The chase is the business problem
Ask any practice manager what delays work and the answer is clients not sending things. The staff cost is not the chasing itself, it is the fragmentation: someone has to remember, check, chase, check again, and hold the mental list of who owes what.
That is a workflow problem, and it responds extremely well to automation because the rules are simple and the volume is high.
1. Records chasing, done properly
- A checklist per client per period, generated automatically from what that client's work requires
- Reminders that name precisely what is missing, not a generic prompt
- A portal or reply-by-email route so sending is trivial for the client
- Escalation to the client manager after a defined number of unanswered chases
- A single view of who owes what, so nobody has to hold it in their head
The single most effective change we have seen in practices is a reminder that says “we still need your November bank statements and two purchase invoices” rather than “please send your records”. Specificity gets responses.
2. Onboarding with the checks built in
New client onboarding involves identity verification, engagement letters, authorisations and a lot of email tennis. Structured onboarding collects it in order, validates as it goes, and produces a complete file rather than a folder of attachments.
The compliance benefit is real: consistent evidence, collected the same way every time, with a date-stamped record. That is easier to demonstrate than a reconstructed email trail.
3. Bookkeeping preparation
Bank feeds and document extraction handle the mechanical part: transactions in, receipts and invoices matched, categories suggested from history. What remains is review and the judgement calls, which is where a qualified person should be spending their time.
Expect strong results on regular suppliers and weaker results on unusual transactions, which is exactly the split you want — the routine handled, the interesting escalated.
4. Deadlines that manage themselves
Filing deadlines, payment dates, and internal milestones tracked per client with automatic escalation. Not a spreadsheet someone updates, but a system that chases the responsible person and then their manager.
This is low-cost to build and removes a category of risk that occasionally costs practices real money and reputation.
Where the judgement stays
Advice, planning, anything requiring professional judgement, and the conversations that make a practice more than a compliance factory. Automation should be buying time for those, not attempting them.
The practices that get the most value are explicit about this: the time saved is redirected to advisory work with a plan, not simply absorbed.