Workflow automation for accounting and bookkeeping practices, one workflow at a time
Chasing clients for the same documents, checking invoices against the time recorded, following up proposals from memory: each one is a handover, not a missing system. I fix one of them at a fixed price, on the practice and accounting software you already run. I am Renzo Demartini, a Chartered Accountant (CA ANZ), and I build every workflow myself. A person on your team approves what is sent to a client, posted or issued.
Fixed price, AUD, no GST charged.
- Free fit check by emailYour software, the workflow, team size, timing
- Workflow Audit, A$990Read-only review and a written report in 5 working days
- Fixed-price build: from A$3,900With written acceptance criteria
- A person approvesAnything sent to a client, posted or issued
Prices in AUD, no GST charged.
Where work in a practice slips
Sample data: one week of client document requests, invented to show the problem
| Client | Item requested | Asked | Status | What happens next |
|---|---|---|---|---|
| Client A (sample) | Bank statements, March quarter | 3 Oct | Received 9 Oct | Reminders stop. Ready for the preparer |
| Client B (sample) | Fuel receipts, 5 items | 3 Oct | 2 of 5 received | Reminder due 10 Oct, listing the 3 missing items |
| Client C (sample) | Loan statement | 3 Oct | Nothing yet | Escalated to the client manager after the second reminder |
| Client D (sample) | Payroll summary | 3 Oct | A different client's file attached | Held for a person to check. Not filed |
On these sample rows, 1 of 4 requests is complete and 3 need a reminder or a person. The names and dates are invented. No hours or dollars are claimed.
Client documents arrive late and in pieces. Reminders go out from memory. Time is recorded on a job, but only some of it reaches the invoice. A proposal waits for a follow-up that nobody scheduled.
None of these needs a new practice system. Each is a handover, and each has rules your team can agree in writing.
How one workflow runs, with your people in it
- Your practice softwareA job lists the items due from the client
- RulesTrack what has arrived, per client and per item
- ClaudeDrafts the reminder, listing only what is missing
- A personApproves the reminder and every exception
- Your document systemThe complete file, ready for the preparer
Rules track what has arrived and match it to the right client and job. AI drafts the wording where it helps. A person approves what goes to a client and decides every exception, such as an attachment that looks like another client's. Whether approvals are message by message or a daily batch is agreed in your audit.
The workflow keeps your original documents where they are. It does not replace your document system.
Example workflows, each one a fixed-price build
These are examples, not a menu. Your audit picks the top 3 for your practice and gives a fixed quote for each. Some builds are listed on this site and some are custom, and the table says which.
Example workflows for an accounting or bookkeeping practice
| Workflow | What it does | Build | Price and time |
|---|---|---|---|
| Client information requests, to a complete file | Tracks each item per client, drafts reminders that stop when the item arrives, escalates to the owner after the second reminder, and holds wrong-client attachments for a person | Custom build, quoted after the audit | Custom builds start from A$9,500 and take 4–8 weeks |
| A billing check before invoices are issued | Compares the time recorded with the amount on each draft invoice and the agreed fee. The practice manager approves every flagged invoice before it is issued. It needs your practice software to let a workflow read time and invoices, which the audit confirms | Invoice Check | A$3,900, 2–3 weeks |
| Proposal and new-client enquiry follow-up | Sorts each enquiry, drafts a day-three follow-up in your wording, and a partner approves it before it is sent | Enquiry and Quote Follow-up | A$4,900, 3 weeks |
| Client supplier bills checked before approval (for practices that run client bookkeeping) | Flags duplicate and mismatched bills, queues the odd ones, and records who approved each. It never pays a bill | Supplier Bill Approval | From A$3,900, 2–3 weeks |
Not sure which comes first? The free fit check and the audit decide. Often the first answer is a setting in software you already pay for, and the report says so. Invoice Check · Enquiry and Quote Follow-up · Supplier Bill Approval
Check what your practice software already does
- Client requests (email and portal)
- Your practice software
One fixed-price workflow
Xero, MYOB or QuickBooks- Your document system
Practices run a mix of tools. Karbon, SuiteFiles and Content Snare each list automated reminders on their own sites (read 31 October 2026), so use them if they do the job.
On Xero Practice Manager: Xero says it is now part of Xero Partner Hub. It is included free for practices at Silver, Gold or Platinum partner level, and otherwise costs A$163.90 a month for up to 10 users, including GST. A workflow that reads it through the Practice Manager API needs a security assessment and use-case approval from Xero. Both read on Xero's pages on 31 October 2026. The audit checks which route your practice can use.
In the audit I check what your software does today, what its connection and your plan allow, and whether anything needs building at all. If a setting solves it, the report says so and the quote comes off the list.
What stays with your practice
What the workflow keeps, and who decides
| Record | How it is kept |
|---|---|
| The original document | In your document system, untouched. The workflow links to it |
| Who approved what, and when | Recorded in the approval queue, beside the numbers |
| Why an item was held | A written reason on each exception |
| What was sent to a client | The approved wording, kept with the job |
Rules and approvals leave a trail your reviewer can follow. Which mailboxes and folders a workflow may read is agreed in writing before work starts, and internal partner and staff mail is left out.
