Industries / Accounting firms

Fewer reminders, more time for advisory work.

For accounting firms of 3 to 50 staff: document collection, recurring questions, deadlines, and client onboarding handled, so your teams can focus on production and advice.

Book a scoping callSee the use cases
01 / Day-to-day at the firm

Staff who spend their days chasing clients

"Every month we chase the same clients for the same statements. Some files wait for weeks."

Missing documents delay production and push the workload to the end of the period.

"Half the calls are simple questions: VAT dates, expense claims, certificates."

Staff are constantly interrupted on low-value topics.

"Before every deadline, it’s a scramble to find out which files are ready."

Tracking relies on spreadsheets and everyone’s memory.

"Onboarding a new client takes a dozen emails before we even start."

Onboarding is slow, and the first impression suffers.

02 / Use cases

What we set up in a firm

01Automate

Collect client documents

Situation

Statements, invoices, receipts: documents arrive late, incomplete, or through the wrong channel. Staff chase them by hand.

What Heralink sets up

  • Document requests sent automatically based on each file’s calendar.
  • Checks on received documents: type, period, legibility, duplicates.
  • Graduated reminders until complete, in the firm’s name.
  • Filing into your production tool or document management system.
Expected result

Complete files sooner, without manual reminders.

Collection — this month
Martin Ltd · Bank statementsComplete
Filed in the client folder
Petit & Co · Purchase invoices2/5
2nd reminder sent
Les Tilleuls · Tax noticeIllegible
New document requested
02Automate

Answer recurring questions

Situation

Deadlines, VAT, expenses, certificates: the same questions come back by phone and email, interrupting production.

What Heralink sets up

  • An assistant that answers frequent questions from your approved answers.
  • Access to the client’s file details: upcoming deadlines, expected documents.
  • Escalation to the accountant as soon as a question needs an opinion.
  • Conversation history kept in the client file.
Expected result

Staff focus on the questions that need their expertise.

Client questions — today
When is the VAT return due?Answered
File deadline provided
How do I claim mileage?Answered
Firm procedure sent
Should I incorporate?Escalated
Sent to the accountant
03Automate

Prepare tax and payroll deadlines

Situation

Before each deadline, you need to know which files are ready, which are blocked, and whom to chase. Tracking lives in spreadsheets.

What Heralink sets up

  • Deadline dashboard by client and by staff member.
  • Reminders sent to clients before each key date.
  • Preparation checklists by return type.
  • Alerts on files at risk of delay.
Expected result

Tax periods anticipated rather than endured.

Deadlines — next 15 days
Monthly VAT · 42 files38/42
4 files awaiting documents
Annual return · Durand SASAt risk
Balance sheet not approved · staff alerted
Payroll filing · 18 filesReady
Checks completed
04Automate

Onboard new clients

Situation

Engagement letter, ID documents, bank access, company details: onboarding takes many back-and-forth exchanges.

What Heralink sets up

  • Online onboarding journey: information and documents collected in one go.
  • Engagement letter prepared and sent for e-signature.
  • Client identification checks (AML) built into the journey.
  • Client file created in the firm’s tools.
Expected result

A new client up and running in days, with a polished first experience.

New clients
Nova SAS · IncorporationSigned
Engagement letter signed · file created
Mr Lefèvre · Sole trader4/6
ID received · registration awaited
Atelier Bois LtdSent
Onboarding journey sent
03 / The streamlined journey

From document request to filing, without gaps

  1. 01
    File calendar
  2. 02
    Document request
  3. 03
    Check
  4. 04
    Reminder
  5. 05
    Accountant
  6. 06
    Filing
04 / Your tools

We integrate the solution into your existing environment rather than imposing a new tool.

  • Production software
  • Document management
  • Client portal
  • Email
  • Telephony
  • E-signature
  • Calendar
  • CRM
05 / FAQ

Frequently asked questions

In most cases, yes. We check integration options during the scoping call and propose a suitable approach if a direct connection isn’t possible.

Let’s identify what will free up the most time for your teams.

A free 30-minute scoping call to review your document collection, deadlines, and client exchanges.

Book a scoping call