Accountants
Keep records howeveryou already do
Xero, a spreadsheet, photos in WhatsApp. We put that into one list. Clients send a file or tap a WhatsApp chase. Staff only look at the bits that need a person. Free first call, then a price in writing.
The problem
Deadlines should not mean inbox archaeology
VAT week, Self Assessment season, and payroll runs expose the same gaps. Partners feel it first.
VAT week is a scramble across channels
Purchase invoices, sales listings, and bank PDFs get chased across email, WhatsApp, and phone while the return deadline closes in.
Self Assessment season has no single list
P60s, dividend vouchers, rental schedules, and expenses arrive late, twice, or not at all. Nobody owns one outstanding view.
Payroll waits on the same missing bits
Timesheets, starter forms, and pension queries sit in scattered threads, so the run stalls on the same clients every month.
How we help
One practice system, not more tabs
Portal uploads, multi-channel chases, and optional AI that knows your pack lists. Built around how your firm already files.
One system for packs and chases
Clients send against VAT, Self Assessment, payroll, or year-end checklists. Staff message the right channel and the list updates in the same place.
Reminders before the scramble
Chases run on your timetable in a system your team owns. Managers see who is still short before partners get pulled in.
Optional helpers that know the firm
Draft VAT chases, read invoice lines for review, and flag the ones that need a look before filing. Your team stays in charge of the return.
What changes
Evenings back. Queues clear. Less retyping.
The point is simple: fewer chase loops before every filing deadline.
Clients send VAT and Self Assessment docs against your checklist, on channels they actually answer
One chase, logged across portal, email, and WhatsApp when connected
A live view of outstanding packs before VAT, Self Assessment, payroll, and year-end
Less hand typing of supplier invoices and bank lines into Xero or QuickBooks
Usual first project
A first build that stops the chase
One project that gives your team a client portal, overdue reminders, and a live view of who still owes pack items. Built around your filing cycle, not another tool to babysit.
Full practice system
Free discovery first. Scope, timeline, and price in writing before any build starts.
Typical build: 4-8 weeks
What you get
- 01
- Client portal for VAT, Self Assessment, payroll, and year-end uploads
- 02
- Reminders by portal and email when pack items are overdue
- 03
- Staff dashboard: outstanding clients, chase log, review lists
- 04
- Connections scoped to your stack (for example Xero, Microsoft 365)
Live demo
Try the practice portal
See the VAT-week loop: WhatsApp chase, what the client still needs to send, a deadline reminder, and packs ready for Xero.
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 demoStaff
staff@harper-associates.co.uk / harper-staff
Client
client@harper-associates.co.uk / harper-client
Book a free discovery call for your practice
30 minutes to map VAT pack chasing, Self Assessment requests, payroll blockers, and which channels (portal, email, WhatsApp) would save the most hours. Then we put a project price in writing.
FAQ
Common questions
Integrations, security, and how we price custom work for practices.
Example
See a similar example
A similar project and the outcomes it delivered.
Insights
Related reading
Short reads on portals, chases, and practice workflows.
Accounting Practice Automation Without Buying Another Random App
Automation in a practice should remove rekeying and chasing. Here is what to automate first, and what to ignore.
Automate Client Document Collection | UK Firms
How to replace email chasing with structured document requests, status, and reminders that actually get used. Built for UK practices.
How Accounting Firms Reduce Client Chasing with Automation
Chasing clients for documents is a system design problem. Here is how firms cut the chase without sounding like a robot.
How to Track Accounting Compliance Deadlines Without Spreadsheet Panic
Missed VAT or Companies House dates are rarely a knowledge problem. They are a visibility problem. Here is a simpler way to track them.
Why accountancy practices need a client portal (not more email)
Chasing documents over email doesn't scale. Here's what a practical client portal replaces, and what to build first.
How to Automate Client Onboarding for Accountants
A practical look at what breaks in practice onboarding, and what to automate first without buying another disconnected tool.
Explore
Next steps
Facing the same chases?
Book a free discovery call. We will map the VAT pack, SA, or rekeying work costing you most and tell you if a custom build is the right next step.