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Accounting & law firms · 10 / 14
Client document workflow
Every client’s documents land in the right folder on their own, missing ones get chased, and the partner sees before filing day which clients are still short.
Accounting & law firms “Each client sends documents by LINE or email. Staff chase, file and name everything by hand, and every filing deadline means working late.”
The problem
An accounting firm looking after dozens of clients knows the heavy week is the one before filing day. Clients send tax invoices as photos on LINE, as an email with twenty PDFs named scan001, or in a box of paper. Staff open each file, work out whose it is, which month, what type, then name it, file it and key it into the accounting software.
Missing documents are found at close. Staff phone each client in turn, and clients tend to send things on the last night. So the team works late every month in the week before filing, and the partner has no idea which clients are at risk of missing the deadline until the day itself.
How we solve it
We set up an agent on every channel clients already use. A client sends a photo to the firm’s LINE OA or an email, and the agent reads each file, tells what type of document it is, which client it belongs to and which tax month, then names it to the firm’s standard and places it in the right folder in Google Drive or Microsoft 365. Key figures such as the amount, VAT and tax ID are extracted and ready to key into the accounting software in one step.
Each client has a list of documents due every month. The agent compares what has arrived with that list and sends a reminder to the client’s own LINE when the date comes round, in the wording the firm sets. When the client sends it, the agent receives it and ticks it off at once. Staff see only the files that are unreadable or of a type the agent has not met.
Filing and bookkeeping stay with the accountant. The agent prepares the documents and figures; a person checks and files every time. A week before filing day the partner gets a one-page status of which clients are complete, which are missing what, and which have not replied, so the calls go to the right people before the last night.
How it runs
Work comes in from
- Document photos on LINE OA
- Email attachments
- Client upload folders
- Each client’s monthly document list
What the AI does
- Read the type, the client and the tax month
- Name the file and place it in the right folder
- Check the list and chase what is missing
- Summarise status before filing day
Where it lands
- Client folders in Google Drive
- Figures ready for the accounting software
- Reminders in the client’s LINE
- Status to the partner
Before and after
Before
After
Opening scan001 files one at a time to see whose they are
Files are named and in the right folder the day they arrive
Phoning each client for missing documents near filing day
The agent chases on schedule; staff phone only the clients who have gone quiet
The whole team working late the week before filing
The partner sees a week ahead which clients are at risk
What you get
- 01
An agent takes documents from LINE OA, email and client upload folders, reads whether each is a tax invoice, receipt, contract or certificate, and names the file to the firm’s standard
- 02
Each file placed in the right client and tax-month folder in Google Drive or Microsoft 365, with the key figures extracted ready for the accounting software
- 03
Each client’s monthly document list checked against what has arrived, with reminders for missing items sent to the client’s own LINE on the schedule you set
- 04
Staff alerted only for files that are unreadable, duplicated or of a type the agent has not seen before
- 05
A status of every client to the supervisor before the tax filing date: who is complete, who is missing what, and who has gone quiet
Who gets what
Files stay in the firm’s own Google Drive or Microsoft 365. The agent connects through official APIs with the permissions you grant, client data stays within PDPA, and there is a log of which file came from whom and when.
Accountants stop naming files and stop being the ones who chase. The time goes to reviewing the accounts and talking to clients about things that need a person.
Who this fits
Accounting firmsLaw firmsAudit firmsCompany registration & visa agentsTax advisers
Connects with what you already run
Google DriveMicrosoft 365LINE OAGmailPEAKExpresse-Filing
Development process
- 1
Discover
Requirements, users and success metrics, with scope and price fixed before we start.
- 2
Design
UX and system architecture; the prototype is approved before anything is built.
- 3
Build
AI-accelerated sprints with a demo every week, reviewed by senior engineers.
- 4
Test
QA, security and performance verified against the agreed scope.
- 5
Launch & care
Production deploy, team training, and a monthly care plan.
Turn your business problem into a system that works for you
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