BOOKKEEPING SOFTWARE · UTAH
Your clients shouldn't be emailing you documents.
A client portal, job stages your team actually uses, and a real two-way QuickBooks sync — built for how a bookkeeping or accounting firm runs, not adapted from a generic project tool. One system instead of three, and you own it.
01WHERE THE HOURS GO
The work is fine. The coordination is what's expensive.
Bookkeeping firms rarely have a bookkeeping problem. They have a chasing problem — chasing bank statements out of email threads, chasing which stage a client is on, chasing the same figures across QuickBooks and a shared spreadsheet because neither one is the source of truth. None of it shows up as a line item, and all of it shows up in your evenings. I've built exactly this system and watched it hand back about fifteen hours a week.
Documents arrive as email attachments
Statements buried in threads, half of them sent to whoever the client spoke to last. Staff spend their week asking for things twice.
Nobody can see where a client's work is
What stage is this one on means asking the person assigned to it. Multiply that by every client and every partner who wants an update.
The same data lives in two systems
Entered in QuickBooks Online, entered again in the tracking spreadsheet. Double the work, and the two never quite agree at month end.
Practice management charges per seat
Per-user pricing means every hire raises your fixed cost, and you still bend your stage names and workflow to fit someone else's template.
02WHAT YOU GET
What a firm hub actually includes.
A branded client portal
Clients log in with their own credentials to upload statements, see what stage their work is at, approve deliverables and download finished reports. It looks like your firm, not a SaaS product.
Engagement stages in your language
Data received, in review, under revision, delivered — or whatever you actually call them. Every job's stage and owner visible at a glance without asking a person.
Two-way QuickBooks and Xero sync
Pull client data in, push deliverables and invoices out. Built to your spec rather than a read-only connection that still leaves someone retyping.
A manager reporting dashboard
Jobs in progress, jobs overdue, revenue for the month, capacity per staff member. Live, so the weekly compile stops being a task at all.
Document management that stays organised
Uploads land filed by client and engagement, with automatic notifications when a client sends something or a deliverable is ready.
Staff roles and client access
Partners see everything, staff see their assigned work, clients see only their own portal. Sensitive financial data doesn't leak across accounts by accident.
Migration off the spreadsheet
Client list, engagement history and open work move across during the build, agreed in scoping so nothing has to be re-keyed at launch.
Ownership and a written warranty
Source code, database schema and configuration are yours on final payment, with up to 150 days of bug warranty. No per-user license to renew.
03PROOF
15 hrs
LIVE BUILD — SAVED PER WEEK
A deployed bookkeeping operations hub with client login, stage tracking and QuickBooks sync handed the team back about fifteen hours a week.
3 → 1
SYSTEMS CONSOLIDATED
Email, a shared tracking spreadsheet and manual reporting collapsed into one hub the whole firm works in.
5.0
CLUTCH RATING
Quality, schedule and cost, from clients who published the review themselves.
04STRAIGHT ANSWERS
Questions people actually ask.
Those are genuinely good products, and for a lot of firms they're the right answer. Custom is different in two ways: the workflow is yours down to the stage names, and the cost is one build rather than a per-user fee that grows every time you hire. You also own the code, so no roadmap decision made by someone else can break how your firm works.
If your process already looks like theirs, yes — buy it, and I'll say so before you spend anything with me. The case for building shows up when your team keeps a spreadsheet alongside the platform you pay for, or when the feature you need is always one tier up. Losing an invoice beats selling you something you didn't need.
Yes, two-way. Client and invoice data flows both directions so a finished engagement can trigger an invoice and payment status comes back into the job record without anyone re-keying. Xero works the same way, and Stripe collection is a common addition.
That's the core of it. Clients log into a portal branded to your firm, upload statements and paperwork, see which stage their work is at, get notified when a deliverable is ready and download the finished file. The email chain mostly disappears, which is where a big share of the saved hours comes from.
From $25,000, with most builds landing between $25,000 and $65,000, and a V1 shipping in 6–12 weeks. A portal plus stage tracking plus a real accounting integration sits in the middle of that range. The number and the out-of-scope list are agreed in writing before any code is written.
It's your system on your infrastructure, with role-based access so staff only see their assignments and clients only see their own portal. That's usually tighter than the status quo of financial documents sitting in a shared inbox. Backups, patching and monitoring are covered under a managed retainer if you'd rather not own that job.
GET IN TOUCH
Tell me where your firm loses its week.
A rough idea is enough. Three fields and I have what I need to reply with something useful — within 24 hours, from me, not a sales rep.
- PHONE
- (385) 421-0455
- RESPONSE TIME
- Within 24 hours
- BASED
- West Jordan, UT · Remote
OR SKIP THE WRITING
Grab a time directly. Thirty minutes, no pitch deck — you describe the mess, I tell you whether it’s worth building.
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