For accounting & bookkeeping practices
The Client Readiness Pilot
Less chasing.
More ready.
Bring recurring client document requests, incoming files and approved follow-ups into one workflow. Give your practice a clear view of missing items, review tasks and files ready for accountant review.
A proposed fixed scope. Your existing tools. Your team in control.
£3,500one-off implementation
See the scope and optional care
See the scope and optional care
CLIENT 104APRIL · BOOKKEEPING
Ready for
your review.
NEXT OWNER
Accountant
Accountant
READY
Checklist complete. Reminders stopped.
The correct April statement is confirmed. The agreed checklist is complete and the accountant gets the handover.
Illustrative example · Sample records, not client results.
Built around the work.
Connected with n8n.
- OutlookRequests & replies
- SharePointDocuments & readiness list
- n8nRules & handovers
Other tools? We’ll check the fit.
The work, from end to end
From “still waiting”
to “ready for review.”
One agreed client group, from the first request to accountant handover. Missing, uncertain or disputed items get a named next step.
- 01
A clear request.Ask for the right things.
Send the agreed checklist for a client and period. Keep requests and replies in your practice’s inbox.
- 02
A visible record.Bring the files together.
Match files to the client and period. Unclear matches, wrong periods and duplicates go to your team to resolve.
- 03
A useful next action.Follow up with a reason.
Show missing items and prepare reminders using approved recipients, wording and timing. Replies trigger the agreed stop or review rule.
- 04
A clear handover.Hand over a ready file.
When the agreed checklist is complete, stop reminders and notify the accountant. Keep document links and review decisions beside the status.
Ready for review means just that. Your team confirms uncertain documents and keeps every accounting decision. A received file is not proof the books are complete.
A focused implementation
One useful workflow.
A proper handover.
The proposed scope covers configuration, connections and testing in your practice’s accounts, with operating notes and a team walkthrough before handover.
THE STANDARD SCOPEStart with a
Start with a
manageable slice.
- Service
- One recurring bookkeeping service
- People
- One agreed client group and workflow owner
- Rules
- One readiness checklist and reminder sequence
- Setup
- One Outlook mailbox, SharePoint document location and readiness list, connected with n8n
WHAT YOU RECEIVE
- A configured workflow in your own accounts
- Client-and-period readiness tracking
- Agreed reminders, review points and stop rules
- Exception handling and failure alerts
- Testing, team walkthrough and operating notes
- 30 days of defect correction against the agreed scope
Client numbers, volume, permissions and document formats are confirmed before the fixed scope is accepted.
TEST THE UNHAPPY PATHS, TOO.
Missing file. Wrong period. Duplicate upload. Client reply. Connection failure. Agree the expected response and test it with your workflow owner before launch.
The investment
Clear scope.
Clear price.
Start with the standard setup. Add only what your practice needs.
CLIENT READINESS IMPLEMENTATION
£3,500one-off
Configuration, connections, testing and handover for the standard scope above.
No compulsory paid discovery
for the standard setup.
First, we check the fit and what your existing software can already do. You see the scope, access requirements, delivery plan and costs before committing.
Request a workflow reviewStart with a conversation, not a purchase.OPTIONAL WORKFLOW CARE
£350/ month
Scheduled checks, failure-alert review and up to one hour of hands-on triage or minor changes each month. Additional work is quoted separately.
NEED SOMETHING DIFFERENT?
Bespoke, quoted separately.
Extra integrations, approval rules or another n8n workflow get their own scope and fixed quote. Complex work may start with £950 discovery, credited toward the agreed build.
Prices in GBP. Software subscriptions, hosting and usage are separate. Any applicable tax and all ongoing costs are confirmed in the written proposal. Care is optional; new workflows and major changes are not included.
From conversation to working setup
A sensible start.
A controlled launch.
Bring the recurring job. We’ll work through the tools, rules and handover with you.
- 01
Check the fit.
Review native features, connection permissions and document formats. Confirm whether the standard setup solves a real gap.
- 02
Agree, configure, test.
Agree the scope, schedule and acceptance checks. Test ordinary and exception cases for your workflow owner to approve.
- 03
Launch with an owner.
Start with the agreed client group. Name who responds to alerts and walk the team through checks and the manual fallback.
What we need from you
A process owner, an agreed checklist, representative test files and approved access to the supported tools. We agree the schedule once those inputs are clear.
Before you decide
Good questions.
Straight answers.
Will this replace our practice software?
No. We check the features you already pay for first. If native requests and reminders solve the problem, we’ll say so. The implementation is for a useful gap between collection, checking and handover.
Can we use tools other than Outlook and SharePoint?
We assess connection options, permissions and account limits first. The £3,500 standard scope covers the setup shown here. Different systems, unsupported connections or extra workflows need a separate scope and quote.
Does AI decide whether the accounts are complete?
No. Readiness means the agreed checklist is complete, not that the accounting is correct. Your team confirms uncertain document types or periods. Any AI extraction would need separate validation against your sample documents before it could be included.
Will clients get chased after they have replied?
Replies, disputed requests and completed items need explicit stop or review rules. You approve the recipients, wording and timing. We test those rules before enabling automated messages.
Who owns the workflow, and what if it stops?
The standard setup uses your own accounts. Handover covers operating notes, access responsibilities, alerts and a manual fallback, with a named owner in your practice. The first 30 days include correction of defects against the agreed scope. Optional care adds scheduled checks and bounded hands-on support.
Can you add a bespoke automation later?
Yes. An extension or a different n8n workflow gets a separate fixed quote. Where the work needs investigation, £950 discovery can define the build and is credited toward the agreed implementation. We also review whether the care scope needs to change.
Is this a proven system with guaranteed savings?
This page demonstrates the proposed workflow; it is not a client case study. We validate the actual connections, document handling and exception rules before launch. Time savings depend on your starting process, volumes and how the team uses the workflow.
A useful first conversation
Put the chasing
on the checklist.
Off your desk.
Tell us the recurring service, client group and tools involved. We’ll check where collection gets stuck and whether the proposed scope fits.
What happens next
A person reviews the workflow and the tools. If the standard setup fits, we confirm the scope and delivery plan. If it needs bespoke work, you see a separate quote first.
No purchase or system access is authorised by an enquiry.
Let’s check your practice’s fit.
Tell us about the document chasing you would like to take off your team’s desk.
Prefer email? team@afinitiglobal.com
Your request
Your workflow request
Review your details, then send your request. We will confirm when it has been received.
You can also email team@afinitiglobal.com.