Website, document collection and CRM for accountants and accounting firms

Where an accounting firm loses time

• Documents arrive in pieces: some by email, some in Viber or WhatsApp, some on paper at the office
• The same data is retyped by hand from one place to another
• Filing deadlines live in someone's head, in a calendar and in notes, and reminders go out manually, client by client
• Each new client is set up slightly differently, depending on who took them on
• The same client questions get answered again and again
• There is no single place that shows each client's status and what is still missing

What we build for accounting firms

• A client area for sending documents: the client uploads everything in one place, and the client card shows what has arrived and what is missing
• Automatic reminders to clients and to your team, plus regular summaries in Telegram or by email
• Links between services via API, webhooks or email, and rule-based routing of incoming emails and enquiries
• A custom CRM: stages of work with a client, tasks, a calendar, roles and permissions, an activity log, two-factor login
• AI where there is a lot of incoming mail: turning a message into a client card, drafting a reply in the client's language, transcribing voice notes. A person always sends the reply
• A multilingual website (Slovak, Russian, Ukrainian, English) with a form that writes the enquiry straight into the CRM and Telegram

A model scenario: the life of one document

This is a model scenario, not a real client. It only shows how such a system is usually built. A client uploads an invoice to their area or sends it to a dedicated email address. The system attaches it to the client's card, creates an entry with the date received and sends your team a Telegram notification. If something is missing from the monthly list of documents, the client gets a reminder automatically, so nobody has to write to them by hand.

Your employee opens the client's card and sees in one window what has come in, what has not, and what the next step is. When the document has been processed, the entry is marked as done and the client sees that on their side. The posting itself stays where it happens today, in your accounting program. The system only keeps track of what is where, whose turn it is and what should happen next.

Connecting to the program where you keep the books

We do not ask you to change your accounting program for us. We work around it, connecting through an API, webhooks or email, depending on what the system itself allows. In Slovakia we regularly see Pohoda, Omega and other KROS products, invoicing in SuperFaktúra and document recognition in Datamolino.

We do not promise ready-made connectors. For each program and version we check on the free consultation what can actually be connected, and only then put it in the quote. If there is no direct connection, we will suggest a workaround through exports, a shared folder or email, and tell you so up front rather than halfway through the work.

When an off-the-shelf service is enough

If you have a handful of clients, receive their documents by email and your accounting program already sends the reminders you need, you probably do not need custom software. A shared folder, a calendar and a good email template cost nothing and work. Custom work starts to make sense when documents come through several channels, when you serve clients in different languages, or when your own rules for deadlines and roles do not fit a standard tool. We will say so on the first consultation, even if it means no order for us.

What we do not do

• We do not do bookkeeping or payroll. That is your work; we make software
• We do not give tax, accounting or legal advice, and we do not check that your returns are correct
• We do not replace Pohoda, Omega or any other accounting program. We add what happens around it: document collection, communication with clients, deadlines and the overall picture
• We send nothing to your clients without your knowledge: you approve the wording and the rules of automatic reminders
• We do not promise saved hours or payback. What it gives you, you will judge yourself after the first weeks of use

How the work goes

The first consultation is 30 minutes and free. We go through how documents reach you today and which part hurts most. Then you get a fixed quote on one page: scope, price and deadline. We start with the one thing that gets in the way most; when it works, we add the next. We have no external clients to show you. Our evidence is the systems we run ourselves in the Axora Group: a group CRM, an online school with user accounts and a quiz funnel, and you can see the demos.

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