Client document portal for an accounting firm.
How an accounting firm in Segamat with 280 clients stopped chasing the same bank statements on WhatsApp every month.
Client documents · September close
Waiting64Complete216All280| Client | Received | Missing | Last reminder | Due |
|---|---|---|---|---|
| Kedai Elektrik Wirasena | 6 of 8 | Bank statement, petty cash | Today, WhatsApp | Fri 23 Oct |
| Teluk Biru Travel | 3 of 7 | 4 supplier invoices | Yesterday | Fri 23 Oct |
| Kopi Lorong Lapan | 2 of 6 | Sales report, payroll | 3rd reminder | Overdue |
| Klinik Pergigian Seri Kenanga | 6 of 7 | Bank statement | Thu 15 Oct | Fri 23 Oct |
| Perkakas Delta Rimba | 5 of 6 | Credit card statement | Today, email | Fri 23 Oct |
| Taman Minda Kids | 4 of 6 | Payroll summary, EPF receipt | Today, WhatsApp | Fri 23 Oct |
| Bengkel Auto Jentayu | 1 of 5 | Bank statement, sales, invoices | Call today | Overdue |
| Butik Selindang | 4 of 5 | Petty cash receipts | Yesterday | Fri 23 Oct |
| Kemasria Packaging | 7 of 9 | 2 supplier invoices | Today, email | Mon 26 Oct |
| Dapur Seri Andalas | 3 of 6 | Sales, payroll, bank statement | Yesterday | Fri 23 Oct |
| Angkut Seroja Transport | 2 of 4 | Bank statement, fuel receipts | Yesterday | Fri 23 Oct |
| + 53 more waiting · reminded on the same schedule | ||||
September
Kedai Elektrik Wirasena · 6 of 8 received
On screen: Clients see what’s missing and upload it.A real project. The business isn’t named, and names and figures on the screens are changed.
- Business
- Accounting firm, Segamat
- Team
- About 25 staff, 3 partners
- Clients
- About 280 on monthly bookkeeping
- Works with
- WhatsApp, Google Workspace
- First version
- 4–5 weeks
- Project size
- Business system, from RM 15k
How documents came in before.
280 clients, one shared WhatsApp number and a plastic bag of receipts on the front desk every month.
Every month, staff messaged each client for the same documents: bank statements, receipts, sales reports and payroll.
Documents came in on WhatsApp, by email, on a pen drive and in a plastic bag of receipts.
Files were named “IMG_2231” and “scan0031”. Someone opened each one to see what it was.
Five parts between the client’s phone and the firm’s folders.
Clients kept sending documents the way they liked. The firm stopped chasing them by hand.
Each client sees exactly what is still missing.
One page shows this month’s checklist: what arrived, what’s still needed, when it’s due, and the accountant’s note.
Two more documents, and we can close your month.
And 3 more received: fixed deposit, hire purchase and e-wallet statements.
Thanks for the invoices. Only the bank statement and petty cash left, then we’ll send your September report.
SST return · 30 Nov
EA forms · 28 Feb 2027
Receipts snapped on the phone, sent in one tap.
Clients can also pick a PDF from online banking, and each item sent is ticked off the list.
Petty cash receipts
Kedai Elektrik Wirasena · September
Every file read, named and filed for you.
AI works out the client, document and month for files from the client page, email and WhatsApp.
Incoming files
To check2Sorted today46
IMG_4410Kopi Lorong LapanPhoto · sales report, total hard to readCheck amount1 page10:12
scan0031Teluk Biru TravelPDF · invoice from a new supplierNew supplier2 pages9:58stmt_sepOptik NirwanaCredit card statement, SeptemberStatement3 pages9:41IMG_4398Studio Lentur PilatesPayroll summary, SeptemberPayroll2 pages9:20SR-0925Jentera Hijau LandscapeSupplier invoices × 6Invoices6 files8:30Optik Nirwana
- Document
- Credit card statement
- Month
- September
- Card
- Ending 2208
- Sent by
- Email · 9:41 am
Polite reminders go out on their own.
Each reminder lists only what is missing, and if nothing comes in, the accountant gets a task to call.
Kedai Elektrik Wirasena
Monthly checklist8FilesHistory| What they send | September |
|---|---|
| Bank statement, current account | Missing |
| Petty cash receipts | Missing |
| Sales report from the POS | 12 Oct |
| Supplier invoices | 10 Oct · 14 files |
| Payroll summary | 9 Oct |
| Fixed deposit statement | 8 Oct |
| Hire purchase statement | 8 Oct |
| E-wallet payment report | 7 Oct |
The partners see who is holding up the month.
One view shows each accountant’s clients as complete, waiting or overdue, and staff start with the clients who are ready.
By staff · September close
This monthLast month| Accountant | Clients | Complete | Waiting | Overdue |
|---|---|---|---|---|
| Siow Shu Fen | 36 | 29 of 36 | 7 | 1 |
| Johari | 34 | 24 of 34 | 10 | 3 |
| Amirah | 35 | 28 of 35 | 7 | – |
| Clement | 33 | 25 of 33 | 8 | 1 |
| Rahimah | 36 | 27 of 36 | 9 | 2 |
| Hazwan | 35 | 26 of 35 | 9 | 1 |
| Ee Lin | 37 | 30 of 37 | 7 | – |
| Fiona | 34 | 27 of 34 | 7 | 1 |
Each part is a feature with its own fixed price, agreed before we start. See how this project was priced or get a fixed quote for yours →
From the client’s phone to the partner’s desk.
Clients send from the phone. The firm works from one list. Part of our AI agents work →
- Clients
Open one link, see what is missing and send it from the phone.
- Accountants
Start on the clients who are complete, without chasing anyone.
- KAAdmin · Kamini
Checks only the few files AI wasn’t sure about.
- NSTeam lead · Norsiah
Sees which clients are late, and steps in early.
- LTPartner · Leonard Thong
Knows who is holding up the month before a deadline gets close.
- No more chasing the same documents by hand.
- No more receipts lost in WhatsApp chats.
- Everyone knows which clients are ready.
Clients first, then the sorting.
In two phases, so clients were using their page within weeks.
Clients send, without chasing
Files sorted for you
Want a client portal like this for your firm?
Questions about this system.
What did this project cost?
Business system, from RM 15k. Every feature had a fixed price, agreed before work started, and the first 3 months of hosting and care were included. AI usage is paid separately: you top up your own usage account.
Do clients need to install anything or remember a password?
No. Each client gets their own link and signs in with a one-time code sent to their phone or email. It works in any phone’s browser.
What if a client still sends documents on WhatsApp?
That’s fine. Files sent to the firm’s WhatsApp Business number come into the same list and are sorted like the rest. Files sent to a staff member’s own phone can be forwarded in.
Can we start with the client page only?
Yes. The client page and reminders can go live first, as part of the same fixed quote. AI sorting follows in the second phase.
Another question? Ask on WhatsAppWe reply within one working day.
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- 1
Send us a message
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- 2
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- 3
A fixed price for every feature
Your written quote within 3 working days of the call.
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