not capacity. It is structure.

Book Free Discovery Call Email Your Requirements

Important: This is an illustrative example based on a typical accountancy firm. Every business is different, and actual requirements, costs, and timelines will be confirmed during the review and scoping phase. Project costs vary depending on your specific requirements including: number of staff, client volume, service types offered, existing software in use, compliance requirements, workflow complexity, and other firm-specific factors.