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Chasing clients for paperwork every single month?

Calls before the 10th, emails before the 20th, the same questions from the same people. I’ll build your firm a system that collects documents, sends reminders, answers the simple questions and keeps track of deadlines.

Book a call→

Talking about your firm costs nothing. I reply the same business day (Polish time, CET), even during filing season.

01 The cost

What it’s costing you today

A 15-person firm loses more time collecting documents and fielding questions than it spends on the tricky bookkeeping.

  • 1The scramble before the 10th and 20th
    Staff call clients instead of doing the books. The last scans show up the day before the deadline.
  • 2The same questions
    “How much do I owe ZUS?”, “Did you get the invoice?”, “When is the JPK due?” Every question breaks someone’s focus.
  • 3Deadlines in people’s calendars
    Everyone tracks their own clients. One vacation or sick day and nobody knows what’s due tomorrow.
02 Example, illustrative numbers

Before → After

Before

A firm of 8 people with 140 clients. In the first week of every month about 25 hours go to calls, emails and chasing what’s missing. Client reports are written by hand in a spreadsheet.

After

Reminders go out on their own, and there’s one list of what’s missing for the whole firm. You only call the few clients who didn’t respond. The monthly report is ready to review and send.

03 Client portal

What I collect from clients every month

For each client, a list of what you need. The portal checks whether it’s complete and reminds them about the rest.

  • Expense invoices Scans, PDFs from email and invoices from KSeF, all in one place. Confident
  • Bank statement The bank’s file for the whole month, checked for the right date range. Confident
  • Payroll and absences Time off, sick leave and hours changes before payroll is run. Confident
  • Contracts and amendments New contracts with vendors and employees, if there are any. Confident
  • Receipts and costs without an invoice A photo from a phone is enough. Confident
  • Missing invoice from a regular vendor It came every month, and this month it hasn’t. I ask the client before you have to. Needs a check
04 Steps

How it works

  1. Step 1

    Collect

    A document portal for clients and email or text reminders ahead of your deadlines. Invoices are pulled from KSeF too.

  2. Step 2

    Label

    Invoices read and labeled, ready to post in your accounting software. Anything uncertain is flagged.

  3. Step 3

    Answer

    An assistant answers clients’ simple questions from your firm’s data: tax due, document status, the next deadline. Harder ones go to you.

  4. Step 4

    Report and track

    A monthly report for each client, reviewed in one click. A deadline dashboard for the whole firm.

05 Tools

What I connect it to

06 Next

See also

07 Pricing

How billing works

  • A fixed price after the planAfter our call I write up the scope and give you one number. It only changes if you change the scope.
  • Two paymentsHalf up front, half on delivery. Bigger projects are paid in the stages from the plan.
  • IncludedRevisions until delivery, EU hosting, and the code and data are yours once it’s delivered.

A portal with reminders on its own is less work; KSeF, a client assistant and reports are more. I’ll give you the number after we talk.

How many clients do you have, and how many are late with their documents? That’s what sets the price. Book a call→

08 Straight talk

When it’s not worth it

  • 1You have a dozen or so clients and know their paperwork by heart.
  • 2Your accounting software has a client portal that clients actually use.
  • 3You want the system to post entries on its own with no review. I won’t build that.

Your accounting software’s portal sits empty because clients don’t like it? That’s a good thing to talk about. Book a call→

09 FAQ

Questions

Do I have to switch accounting software?

No. I connect to it, or prepare files in a format it accepts.

Clients hate new accounts and passwords.

That’s why they can also reply to a reminder with an attachment, or upload a photo from their phone through a link.

What if the assistant gets an answer wrong?

It only answers from your firm’s data, and only the questions you allow. Everything else goes to you.

Confidentiality and GDPR?

Servers in the EU, access only for the people you choose. The data belongs to you and your clients.

How long does it take?

A first preview after a week, the whole thing usually in 2–4 weeks. I start with whatever eats the most of your time.

10 Call

Let’s talk

Pick a time away from month-end if you prefer. Half an hour is enough to see how much time you’ll get back.

Pick a day

Time zone: Europe/Warsaw