Onboarding lives in one person's head.
New client? One assistant knows the 12-step checklist. On vacation? The checklist becomes an approximation.
Tribal knowledgeBack office runs.
But only because someone remembers.
Client onboarding, document collection, approval routing, invoice flows — all happen today because one assistant remembers who owes what. We turn that memory into a documented, runnable workflow.
§ IWhere it breaks
Three places the back office
carries the firm.
Approvals travel by email.
Invoice over €500, overtime request, new vendor — all approved by partner email. Sometimes found, sometimes forwarded, sometimes lost.
Mail-based approvalStatus lives in tabs of Excel.
Which clients are waiting on which documents? Which cases need which filings this week? It's all in a spreadsheet someone has to keep current.
Excel-as-CRM§ IIWhat changes
Back-office logic, documented
and automated.
Onboarding as a runnable workflow.
The 12-step checklist becomes a workflow: new client triggers tasks, assigns owners, requests documents, tracks completion. Every step logged.
- Task templates per practice area
- Document-request automation
- Status board per client
Approvals with audit trail.
Invoices, requests, and vendor onboarding run through a Teams or web approval — with a clear audit log, thresholds, and automatic routing.
- Threshold-based routing
- Teams / email approval UI
- Audit log per approval
Status board, auto-synced.
Your Excel becomes a live board — fed by DATEV, DMS, and the intake system. Always current, visible to everyone who needs it.
- Auto-sync from systems
- Filters by owner / priority
- Weekly digest per partner
§ IIIKey numbers
−40%Manual admin work
100%Approvals audited
0Excel lists critical
8wkto live
§ IVQuestions
Common questions
01Does this work with our existing DMS / DATEV setup?
Yes. We build on top of what you have. No replacement, no new portal. We connect via API, Graph, or — if those aren't available — a clean review inbox layer.
02What about data residency for back-office data?
Everything runs in the EU on our self-hosted infrastructure or yours. No US cloud involvement. Data stays where it legally must stay.
03Can partners still approve by email if they want?
Yes. The system sends approval-requests by email, and a reply with "approved" or "rejected" is enough. The structured flow runs underneath — email stays an interface, not the memory.
§ Next step
Which back-office routine
hurts most this month?
Describe the bottleneck in two sentences. We'll reply within 24 hours with a concrete answer.