Accounting Automation Agency
Stop Turning Away Clients Because Your Team Is Full
Accounting enrolments have dropped 95% since 2018. Over 90% of firms can't recruit, and many are turning away clients. The answer isn't hiring people who don't exist, it's automating the document chasing and data entry consuming your team's week.
Three Steps to More Clients Without More Staff
We connect your practice management, accounting platforms, document tools, and client communication into workflows that run without anyone touching them. Your team stops chasing and starts advising.
Audit your firm's workflows
We map every process from client onboarding to lodgement. How documents are collected, how data moves between systems, where staff are manually intervening, and how much billable time it costs. We track the chase: how many hours your team spends emailing, following up, and waiting on clients for paperwork.
Build your automations
Client document requests go out automatically with scheduled reminders. Overdue items escalate without your staff lifting a finger. Data syncs between Xero, MYOB, or QBO and your practice management system. Reconciliation reports generate and flag exceptions. Client onboarding collects everything before the first meeting. Lodgement deadlines trigger preparation workflows automatically during busy season.
Test, launch, and train your team
Every workflow is tested with real client data in your environment before going live. We monitor for 30 days, adjust as needed, and train your team so they trust the system. When busy season hits, the automations scale. Your stress levels don't.
Fifteen hours a week. That’s what we were losing to copying data between our CRM and our accounting software. Koray built an automation, and it dropped to zero.
Two hours a day, every day, moving data between our practice management system and Xero. Koray fixed it in a week.
It just runs. I keep waiting for it to break, and it doesn’t.
I was sceptical. Construction isn’t exactly a software industry but we were losing quotes because we weren’t following up fast enough
Koray set the whole thing up, walked us through it, and then it just worked.
Every enquiry gets a response in minutes and lands in the right pipeline automatically.
Tax season used to mean late nights moving client data between systems. This year, we didn’t do any of that.
Karbon/XPM vs. Extra Hire vs. Invulnerable
Your practice software shows you the work. We make the work do itself.
| Practice Software (Karbon/XPM) | Extra Hire | Invulnerable . | |
|---|---|---|---|
| Handles client document chasing end-to-end | |||
| Automated reminders and escalation | |||
| Data sync between accounting and practice systems | |||
| Custom workflows matching your firm's processes | |||
| Available during a 10,000-person talent shortage | |||
| Works across busy season without overtime | |||
| Australian-based team | |||
| No lock-in contracts |
Karbon and XPM give you visibility. A new hire (if you can find one) gives you another 38 hours. Automation gives you capacity that scales without a salary.
Automations built for accounting firms
Thirty days after onboarding begins, an automated workflow surveys your client, pulls milestone data from your project tools, generates an AI written retrospective, and flags anyone who needs a recovery call. Every onboarding teaches the next one.
When a new client lands in your practice management software, this automation generates a tailored engagement letter with the right services, fees, and deadlines, sends it for electronic signature, then builds the client folder and kicks off your onboarding checklist. No chasing. No waiting.
When a project closes in your PM tool, this automation collects every contract, deliverable, and sign off from across your systems, organises them into a standardised archive folder, and generates a summary PDF. No manual cleanup required.
Automatically converts raw meeting notes or recordings into structured, branded board minutes with tracked resolutions and action items, so your admin staff can stop spending full days on documentation that nobody reads until it's too late.
When a new contract lands in your cloud folder, an AI agent extracts the text, checks every clause against a risk framework, and sends your team a structured memo flagging the problems that actually matter. Preliminary review drops from hours to minutes.
When a deal hits the proposal stage in your CRM, this automation pulls the client name, scope, pricing, and line items, then merges everything into a branded template. The finished PDF lands back on the deal record and in the prospect's inbox without anyone touching a document.
When every party signs a document in DocuSign or PandaDoc, this automation downloads the completed PDF, renames it to your filing convention, stores it in the right client folder, and notifies the account manager. No manual downloading, no misfiled contracts.
A scheduled workflow scans your contracts database daily, flags renewals at 30, 14, and 7 day intervals, and sends tiered alerts to account managers and leadership so nothing expires unnoticed.
When a new client is created in your CRM, this automation builds their billing profile, generates the first invoice, sets up recurring payments, and sends a secure link to collect their payment method. No manual data entry between systems, no forgotten first invoices.
When a project is marked complete in your project management tool, this automation pulls billable hours and rates, generates a branded PDF invoice, and emails it to the client with payment instructions. A copy lands in the client folder without anyone lifting a finger.
An AI agent that turns your meeting recordings into structured summaries, assigned action items, and tracked tasks across Slack, Asana, and Notion. No more post meeting admin, no more forgotten decisions.
An automated workflow pulls client KPIs from your data sources on the first business day of each month, populates branded report templates, converts them to PDF, and emails every client their personalised report before your team starts work.
When a new B2B client submits their intake form, this automation reads every team member's role and sends each person the exact onboarding content they need. Billing contacts get payment setup. Project sponsors get the timeline. Day to day operators get tool access and kickoff details. Every stakeholder's progress is tracked independently until all are ready.
