Industry
Automation for accounting firms: documents collected, entries prepared, clients reminded
A bookkeeping firm spends much of its month asking clients for the same receipts, bank statements and invoices. Automation does the asking, filing and first-pass data capture, and your accountants review, decide and sign off. It does not give tax advice.
- Built for
- Accounting, bookkeeping and tax-compliance firms
- Channels
- Email, Viber, shared folders, client portal or form
- Staff role
- Review, judge treatment, sign off and file
Conversations a firm repeats with clients
Please send your receipts.
The reminder goes out on the schedule you set for each client, with a link or a folder to send them to.Your filing is due.
A reminder drawn from your own client calendar. The firm decides which deadline applies to which client; the automation does not.Which documents are missing?
The workflow compares what has arrived with the checklist for that client and lists what is still outstanding.Has it been filed?
The client gets the status your team records. Questions about amounts, penalties or treatment go to an accountant.
Automations we set up for firms
Collect
Client document collection and chasing
Checklists per client, reminders for what is missing, and a single place where files arrive named consistently.
Capture
Receipt and invoice data capture
Fields read from receipts and invoices are written to a sheet or your accounting system as draft entries for review.
Remind
Deadline reminders by client
Reminders follow the calendar your firm maintains for each client and engagement.
Onboard
New-client intake
A form collects business details and the document checklist, and opens a row in your client tracker.
Update
Status updates to clients
Clients receive the status your team records, such as documents received, in preparation or filed.
From a reminder to entries ready for review
- Reminder sent per client calendar (Email, Viber), Automated
- Client uploads documents (Shared folder), Automated
- Files named and checked (Against checklist), Automated
- Data read into draft rows (Sheet or software), Automated
- Bookkeeper reviews entries (Review), Your staff
- Client status updated (Tracker), Automated
From a new inquiry to a set-up client file
- Prospect completes intake form (Web form), Automated
- Checklist and next steps sent (Email), Automated
- Tracker row and folder created (Client file), Automated
- Accountant accepts engagement (Decision), Your staff
- Recurring reminders switched on (Calendar), Automated
Systems these touch
- Accounting software exports
- QuickBooks Online, Xero, Zoho Books, Odoo or a local tool. We check what each offers for import and export. Where there is no API, draft entries go to a sheet that is imported.
- Shared drives
- Google Drive, OneDrive or a server folder holds client files, one folder per client.
- Email and Viber
- Reminders go out by email or Viber, and replies and attachments are filed. Sensitive uploads are better sent to a folder or form than pasted into chat.
- Client tracker
- A sheet or CRM that holds each client, engagement, deadline and status.
Channels clients use
- Email and shared folders
- The main route for documents. Reminders link to a folder or form rather than asking clients to attach files to a chat.
- Viber for quick nudges
- Many owners reply fastest on Viber. Business use of Viber bots depends on Viber's commercial terms, so a nudge can also go by email or SMS.
- Phone for judgement questions
- Questions about treatment, penalties or what to file go to an accountant.
What stays with the accountant
This page does not offer tax, accounting or legal advice. The automation prepares and reminds; it does not decide.
Always with your accountants
- Review: every captured entry is a draft until a person approves it
- Judgement on treatment: classification, deductibility and how a transaction is recorded
- Sign-off and filing: returns, statements and submissions to the BIR and other bodies
- Which deadline applies to which client
Handled by the automation
- Asking, reminding and chasing for documents
- Naming, filing and checking documents against a checklist
- Reading fields from receipts and invoices into draft rows
- Posting status updates from your tracker
Client data handling
Client records include financial information and often tax identification numbers. They are personal information under the Data Privacy Act of 2012 (RA 10173) when they relate to individuals, and your firm is accountable for them, including when a provider processes them for you (section 21). BIR filing calendars come from the Bureau of Internal Revenue; your firm confirms the dates it works to. This section describes how we build and is not legal or tax advice.
- Financial records: kept in your own drives and accounting systems; we do not keep a separate copy.
- Access by engagement: staff see the clients assigned to them.
- Retention: follows your firm's own policy and the periods your advisers set.
Primary sources
Sources
- Data Privacy Act of 2012 (RA 10173), full text on Lawphil. Sections 3, 12 and 21. Checked 12 October 2026.
- Bureau of Internal Revenue, tax information. The BIR's own tax pages, where filing requirements are published. We cite no specific deadline on this page. Checked 12 October 2026.
Questions we get asked
Can receipts and invoices be captured without manual typing?
Fields can be read from them into draft rows in a sheet or your accounting system. Readings can be wrong, so a person reviews every draft before it counts.
Can client reminders follow each filing calendar?
Yes, from the calendar you keep per client. Your firm decides the dates; the automation sends the reminders on them.
Does it connect to the accounting software we use?
Often. QuickBooks Online, Xero and Odoo have APIs; other tools may only offer imports. We check yours in the assessment and say what is possible.
Who reviews what the automation prepares?
Your accountants. Prepared entries stay as drafts until someone approves them, and filing is never done by the automation.
How is client financial data protected?
Files stay in accounts your firm controls, access is limited by engagement, and documents are sent to a folder or form rather than through chat. Your own adviser decides what the firm needs beyond that.
Next step
Show us the document chase you repeat every month.
Tell us the clients, the checklist and the tools. We will map which steps the automation takes and where your accountants review.