Automate office tasks

Start every new job well prepared

After signing, the client gets a list of what you need. You see what's in and what's missing, and start once the essentials are there.

Who it's for
Agencies, tax advisory firms, IT service providers, and other businesses where every new job begins with documents, access, and a kickoff date.
Programs
  • Signed agreement
  • Email inbox
  • Client folder
  • Task list
  • Calendar
AI
Not needed
Starting point
One service with a fixed checklist

The workflow at a glance · 5 steps

See it step by step
  1. Step 1 – Trigger: The agreement is signed
  2. Step 2 – Automatic: Checklist and tasks are created
  3. Step 3 – Automatic: What arrives is ticked off
  4. Step 4 – You decide: You give the go-ahead
  5. Step 5 – Result: Kickoff with a short brief
  • How a task flows
  • You decide here
Where things stand

How it often runs today

The agreement is signed and work is meant to start. Someone searches old emails for what exactly was agreed, writes to the client about missing documents, and sets up a folder. Things already sent sometimes get requested again. Then the first meeting reveals that a login or a contact person is missing.

Where it gets stuck day to day

  1. What was agreed is buried in old emails
  2. Documents go missing or get requested twice
  3. Gaps only show up in the first meeting
  • Look up what was agreed (between Signed agreement and you; point 1 above)
  • Request documents one by one (between you and Email inbox)
  • Sort and file what comes in (between Email inbox and Client folder)
  • Check what's still missing (between Client folder and you; point 2 above)
  • Hand out preparation tasks (between you and Task list)
  • Go back and forth on the kickoff date (between you and Calendar; point 3 above)
Today: You are the link between five programs.Where it gets stuck (see above)
The workflow

Step by step

This is how the workflow can look once it is set up: five steps, one of them yours.

Step 1 – Trigger: The agreement is signed

The signature starts the workflow. The agreed service, timing, and contact person are carried over, and the client folder is created.

  • Agreement
  • Client folder

Instead of: Look up what was agreed

Step 2 – Automatic: Checklist and tasks are created

The client gets a welcome message listing what you need for this service and by when. The team gets its tasks, each with a person and a date. Anything already received isn't requested again.

  • Email
  • Task list

Instead of: Request documents one by one, Hand out preparation tasks

Step 3 – Automatic: What arrives is ticked off

Whatever the client sends lands in the client folder and is ticked off once someone in the team has checked it. Reminders only ask for what's still missing.

  • Client folder
  • Email

Instead of: Sort and file what comes in, Check what's still missing

Step 4 – You decide: You give the go-ahead

You see what's in and what's missing and decide: start, start with one open point, or postpone. Open points get a person and a date.

  • Task list

Step 5 – Result: Kickoff with a short brief

The meeting is scheduled with everyone involved. Beforehand, everyone gets a short brief: what was agreed, who does what, and what's still open.

  • Calendar
  • Email

Instead of: Go back and forth on the kickoff date

What changes

The same programs, less manual work

Your programs stay. The workflow handles the work in between, and you step in where your decision is needed.

Today: You are the link between five programs.With automation: Your programs are connected. You give the go-ahead.

  1. Before: Searching old emails for what was agreed

    With the workflow: What was agreed is in the client folder from day one

  2. Before: Requesting and chasing documents one by one

    With the workflow: One checklist, reminders only for what's missing

  3. Before: Team preparation handed out on the fly

    With the workflow: Every task has a person and a date

  4. Before: Gaps show up in the first meeting

    With the workflow: You start once the essentials are in

Building blocks

What the workflow is made of

Where the details come from, what connects them, and where they end up. Below: how you stay in control.

Input

  • Signed agreement
  • Client folder

Processing

  • Automation for the checklist, tasks, and reminders
  • Checklists per service, agreed together once

Output

  • Email inbox
  • Task list
  • Calendar

Control

  • You give every go-ahead
  • Only items someone has checked get ticked off
  • Passwords never go in the checklist

Your data

Documents land in your client folder, not in an extra program. You decide what goes on the checklist for each service. You grant access through your usual channels.

How to start

Start small, then build out

We implement larger solutions in stages. Before you invest in expanding them, we test the first version in your business.

  1. One slice, up to your decision

    Prototype

    One service, one checklist: a small prototype for your next new job.

  2. The whole workflow, in daily use

    Put it to work

    Every new job for this service runs through the workflow. You give every go-ahead.

  3. More inputs and results

    Build out

    Checklists for more services, the deposit checked before the start, and the handover straight from the inquiry.

What's often missing when you start?

Tell us what happens after signing and what you keep chasing. In a free intro call, we'll look at which checklist would be a good place to begin.

Book a free intro call