When a new client record lands in your CRM with a signed engagement letter, a prefilled contract is automatically generated and sent for e signature. No copying, no delays, no forgotten clauses.
When a prospect opens your proposal, this automation logs the view in your CRM, pings the assigned salesperson on Slack, and sends a templated follow up email if the document stays unsigned after 48 hours.
When a vendor sends a contract, AI extracts payment terms, liability caps, termination clauses and auto renewal dates into a structured row. Your procurement team can then compare every vendor agreement side by side, spotting bad deals before anyone signs.
When a new tax client signs their engagement letter, this automation creates their profile in your practice management system, sends entity specific document requests, assigns a preparer, and books the intro call. No one on your team lifts a finger.
An AI agent reads every email in your shared inbox, classifies it by type, and sends an appropriate response within minutes. New enquiries, support questions, billing issues, and spam all get handled automatically, around the clock.
Automatically draft personalised welcome emails for every new client using AI and their intake form data. Your team reviews and approves each one in Slack before it sends, so every client gets a warm, specific first impression without anyone spending 20 minutes writing it.
Automatically send clients a confirmation with preparation checklists, intake forms, and documents tailored to their appointment type. They show up ready. You stay on schedule.
Automatically generate a structured onboarding checklist for every new client, assign tasks to the right team members, track completion in real time, and escalate overdue items before anyone has to ask.
Automatically send clients a personalised portal requesting the exact documents you need, chase them with timed reminders, and update your CRM the moment everything lands. No emails. No phone calls. No spreadsheets tracking who sent what.
When a deal closes in your CRM, a timed sequence of personalised review requests goes out via email and SMS. Customers get a direct link to your Google review page while their experience is still fresh, and your team never has to remember to ask.
A daily automated workflow checks your CRM for upcoming birthdays and client anniversaries, then sends personalised messages by email or SMS. High value clients get flagged for a personal call, so every relationship gets the right touch at the right time.
Does this work with Xero, MYOB, Karbon, and XPM?
We integrate with Xero, MYOB, QuickBooks Online, Karbon, XPM, FYI Docs, and most practice management tools used in Australian firms. If your stack isn't listed, we check compatibility in the audit.
What exactly happens with client document chasing?
Automated request workflows email clients a checklist of required documents, send reminders on a schedule you set, escalate overdue items, and flag incomplete submissions for your team. One firm had half its staff spending two weeks every cycle doing nothing but chasing paperwork. That entire process now runs without anyone logging in.
How does this help during busy season?
Busy season pressure comes from volume, not complexity. Automations handle the repetitive preparation, lodgement tracking, and follow-up that multiply during peak periods. Your team focuses on the review and advisory work that requires their expertise, not the data gathering that doesn't.
Will this help us take on more clients without hiring?
If your team recovers 15 to 20 hours per week from automated document chasing, data entry, and workflow coordination, that's capacity for additional clients without adding headcount. In a market where 74% of firms are turning away work, that recovered time is the difference between growth and stagnation.
Is client data secure?
We never store client data. Automations run through your existing platforms using encrypted connections. We follow least-privilege access principles and work within your firm's existing security policies.
How quickly will we see ROI?
Most firms see measurable time savings within the first week. If three staff each recover five hours per week at $80/hr effective cost, that's $62,400 per year. When those recovered hours let you take on even a few more clients, the return multiplies further. The engagement typically pays for itself within the first month.
What happens if something breaks or a workflow stops working?
You get alerted immediately, and we fix it. Most issues are caused by upstream changes like an API update from Xero or a form field changing. We monitor your automations and resolve these without you needing to debug anything.
Will my team actually use this or just ignore it?
The automations run in the background, so there’s nothing new for your team to learn in most cases. Where there is a manual step, like approving a document before it sends, we build it into tools they already use. Slack notification, email prompt, or a simple dashboard.
Can you automate our onboarding workflow for new clients?
That’s one of the most common builds we do for accounting firms. We connect your engagement letter tool, practice management system, and document collection into a single flow. New client hits your CRM, and everything downstream fires automatically.
We use FYI or SuiteFiles for document management. Can you connect those?
We integrate with both, along with SharePoint, Google Drive, and most cloud based document systems. The automation can file, rename, and tag documents based on client, entity type, or job stage without anyone touching a folder.
What if we want to change a workflow after it’s built?
We build everything modular, so changes are straightforward. Need to add a step, change a trigger, or reroute a notification? That’s a small update, not a rebuild. We handle changes on an ongoing basis or train your team to make simple tweaks.
Not ready to talk yet? Start here.
Everything we've learned building 300+ automations for small businesses, in one practical guide. Written for business owners, not engineers.
- Where your team's hours are actually disappearing
- The five automations worth setting up first and why
- How to calculate what manual work is actually costing you
- A step by step checklist to get your first automation live this week
Completely free.