About this case study: it is based on a business typical of the ones we work with, not a named client, and every number comes from the assumptions at the end of the page. Swap in your own and the sums still work.
The problem
About 8 new clients join each month, and each takes around 3 hours of admin across emails, ID checks and forms. Steps get missed when someone is on leave.
Before each VAT deadline, staff email clients for missing receipts and explanations of bank lines, then chase again.
What we build
- 1
Onboarding checklist
A new client triggers the engagement letter for e-signature, the ID check request and the agent authorisation steps, each ticked off automatically.
- 2
Quarterly chasing
Clients with unreconciled lines or missing receipts get reminders with a list of what is needed, until it is done.
- 3
Status board
The team sees every client's onboarding and VAT status in one place.
Before and after
| Step | Before | After |
|---|---|---|
| Onboarding admin | About 3 hours per client | About 1 hour |
| VAT record chasing | Emails by hand | Automatic reminders |
| Who is waiting on what | Inbox searches | One board |
Where a person stays in control
Accountants review every return. Automation only collects documents and tracks steps.
Running cost
Roughly £60–150 a month for e-signature, hosting and integrations.
Tools
- Xero
- Dext
- E-signature tool
- ID verification provider
- n8n
How the numbers work
- Onboarding: 8 clients × 2 hours saved = 16 hours.
- VAT chasing: about 40 hours a quarter, 75% saved ≈ 10 hours a month.
- Status updates and inbox searching: about 8 hours a month.
- Staff time costed at £22 an hour: 34 × £22 = £748.
Estimates, not promises. Use the savings calculator with your own hours and costs.
Want this for your business?
A free 30-minute call is enough to tell whether it fits, what it would take and what it would cost.