Accountancy
How a regional firm got VAT week off the chase list
They already used Xero, email, and WhatsApp photos. One shared list, WhatsApp chase, what the client still needs to send, and a review step that is "is this coded right?" before Xero.
Regional accounting firm
VAT week in four beats
One job at a time, not a pile of screenshots
Each clip is a few seconds on one step. Open the live demo if you want to click it yourself.
Chase lists gone
Staff open Today and see VAT week in one strip: chase missing, approve clean, ready for Xero. Nobody rebuilds the list from email.
Live demo
Try the practice portal
Run the VAT-week loop in about five minutes: chase missing purchase invoices on WhatsApp, see the list as the client, schedule a reminder, approve clean items, then queue the review for Xero. Book a discovery call to shape yours.
This is a working example of pack lists, chase queues, and review in one place. Your build gets your pack lists, branding, and messaging channels, with a clear project price after a free discovery call.
Open live demo- Staff
- staff@harper-associates.co.uk / harper-staff
- Client
- client@harper-associates.co.uk / harper-client
The problem
Chasing packs across every channel
What the practice looked like before one system held the queues.
A 28-person UK accounting practice was drowning in document chasing before every filing deadline. Staff spent hours emailing and messaging for missing purchase invoices ahead of VAT returns, chasing P60s and dividend vouchers in Self Assessment season, and sorting year-end bank PDFs from inboxes and WhatsApp threads. Bookkeepers retyped supplier invoices into Xero. Partners had no single view of who was still outstanding until month-end or 31 January was already tight.
Our approach
One system for brief, packs, and Xero
Three pieces that replaced inbox archaeology with Today's packs and a morning brief.
WhatsApp: VAT pack due, tap to review
Staff chase or schedule a reminder on the channel clients already use. The list updates. Nobody rebuilds it from threads.
One queue for VAT, SA, payroll, and year-end
Clients send against the list for each job. Staff and the client see the same outstanding items.
Review is "is this coded right?" then Xero
Clean uploads clear in a batch. Flagged items stay for a look. Reviewed data moves into Ready for Xero without retyping every line.
Results
What changed for the practice
Fewer fire drills before filing deadlines. Clearer queues for partners and managers.
Partners stopped spending VAT week rebuilding chase lists from email and WhatsApp
Self Assessment clients send against a checklist of what you still need, instead of scattered threads
Bookkeepers review invoice lines instead of retyping into Xero
Managers see outstanding packs early enough to chase on the channel that gets a reply
From the floor
“VAT week used to mean three days of chasing purchase invoices across email and WhatsApp. Clients now upload against the checklist, chases go from one place, and we know who is still short before we start the return.”
Want results like these?
Book a free discovery call. We will name the admin that hurts most and outline a clear next step if there is a fit.