Accounting firms: the document chase, prepared for review
For office managers and partners at accounting and bookkeeping firms with 2 to 15 staff. Workflows list what is missing and draft the request; the firm sends it.
Your week, in your words
iSystematic works with accounting and bookkeeping firms whose week goes on chasing documents in tax season, missing slips, engagement letters, onboarding new clients, payment reminders and notices from the tax authority.
Omar (fictional), the office manager at a ten-person firm, keeps a spreadsheet of which clients still owe which documents, and writes every reminder by hand. The workflows on this page are written for a week like his.
Where most start
Most firms start with the document chase, before the next filing season: W12 Client Onboarding lists what is missing and prepares the request, and W16 Invoice Reminder Preparation prepares payment reminders. Both are configured with you in a setup session.
A different start fits firms that want workflows built and run for them: an implementation of up to three workflows in your own accounts, with tests, training and 30 days of support. Firms that want their site, client guides and inquiries rebuilt together can take the Practice Platform.
What we set up
Each workflow prepares work for a person to check. Status on 9 October 2026: free cards in testing, packs proposed. Workflows without a link are designed and not yet published.
Client Onboarding
Lists the documents still missing and drafts the request, working from your list, not from the documents.
Invoice Reminder Preparation
Prepares reminders for confirmed unpaid invoices only, with exact amounts. Conflicting status stops the reminder.
Inbox Triage and Draft Replies
Sorts client messages by kind and drafts replies from approved facts only.
Lead Intake and Next-Step Draft
Summarises a new client inquiry and drafts a next step for you to review.
Meeting to Action List
Turns meeting notes into decisions and actions, with owners and dates left blank unless someone said them.
Public Policy Watch
Checks the tax authority's official pages you name and reports real changes with links.
Intake to Onboarding
For larger firms: intake extracted, missing items listed, the onboarding pack prepared and tasks opened after approval, built and run for you.
Works with your systems
Checklists and request drafts need no integration; reading your client portal or practice software is assessed first.
| What it does | What it needs |
|---|---|
| Checklists and request drafts | No integration. They run in the firm's own assistant account. |
| Reading your client portal or practice software | A connector (level 3) or a custom integration (level 5), assessed first. |
Software is named here only to say what has been tested with it. Nothing on this page implies an integration that has not been built.
Your clients' documents
No client returns, slips or identity numbers go into any assistant account the firm has not reviewed, and identity numbers never do. The workflows work from the list of what is missing, not from the documents.
How it is built
Every system we build for a firm keeps the promises below; each is the plain-words form of a framework explained on How we build.
| What we promise | What stands behind it |
|---|---|
| It never promises a client anything you have not approved | The Boundary Invariant |
| It checks every answer against your own sources before anyone sees it | PEVG: the verifier |
| It cannot change its own instructions; you approve what it learns | PARA: adaptation bounded like action |
| Nothing goes live until a named person at your firm signs it off | Five-Gate Deployment Model™: G3 Approval |
| Confidential questions go only to the AI services you approved, in Canada where required | Governed Routing Policy; Cross-Border AI Architecture Patterns™ |
| It has a monthly spending limit it cannot exceed | Budget as Boundary |
| We check every service we put into your setup | AI Vendor Risk Framework (AVRF)™ |
| If something goes wrong, we can show exactly what happened, and fix the cause | AI Incident Response Protocol (AIRP)™ and the event identity |
| You can see what it did and why | The BOE Declaration |
These promises describe the systems we build and run for you. A free card is a manual routine: you run it and check its output yourself.
What always stays with you
The firm decides these, every time.
- Every client message
- Every amount
- Every engagement term
- Anything filed
What we never do
We never build any of these into a firm's setup.
- Tax advice generated for clients
- Figures entered that the client did not supply
- Reminders for items not confirmed outstanding
Start
One step is enough to begin. The free card is a complete manual routine and stays free.
Get the free card
W12 Client Onboarding: the prompt, the flow and the approval rules, as a routine you run yourself.
Book a setup call
We configure W12 and W16 with you in your own ChatGPT, Claude or Perplexity account, in a 60 to 90 minute call. Priced on the call.
Ask for a workflow assessment
When client information is involved: we review up to five repeated tasks and recommend workflows and levels. Fixed fee, shared on a short call.
The Practice Platform
Website, client guides, firm assistant, front door and answer-engine presence, all on one approved library.
Where to go next
Law firms
Law firms: iSystematic sets up AI workflows for intake summaries and client onboarding. Legal advice, conflict checks and every citation stay with lawyers.
Independent professionals
Independent professionals: free iSystematic workflow cards for a business profile, decision memos and invoice reminders, run in your own AI assistant account.
Service businesses
Service businesses: iSystematic sets up AI workflows that sort messages, draft replies from facts you approve and prepare invoice reminders. Prices stay yours.
W12 Client Onboarding
W12 Client Onboarding prepares the welcome pack, kick-off agenda and checklist from the agreed scope, lists what is missing, and stops if the scope is unsigned.
W16 Invoice Reminders
W16 Invoice Reminders drafts reminders for confirmed unpaid invoices only, with exact amounts. Paid or disputed items are flagged; nothing is sent without you.
Practice Platform
The Practice Platform gives a professional firm one approved knowledge library behind its website, staff assistant, front door and answer-engine presence.
Omar is a fictional persona. Workflows prepare; people decide.
Start before the next filing season
Tell us which documents you chase most. We reply with one recommended start.