Accounting

Accounting Firm Client Portal

Streamlining document collection and client communication for a growing accounting practice
Duration: 8 weeks
Complexity: Medium-High
Implementation: Full-Service

Impact & Results

70%
reduction in administrative follow-up time
95%
of documents received by deadline (up from 65%)
30%
increase in client capacity
42%
faster document processing time
Enhanced
security compliance for sensitive financial information

The Challenge

A mid-sized accounting firm was struggling with inefficient client document collection and communication processes. They were using email to request documents, track submissions, and send reminders, which led to lost files, missed deadlines, and excessive time spent on administrative follow-up. The firm needed a solution that would streamline document requests, provide clients with a secure way to submit sensitive financial information, and give the team visibility into submission status.

Our Approach

We created a secure client portal with automated document requests, deadline reminders, and status tracking. The system includes personalized email sequences, secure document upload capabilities, and an internal dashboard for tracking client submission status. The solution integrates with the firm's existing practice management software, ensuring a seamless workflow from document collection to tax preparation and filing. Custom alerts notify accountants when clients upload documents, allowing for immediate processing.

Implementation Process

1

Discovery & Design

We analyzed the client's workflow, identified pain points, and designed a custom automation solution tailored to their specific needs and objectives.

2

Build & Configure

Our team built the entire automation system, configured all necessary tools, and established the connections between different platforms without any technical involvement from the client.

3

Training & Maintenance

We provided comprehensive training, ongoing monitoring, and continuous optimization to ensure the system continues to deliver maximum value as the client's business evolves.

Technology Stack & Benefits

Technologies Used

  • Web Application

  • Secure File Storage

  • Email Automation

  • Practice Management Integration

Long-Term Benefits

The implemented solution transformed the firm's client onboarding and document collection processes. The automated system reduced administrative overhead by 70% during tax season while improving client satisfaction through clearer communication and expectations. Clients appreciated the secure upload option and the transparency around what documents were needed and when. The firm was able to take on 30% more clients without increasing administrative staff.
“

The client portal has completely transformed how we collect and process documents. What used to take weeks of back-and-forth emails now happens automatically with minimal intervention from our team. Our clients love the simplicity and we love the efficiency.

Managing Partner, Chen & Associates