Documents chased one email at a time
Busy season starts and half the files are missing something. Someone writes the same “still need your statements” email over and over, then tracks who replied in a spreadsheet.
For accounting and bookkeeping firms
The systems an accounting firm runs on, built around the software you already use.
Backed Systems sets up the pieces a firm runs on: a CRM for prospects and engagements, the automations that chase documents and deadlines, AI assistants that sort, draft and summarise the repetitive work, a dashboard for the team, and connections to the practice and accounting software you already use. A person at your firm approves anything that reaches a client.
Tax, bookkeeping, payroll and advisory firms. We scope the build to how your firm runs, on a call.
Where the hours go
Four things that eat a firm’s week
These are examples, not your numbers.
The shared inbox nobody owns
A client asks a quick question. It lands in info@, three people read it, nobody answers, and the client calls to ask why.
Deadlines tracked in someone’s head
Filing dates, extension dates and payroll runs live in one partner’s calendar. If that person is out, the office finds out the hard way.
Onboarding typed three times
A new engagement means the same name, entity and contact details typed into the engagement letter, the portal and the billing system, one at a time.
How it works
Look. Build. Hand over.
We start from how your firm runs today, not from a template.
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01 · look
A call about your firm
We learn which software you use, how documents, deadlines and client questions are handled today, and where the hours go.
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02 · build
We set it up
The pieces you choose go in around your current tools. A person at your firm approves anything that reaches a client.
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03 · hand over
Your team runs it
You get a dashboard your staff works from every day, and we stay on to support it.
What we build
The pieces, scoped to your firm
Your build lists exactly which of these you get. Each goes in around the software you already use.
- Your own CRM Every prospect, engagement and renewal in one place, with stages that match how your firm sells and onboards.
- Document and deadline automations Missing-document reminders, engagement letter follow-ups and deadline nudges, sent on the schedule you set, in wording you approve.
- Assistants that each do one job Sort the shared inbox overnight so the office starts on the urgent ones, draft replies to routine questions for a person to approve, and summarise a client’s thread before a call. None of them answers your phone.
- Team dashboard One page for the firm: who is waiting on what, which deadlines are close, which requests are open, across every client.
- Connections to the tools you already use Your practice management, accounting and document software, so nobody types the same thing twice. Exactly what we can read and write is confirmed in writing before anything goes in.
- Your accounts, your data You own your data and your accounts. We’re added as a user and never ask for passwords.
Confidential information. Firms handle sensitive financial records. What the system may and may not touch, and how access is controlled, is scoped with you on the call and written into the plan.
Tool names are named as examples only and belong to their owners; we’re not partnered with or endorsed by them.
Work we have shipped
Built, running, and checkable
- BookedMore The vacation rental management company we run operates on systems we built: an owner portal, monthly owner reports, management-fee invoices calculated from each property’s rate, guest-message drafts, a maintenance tracker and one dashboard for the team.
- Clover & Crumb For this local bakery we moved the website to faster hosting, added a full menu and pricing section with product photos, and made the Facebook follow button easy to find for older customers.
- Job search assistant A tool we built that finds new openings every morning, ranks them, drafts a tailored resume and cover letter for each, and emails a daily shortlist.
Questions
Questions accounting firms ask
Do I have to switch practice or accounting software?
No. We work around the tools you already use. The call is where we confirm what connects and what does not.
Will clients get messages I have not seen?
A person at your firm approves the wording of anything that reaches a client. Where routine reminders are set to go out on their own, that is a rule you choose, and anything unusual goes to your team first.
What does it cost?
Builds are priced per firm in writing, after the call, because the scope depends on your team and tools. We say the range on the call.
Can I see it first?
Yes. Open the live demo, or book a call and we will walk through it with your use case.
See how it would run for your firm
A short call about how your firm handles documents, deadlines and client questions today. No obligation, nothing to sign.