Financial Services
Month-End Processing Cut from Five Days to One
A 60-person accountancy practice was exchanging sensitive client documents over email, flagged twice by their PI insurer. We built a compliant portal. Month-end processing went from five days to one.
What We Were Solving
A 60-person practice with three offices managed 400+ business clients. Sensitive documents were exchanged via email attachments, flagged twice by their PI insurer. Clients sent documents to personal email addresses. Month-end required manually collating documents from email, shared drives and post, taking five full days. Staff across offices had no unified document view, leading to duplicate requests that frustrated clients.
Our Strategic Approach
We built a secure portal with compliance-grade document exchange at its core. All transfers are encrypted in transit and at rest with comprehensive access logging. Clients upload directly to their portal, the system validates file types and scans for completeness against checklists. Each client has a document vault with engagement-type folder structures. An automated chase system sends reminders for outstanding items. The admin interface provides unified document view across all three offices.
Deliverables
- Secure client portal with AES-256 encrypted document exchange
- Comprehensive access logging for professional body compliance
- Client document vault with engagement-type folder structures
- Document upload validation with completeness checklists
- Automated document chase system with configurable timelines
- Multi-office admin interface with unified document view
- Automated month-end collation replacing manual process
- Client onboarding flow with secure access provisioning
Project Timeline
Security and Compliance Review
Security requirements mapping with compliance officer. Document workflow analysis across three offices.
Secure Portal Build
Client portal, encrypted document exchange, access logging, vaults, upload validation and completeness checks.
Automation and Admin
Document chase automation, month-end collation, multi-office admin and client onboarding flow.
Security Audit and Rollout
Independent security assessment, staff training across three offices, phased client onboarding and PI insurer sign-off.
Measurable Results
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