01
Automated collection & chase
Document requests, reminders, and receipt confirmation run automatically per-client; missing-document status is visible on a dashboard instead of in someone's memory.
Regional accounting firm · Back-Office Automation
Month-end close: 8 days to 3
A regional firm's month-end close for 140 bookkeeping clients was eight days of document chasing, categorization, and reconciliation. We automated the collection and preparation layers so staff accountants start from a prepared file, not a shoebox.
- 140
- client closes on the new pipeline
- ~1 day/wk
- partner time recovered
- 0
- missed filing deadlines since launch
/ 01 — The problem
What was breaking.
Client documents arrived by email, portal, and paper — chased manually, categorized manually, keyed manually. Staff spent the first week of every month on work no one billed fully for.
Partners spent evenings reviewing files that were 90% mechanical categorization, hunting for the 10% that needed judgment.
/ 02 — The build
How we approached it.
02
AI categorization with firm memory
Transactions and documents categorized by a model tuned on the firm's own historical coding — client-specific quirks included — with confidence thresholds routing genuine judgment calls to humans.
03
Reviewer-first workpapers
Draft reconciliations and workpapers generated with anomalies pre-flagged, so partner review starts where partner judgment is actually needed.
Timeline6 weeks to first client cohort, 10 weeks to all 140StackClaudeXeroQuickBooksPythonn8nclient portal
/ 03 — The results
What changed.
- Close cycle fell from eight days to three across all 140 clients within two months.
- Partners recovered roughly a day per week of review-and-relay time — redeployed to advisory work the firm now bills separately.
- Staff turnover in the bookkeeping team stopped; the shoebox-shuffling month-start was the most-cited reason in prior exit interviews.
- The firm took on 30 new bookkeeping clients the following quarter with the same team.
“We sold the time savings internally. What actually changed the firm is that our best people now do work clients thank us for.”
/ Free AI audit
Get results like these in your business.
Every engagement here started with the free audit. Sennova Labs maps your workflows, prices the waste, and shows you what to automate first.
Request a free AI audit
No obligation · Roadmap is yours to keep