How we would bring a firm's client files, deadlines and documents into a single system, with a client portal and role-based access.
SOLUTION SCENARIO
This is a solution scenario: it describes how we would approach the case, not a delivered project. The company is a typical example. Timelines and phases are indicative, to be confirmed after the feasibility analysis.
AT A GLANCE
A professional firm with 12 people and a few hundred clients can manage client files, deadlines and communications in a custom CRM, instead of across emails, shared spreadsheets and personal calendars. We would start with deadlines, which carry the greatest risk, and a client portal for exchanging documents. Before developing anything we would assess whether an off-the-shelf CRM, configured for the firm, is enough.
THE TYPICAL COMPANY
Picture a firm with two partners, eight staff members and two people in the front office. Each staff member looks after a group of clients. Deadlines live in a shared spreadsheet, documents arrive by email or WhatsApp and recurring requests go out one at a time.
When a staff member is away, nobody knows for sure what is still missing for a client. When someone new joins, they learn the method by asking colleagues.
Four typical risks for a firm without a single system.
Deadlines depend on the memory and spreadsheets of individual people.
Client documents are split between email inboxes and local folders.
Recurring requests to clients take hours of manual work every month.
The firm has no overall view of each person's workload.
Released module by module. Durations are indicative, to be confirmed after the feasibility analysis.
If an off-the-shelf CRM or practice management software covers 80% of the firm's needs, it makes sense to start there. Custom software is worthwhile when the firm's way of working is an advantage worth preserving.
Clients, contacts, files, deadlines, documents and activities. Each file has an owner, a status and a list of expected documents. Recurring deadlines are generated from templates.
Clients log in with two-factor authentication, see what is being asked of them and upload documents to the right place. The firm receives a notification.
Reminders and requests are sent from templates. An AI agent can draft a reply to a frequently asked question, which a staff member reviews before it is sent.
STACK
| Component | Choice |
|---|---|
| Application | Web app built on a modern framework with a relational database |
| Access | Roles for partners, staff, front office and clients, with two-factor authentication |
| Documents | Encrypted archive with retention periods set by document type |
| Integrations | Email, calendar and, where possible, the tax software already in use |
| Hosting | Managed server in the EU, encrypted daily backups and restore testing |
A firm handles tax, payroll and sometimes health data. Together with the firm we would define who can access what, how long documents are kept and how access to them is logged. Any AI model provider receives only the text it needs and operates under a data processing agreement.
We would expect deadlines visible to everyone, documents in one place and less time spent chasing clients. To measure this we would set a few indicators at the start: overdue files, average time to collect documents and monthly hours spent on reminders.
This scenario is part of our custom CRM service and our web app development. For the firm’s own website, see also our websites for accountants.
What professional firms ask us most often.
Tell us how you manage deadlines and documents today. We will tell you whether off-the-shelf software or a custom CRM makes more sense.