Service calendar and client document pack
The manager approves the scope under the service agreement. The accountant sees task owners and missing documents. Waiting on the client is tracked separately from in-house processing.
Custom Development
CRM for Accounting Firms
An outsourced accounting team needs visibility by client: which periods have documents on file, what has been processed and who reviews the pack before filing. We’ll build a CRM to coordinate those stages around your handover rules.
Why period-end work stalls when documents are missing
- Reporting periods overlap and accountants end up juggling urgent tasks.
- Clients send documents on the last day, leaving the team to catch up.
- Each client has their own reporting calendar, tax regime and requirements, which are easy to mix up.
- Workloads are uneven: one accountant is overloaded while another has spare capacity.
- Additional services such as advisory, optimization and audits are rarely offered systematically.
Accounting workflows by client and reporting period
These modules can be included in the project. We’ll agree on the scope and workflow rules after reviewing your processes.
Source document requests
The accountant separates requested documents from those received and those needing changes. The manager sees who is waiting on a client and which agreed deadlines are approaching.
Out-of-scope work
The client record separates recurring services from additional engagements. Once the client agrees, the scope and amount can be sent for invoicing.
Additional Features
- Task handovers and work review
- A senior accountant can assign work by client, period and required expertise. When work changes hands, open questions and the document pack go with it. A designated reviewer checks the result.
- Service package changes and billing records
- The manager records the service package version and the period when the new terms take effect. Before invoicing, the team can combine the recurring fee with approved extra work. Disputed work can stay pending without being added again to the next invoice.
- Changes in the client’s business
- The assigned accountant can log a new branch, line of business or contact. The manager reviews the impact on services and schedules a discussion with the client. The calendar and package are updated once the new scope is agreed.
CRM Workflow Examples
How teams can divide responsibilities and handle exceptions after rollout.
A client sends source documents in batches
The accountant marks the documents received and keeps the request open for missing items. The coordinator can see which work is ready to review.
Reassignment before filing
The senior accountant hands the task to a colleague, who can see the document list, open questions and deadline without searching private correspondence.
What to Include in the First Release
For the pilot, we’ll select clients with similar recurring work. A coordinator assigns the work, an accountant acknowledges received documents, and a senior specialist accepts the completed work. We’ll also check late source documents and a partially closed period.
Spreadsheets work for a fixed calendar. If document lists, deadlines and owners vary by client, tasks benefit from being linked to the agreement and the agreed status of the document pack.
Once we agree on the requirements, we design the screens, build a pilot, and try it against the agreed use cases. We plan the rollout and follow-on modules with your team.
Discuss the First PhaseDevelopment FAQ
Can different clients have different work templates?
Task templates can depend on the contracted package, operating arrangements and frequency. The assigned accountant reviews the calendar before it goes live.
Do we need to move accounting entries into the CRM?
For service coordination, statuses and client and document identifiers are enough. Accounting entries can stay in the accounting system. We’ll agree how to exchange data after reviewing what it supports.
How do we import client calendars from spreadsheets?
We’ll agree on consistent client IDs, work item names, periods and assignees. During a trial import we’ll check recurring tasks and open periods so accepted work doesn’t re-enter the queue. Accountants will confirm deadlines and document pack status before switching calendars.
What do you need to estimate an outsourced accounting CRM?
Share anonymized examples of service packages, a calendar and source document requests. We’ll identify how workflows vary between clients, who reviews the work and which statuses are needed from the accounting system. Those rules, the migration scope and available data exchange options will shape the first phase.
Let’s Discuss Your CRM
Tell us your industry, describe one process you want to automate, and let us know which tools your team already uses.