I do not do your tax, BAS, payroll or bookkeeping, and nothing on this site is tax advice. I am a Chartered Accountant (CA ANZ), and I worked as a tax adviser for 10 years. That is experience only, not an offer of tax agent services. A workflow can check, chase or move data. It does not prepare or lodge a return or a BAS, and it does not replace your judgement. Your professional obligations stay yours.
What you can look at before you pay
Proof you can open, each labelled
| Item | What it shows |
|---|---|
| Sample audit report: an accounting firm | A made-up firm on Xero Practice Manager and Xero. Every name and figure is invented. It shows the A$990 report: a verdict and fixed quote for each candidate, where a person approves, and a build it says is not worth buying at that size |
| Invoice Check demo | A flagged invoice waiting for a person, on sample data. Your billing check follows the same pattern |
| Selected past work | Two paid KPI builds, for Elliotts Landscape and Harrys Tyres, named with their agreement |
The sample audit The Invoice Check demo Selected past work
Proof here is limited to what is published, and each item is labelled. On the past work: for each business I built a Jotform KPI form, Airtable for the employee details and the KPI calculations, and n8n to send the emails and write the final KPI back. Before: about 4 hours each month and countless emails, for each business. After: one click per KPI submission. The 4 hours is my estimate of office and admin time, so it is time saved, not cash saved. Revenue and financial return were not measured.
I also built supplier bill checks for a business on MYOB AccountRight. They flagged duplicate bills, matched each bill to its purchase order or quote, and only flagged bills went to a person. Read how
There is no published accounting-practice case study yet, so none is shown here.
Price, and the path from the first call
- Workflow Audit (credited to a build signed within 30 days)A$9905 working days
- Invoice CheckA$3,9002–3 weeks
- Supplier Bill ApprovalFrom A$3,9002–3 weeks
- Enquiry and Quote Follow-upA$4,9003 weeks
- Custom buildFrom A$9,5004–8 weeks
Start with a free fit check by email. Send the form with your software, the workflow to fix, your team size and your timing. I reply by email, usually with a question or two, and tell you whether it is a fit. No call needed.
The next step is the A$990 Workflow Audit: a 60-minute call, a read-only review of your systems and a written report in 5 working days, with a fixed quote for each of the top 3 things worth automating. It is credited in full to a build signed within 30 days. Every build has written acceptance criteria and 30 days of fixes, with a 50% deposit and 50% on handover.
Hours saved and dollars saved are counted apart. Beside them are the running costs: optional support from A$350 a month, and software and AI usage paid to the providers. Running costs (software and AI usage) are estimated in your audit, before you commit to a build. All prices
Is your problem wider than one workflow, for example several disconnected systems across the firm, an acquisition, or how AI should be governed in your practice? That is advisory work. See renzodemartini.com/how-i-engage/.
An accountant with a client who re-keys the same data every week? See For accountants and bookkeepers.
Chartered Accountant (CA ANZ) · MBA · Xero certified · 16 years in finance, operations and systems · Canberra, working across AU and NZ
About RenzoThe same approach runs an agentic finance system I built: 30 agents, about 10,000 automated tests, and a person approves every money decision.
Questions from accounting and bookkeeping practices
Will this replace our practice management software?
No. It works on the software you run, and the audit checks first what that software already does. If a setting solves the problem, the report says so.
Is client information safe?
The audit is read-only, and we agree the access in writing before any work starts. Builds run in accounts in your name, so your data stays in your systems. Claude runs through business API access, where your data is not used to train models, and every AI service is named in the written scope before work starts. The mailboxes a workflow may read are agreed in writing, and your own confidentiality obligations stay with you.
Will AI send anything to a client or lodge anything?
No. Rules do the tracking and the matching. AI drafts the wording where it helps. A person approves anything that goes to a client and anything that posts, and the workflow does not prepare or lodge a return, a BAS or a payroll run.
Which practice software does it work with?
That depends on what the software's connection allows on your plan. I confirm yours in the audit before we agree a scope, and I do not promise a named product before then. If a build is not possible, or a built-in feature does the job, the audit says so.
What does it cost beyond the build?
Running costs sit beside the build price: optional support from A$350 a month, and software and AI usage, which you pay to the providers. Both are listed in the written scope, and the audit estimates them before you commit.
Sources, read 31 October 2026 on each vendor's own page: Karbon ("Automatically send reminders"); SuiteFiles ("Automated reminders"); Content Snare ("Content Snare sends automatic reminders to clients who haven't finished"). No claim is made about any product's connection or plan beyond that.
Start with one workflow in your practice
A free fit check by email first. The A$990 Workflow Audit is the next step, credited to your build.
Get a free fit check by email The next step after the fit check: the A$990 Workflow Audit
Get a free fit check by email
Send the form with your software, the workflow, your team size and your timing. I reply by email, usually with a question or two, and tell you whether it's a fit. No call needed. If it is, the next step is the A$990 Workflow Audit.
Thanks, it's with me.
I read every enquiry myself and reply by email to the address you gave, .
Next, I reply by email, usually with a question or two, and tell you whether it is a fit. No call needed.
If it is a fit, the step after that is the A$990 Workflow Audit.
In the meantime, see how each build runs: worksbetter.ai/#builds
Sending saves your details in HubSpot so I can reply. No mailing list. No payment is taken. How your enquiry is handled.