The brief
The off-the-shelf options were project-management tools dressed up as practice management. None handled a real sales pipeline, staff capacity and deep HMRC and Companies House integration in one place.
So we built it. It now runs the whole firm — first prospect call through to filing a tax return. The software it replaced is switched off.
What we built
- Two-pipeline CRM — new prospects and existing-client opportunities, with automatic price-review detection against turnover
- Jobs, tasks and capacity — recurring compliance jobs generated from Companies House deadlines, rated against a real hours baseline
- Onboarding end to end — proposal builder with discounting, engagement letter, e-signature, HMRC agent authorisation, AML check and direct-debit mandate
- Full HMRC Making Tax Digital agent software — digital records, cumulative quarterly submissions, year-end and Final Declaration
- Six AI agents — chasing information requests, nudging stalled onboarding, triaging the inbox, pre-reviewing jobs, orchestrating each new client
- A grounded assistant answering staff questions from a curated tax knowledge base rather than from memory
- Client portal with no login — a private link per client to approve proposals, answer requests and upload files
- The rest of the business too — time and WIP with job profitability, HR and holidays, a team hub, booking pages, an installable mobile app