Accountancy websites, onboarding and deadlines
ROISynth builds accountants and bookkeepers a website that onboards new clients by collecting their documents without the chasing, a record of every client’s deadlines, and an enquiry form that sorts new work by what the client actually needs.
The last fortnight before a filing deadline. Forty clients still haven’t sent their paperwork, twelve have sent half of it, and three have sent a carrier bag of receipts.
You spend the days chasing and the evenings doing the work. Every reminder was written by hand, and every client says nobody told them. The work is quick once the paperwork is in; getting it in is the job.
An accountant’s year has a handful of deadlines everyone knows about, and nearly every client leaves the paperwork until the week before.
Who this page is for
Accountancy practices, bookkeepers and tax advisers serving individuals and small businesses: firms whose year is shaped by fixed filing dates, whose work depends on documents clients send late, who onboard new clients with a pile of forms and identity checks, and who hold some of the most sensitive information their clients have.
What does ROISynth build for an accountancy practice?
An onboarding route where a new client fills in their details once and uploads what you need, with a checklist that shows them — and you — what is still missing. A record for each client with their deadlines on it, and reminders that go out ahead of each one in the tone you choose.
New enquiries arrive sorted: a sole trader’s return, a company’s year-end, a bookkeeping contract, a one-off question. Each goes to the right person with the right questions already answered.
What goes wrong in an accountancy practice that doesn’t in other firms?
The work is fixed in time and the inputs are not. The deadline can’t move, the client’s paperwork can, and the gap between the two is filled with your evenings.
And the information is as sensitive as it gets: income, bank accounts, identity documents. Anything that handles it carelessly — an email attachment, a shared drive with the wrong permissions — is a risk to your clients and your practice.
How do new clients reach an accountant?
In clumps before deadlines, from people who have left it late, and steadily through the year from new businesses wanting someone to look after them. The late ones are urgent; the new businesses are the valuable ones.
An enquiry that says what kind of work it is and roughly how complicated tells you which to prioritise, and lets you quote a fixed fee without a meeting.
How does it fit around the busy season?
The reminders go out without you writing them, and a client who uploads documents sees what is still missing without asking. Each client’s status — waiting, received, in progress, filed — is on one screen, so the practice can see its whole season at a glance.
Invoices go out when the work is done and are paid online, so fees aren’t chased alongside paperwork.
What does an accountancy practice own at the end?
The website, the client records and every uploaded document, in accounts held by the practice, and the code is the practice’s too.
Client documents are stored where only the practice can open them, and a client who asks to be removed is removed properly, with proof that it happened.
What actually changes, in the order it matters to you.
- The follow-up that always gets forgotten, never gets forgotten.
- Only you can open your files. Anyone else asking is refused by the lock itself, not by a rule we wrote.
- One screen tells you where everything stands.
- Money's collected, receipts go out, and nothing gets chased.
- If you want your data gone, it goes, and you don't have to chase anyone.
- Everything about every customer sits in one place, and it's yours.
- Pages get written for the things people are actually searching for.
The audit will show you what a small business owner finds when they search for an accountant near them, and whether your site tells them what you do and roughly what it costs.
Questions people ask
- Can new clients upload their documents without email?
- Yes. A new client fills in their details once and uploads what you need, with a checklist that shows them — and you — what is still missing.
- Are clients reminded ahead of their deadlines?
- Yes. A record for each client has their deadlines on it, and reminders go out ahead of each one in the tone you choose.
- Can I see which clients are still missing paperwork?
- Yes. Each client’s status — waiting, received, in progress, filed — is on one screen, so the practice can see its whole season at a glance.
- Where are client documents stored?
- Client documents are stored where only the practice can open them, and a client who asks to be removed is removed properly, with proof that it happened.
Want to talk through how this would fit your business? Message on WhatsApp, or send a message and it reaches the person who would do the work.